A Service Receipt Note records that a service was received from a supplier or vendor — subcontracted work, consulting, maintenance contracts, or any purchasable service. It links to a Purchase Order or Work Order and can be used to create a Purchase Invoice for payment.
On this page
List columns
| **Column** | **Shows** |
|------------|-----------|
| Id | Internal reference number. |
| Number # | Document number. |
| Supplier | Supplier who delivered the service. |
| Purchase Order | Linked Purchase Order, if any. |
| Employee | Employee who confirmed the receipt. |
| Date | Date the service was received. |
| Status | Draft, Approved, or Cancelled. |
Quick filter tabs
| **Tab** | **Shows** |
|---------|-----------|
| Default | All notes except Cancelled. |
| Approved | Approved notes only. *(Default tab on open.)* |
| Draft | Notes saved but not yet approved. |
| Cancelled | Cancelled notes. |
Advanced Filters
Employee, Supplier, Status (All / Approved / Draft / Cancelled), Date, Created date.
List actions
| **Action** | **Available when status is** |
|------------|------------------------------|
| Edit | Draft, For Revisal |
| Delete | Draft, For Revisal |
| View | All statuses |
| Export | — (Excel export when permitted) |
Note: There is no New button on the list. Service Receipt Notes are created from a Purchase Order or Work Order.
When the note is linked to a Purchase Order, the more menu shows Create Invoice for the PO path. When linked to a Work Order, it shows Create Invoice for the WO path.
On approve: If linked to a Purchase Order or Work Order, received quantities are validated and the order receipt status may update. No stock or ledger posting occurs on this document.
Signature on print: Received From (supplier).
Why is there no New button on the list?
Service Receipt Notes are always created from a Purchase Order or Work Order so supplier and line details are pre-filled correctly.
Why can't I cancel this note?
Cancel the linked Purchase Invoice first, then cancel the Service Receipt Note.
Does approving a Service Receipt Note post to accounts?
No. It confirms service receipt only. Create a Purchase Invoice from the note to pay the supplier.
Can I create a Service Receipt Note from a subcontracting Purchase Order?
No. The Create Service Receipt Note action is hidden for subcontracting PO types.
What is the difference between a Service Receipt Note and a Purchase Invoice?
The Service Receipt Note confirms that a service was received from the supplier. The Purchase Invoice records the payable and posts to accounts. Approve the receipt note first, then use Create Invoice to bill the supplier.
Does approving a Service Receipt Note affect stock?
No. Services are not inventory items — approval updates received quantities on the linked Purchase Order or Work Order only.
Why can't I approve this note?
Approval is blocked when the linked Purchase Order or Work Order is Cancelled or Closed. Reopen or correct the order status first.
Why did approve fail on quantity?
Received quantities on the note cannot exceed what remains to be received on the linked order. Reduce line quantities to match the order balance.
Can I create a Service Receipt Note without a Purchase Order or Work Order?
No. Notes are always created from an approved or partially received order so supplier and service lines are pre-filled correctly.
Can I link a Project and Project Task?
Yes. Set Project and Project Task on the header when receiving services against a job — the same fields appear on the linked Purchase Invoice path.
Can I edit an approved Service Receipt Note?
Not directly. Use workflow actions if enabled, or Cancel the note (after cancelling any linked Purchase Invoice) and create a new receipt from the order.
Why does the PO receipt status not update?
Approval calls the order's receive validation. If quantities on the note do not match what the order expects, the order may stay at Partial Received until all service lines are fully received.
What invoice statuses block cancellation?
Cancel is blocked while a linked Purchase Invoice is Approved or Closed. Cancel or void that invoice first, then cancel the Service Receipt Note.