If you are unable to generate a receipt for a Purchase Order (PO) in BuildOps, it usually means there is something on the PO that still needs attention before the receipt can be created.

A receipt should be generated after the items on the PO have been received from the vendor.

Common reasons you may not be able to generate a receipt

1. There is no quantity left to receive

You can only generate a receipt when the PO has at least one line item with quantity still remaining to be received. If all items have already been received, the PO may show as Partially Fulfilled or Fulfilled, and BuildOps will not let you generate another receipt for those completed quantities.

2. The PO is using an Auto-Receive PO Type

If the PO was created with an Auto-Receive PO Type, BuildOps automatically creates the receipt and marks the PO items as fulfilled. In this case, you may not need to generate a receipt manually.

3. Required information is missing on the PO

Depending on your workflow and setup, BuildOps may require certain fields to be completed before receipt processing can continue. For example, Accounting Settings includes setup for PO Types and Payment Terms, and inventory-related workflows may also require the correct Ship To or Inventory Location details to be in place.

4. The related job or project is closed

If the PO is linked to a closed job or project, receipt actions may be unavailable until that job or project is reopened.

5. The receipt date falls in a closed accounting period

BuildOps uses the Accounting Calendar to control which Purchase Order periods are open or closed. If the receipt date falls in a closed period, BuildOps may prevent the receipt from being created or posted until a valid open period is used.

Important: If you cannot continue, confirm that the receipt date is in an open accounting period.

6. You are trying to add a PO receipt from mobile

Only office users can add a receipt to a Purchase Order. Technicians can view Purchase Orders in the mobile app, but they cannot interact with them. If a technician needs to capture receipt details from the field, use a Field Order instead.

Important: Purchase Order receipts must be created by an office user. For field receipt entry, use a Field Order.

How to generate a receipt

Open the Purchase Order from the Job/Project page, the Purchase Orders table, or Global Search.
Review each PO line and update the Unit Cost so it matches the vendor document, packing slip, or invoice.
Click Generate Receipt.
Enter the receipt details, including the Vendor Document Number and receipt date.
Click Post Receipt to finalize it.

Important: If you use an accounting integration, the Vendor Document Number must be unique. A receipt will not sync if the Vendor Document Number matches the Invoice Number.