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  • Get Started
    • Welcome
    • What is Ottimate?
    • Integration Journey
    • Sandbox Environment
    • Authentication
    • API Limits
    • Idempotency
    • Release Plan
  • Account Set Up
    • Onboarding an Ottimate account
    • Accounting Integration
  • Invoice Capture
    • Overview
  • Accounts payable
    • Overview
    • Purchase Orders
    • Purchase Receipts
    • Invoices
  • Catalog
    • Overview
    • Catalog-Entries
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On this page
  • How receipts work in Ottimate
  • Receipt status values
  • Key fields
  • Linking receipts to purchase orders
  • Receipt line items
  • API endpoints
  • Bulk operations
  • Updating receipts
Accounts payable

Purchase Receipts

Sync receipts from your ERP into Ottimate for three-way invoice matching

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A purchase receipt is a document that confirms goods or services were delivered against a purchase order. Receipts record what was actually received — including quantities and item details — and serve as the second verification step in three-way matching.

Source of truth: Purchase receipts originate in your source system (ERP). Ottimate syncs receipts from your ERP and stores them for document matching — your ERP remains the authoritative source for receipt data.

How receipts work in Ottimate

In a three-way matching workflow, receipts are synced to Ottimate after a purchase order has been created. Each receipt is linked to a specific PO, and a single PO can have one or more receipts (for example, when goods are delivered in multiple shipments).

Receipt line items reference the original PO line items through ottimate_po_item_id, connecting what was received back to what was ordered.

When an invoice arrives, Ottimate matches it against both the PO and its associated receipts to confirm that:

  • The billed items match what was ordered (PO)
  • The billed quantities match what was received (receipt)
  • The billed prices match the agreed amounts (PO)

Receipt status values

StatusDescription
openReceipt has been received and is active
pendingReceipt is awaiting processing
flaggedReceipt requires attention or review
closedReceipt has been fully matched and closed
archivedReceipt is no longer active
deletedReceipt has been removed

Key fields

FieldDescription
receipt_numberReceipt number from your source system. Required.
external_idYour system’s unique identifier. Used for idempotent operations — if a receipt with the same external_id already exists, it will be updated instead of duplicated.
dateDate the goods were received
total_amountTotal value of the received goods
invoice_number_refOptional invoice reference number
noteOptional note or memo for the receipt
itemsArray of line items, each referencing a PO item with received quantity

Linking receipts to purchase orders

Each receipt must reference an existing PO. You can identify the PO in two ways:

  • By Ottimate ID — Provide ottimate_po_id directly
  • By lookup fields — Provide erp_vendor_id + ottimate_location_id + either po_number or po_external_id. Ottimate will resolve the PO for you.

Receipt line items

Each receipt line item links back to a PO line item. You can reference the PO item in two ways:

  • By Ottimate ID — Provide ottimate_po_item_id
  • By external ID — Provide po_external_item_id (the external ID of the PO item) for lookup
FieldDescription
ottimate_po_item_idThe Ottimate-assigned PO item ID. Required unless po_external_item_id is provided.
po_external_item_idExternal ID of the PO item — used for lookup when ottimate_po_item_id is not available.
quantityThe quantity actually received for this item. Required.
priceUnit price (optional)
uomUnit of measure (optional)

API endpoints

EndpointDescription
GET /receiptsList receipts with filters for company, location, PO, status, and date range
GET /receipts/{id}Get a specific receipt with all line items
POST /receiptsCreate a single receipt
PATCH /receipts/{id}Update an existing receipt
POST /receipts/bulk-upsert/Bulk create or update receipts

Bulk operations

The bulk upsert endpoint allows you to create or update multiple receipts in a single request. This operation is processed asynchronously.

Rate limits:

  • Maximum 100 receipts per request
  • Maximum 1,000 total line items across all receipts in a single request

The response returns a batch_id that you can use with the Batch progress and Batch results endpoints to track the status of your bulk operation.

Updating receipts

When updating a receipt via PATCH, note the following restrictions:

  • You cannot change status, receipt_number, external_id, or ottimate_po_id
  • To update existing line items, include the item id in the items array
  • To add new line items, omit the id field