How to Create A Quantity Receipt Or Cost Receipt

Revised on: 05/07/2021

As soon as a voucher is created for a Purchase Order, the shopper will receive an automated email notification to create a receipt for the line item(s) that have an invoice. IMPORTANT: If a receipt is not created within nine (9) days after an invoice is submitted, the invoice will go into Match Exception and you will continue to receive this notification until a receipt is created. Once you miss this 9 day period to create a receipt, the voucher cannot be removed from Match Exception. Receipts that are created after the 9 day period will not remove the voucher from Match Exception as well.


Upon receiving the email notification, click on Click here to view your purchase order in the body of the email. This will open your PO directly in BearBuy.


Once you have your PO open, click on the
Purchase Order dropdown menu. 


Depending on the type of order, you will see one of the following receipt scenarios below:

Scenario 1 - Quantity Receipt

(Examples: Catalog Orders and Non-Catalog Form Orders for Products)

Scenario 2 - Cost Receipt

(Examples: Service Order Requests, Amount Only Form, etc. for Services)

Jump to: Creating a Quantity Receipt

Jump to: Creating a Cost Receipt



Creating a Quantity Receipt

In the Purchase Order dropdown menu, select Create Quantity Receipt. 


IMPORTANT: On the next page, be sure to fill out the Quantity and Line Status accordingly and hit Complete when done. 

PLEASE NOTE: If using a Non-Catalog form, please make sure that the number of receipts created equals the quantity in the form.

For example:

-If you have a quantity of 1 in a Non-Catalog form, you must create 1 receipt.

-If you have a quantity of 3 in a Non-Catalog form, you must create 3 receipts.

-If you have a quantity of 6 in a Non-Catalog form, you must create 6 receipts.

 -- Click on screenshot to enlarge --


Upon completion, you will see a receipt confirmation that includes your receipt and PO number.




Creating a Cost Receipt

In the Purchase Order dropdown menu, select Create Cost Receipt

For orders on Services, there are two options when it comes to creating a receipt: 1) Create Quantity Receipt and 2) Create Cost Receipt.

Select Create Cost Receipt.



PLEASE NOTE: If you select Create Quantity Receipt on an order for services, you will see the error below:



IMPORTANT: On the next page, be sure to fill out the Cost and Line Status accordingly and hit Complete when done. 

PLEASE NOTE: A minimum of one receipt showing the total amount is required when using the Service Order Requests, Amount Only Form, etc. for Services.

-- Click on screenshot to enlarge --


Upon completion, you will see a receipt confirmation that includes your receipt and PO number.



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