---
title: Material supply
summary: See the material that your project gave to contractors, approve or reject each supply, and delete a supply.
menu: Stores > Material Supply
route: /materialsupply
who: People who have the View permission on Material Supply. Editing needs Edit. Approving needs Approve. Deleting needs Delete.
---

A material supply is a record that your project gave material from its stock to a contractor. For example, Acme Heights gives 40 bags of cement to a masonry contractor for a wall. The record names the contractor, the materials and the quantities.

A supply lowers the stock of the project. Contractors can also be charged for supplied material: see the **Is Debitable** column below.

This screen lists the supplies of the project you have selected. The screen has no button to add a supply. Supplies come from site staff who record them. You use this screen to check, correct, approve, reject or delete them.

![The Material Supply Receipts list. Mark 1 is the Export button. Mark 2 is the Pending filter. Mark 3 is the Supply To filter.](../media/material-supply-list.png)

## Before you start

- Select the project in the project selector at the top of the screen.
- Supplies must already exist. Site staff record them.

## How to find a supply

1. Open **Stores > Material Supply**.
2. Click **All**, **Pending**, **Accepted** or **Rejected** above the table to filter by status.
3. Use the **Search...** box, or the filter buttons **Id**, **Supplied On**, **Supply To**, **Supplied By**, **Approved By**, **Tags** and **Status**.
4. Click **Reset filters** to clear them.

Click **Export** to save the list as a file. The file follows the filters you set.

## How to read the details of a supply

Open the details of a row with the arrow at the start of the row. The details have these tabs:

![The details of a supply. Mark 1 is the Details tab. Mark 2 is the Areas tab. Mark 3 is the Debit / Credits Notes tab. Mark 4 is the Remarks tab.](../media/material-supply-detail.png)

| Tab | What it shows |
| --- | --- |
| **Details** | **Category**, **Material**, **Quantity** and **Is Debitable** for each material. |
| **Areas** | The schedule areas the material was used in: **Schedule Node Name** and **Schedule Node Prefix**. |
| **Debit / Credits Notes** | The notes raised against the contractor: **Material Name**, **Quantity**, **Net Amount** and **Tax Amount**. |
| **Remarks** | The remarks written for the supply. |
| **Images** | Photos added with the supply. |

**Is Debitable** shows if the contractor is charged for the material. A debitable line has a debit note in the **Debit / Credits Notes** tab.

## How to approve or reject a supply

1. Click the three dots at the end of the row (see the picture below).
2. Choose **Approve** or **Reject**.
3. Click **Confirm** in the **Confirm Action** box.

![The row menu of a supply. Mark 1 is Edit. Mark 2 is Delete. Mark 3 is Reject. The menu in the picture is for an accepted supply, so it has no Approve item.](../media/material-supply-row-menu.png)

**Approve** is in the menu when the status is **Pending** or **Rejected**. **Reject** is in the menu when the status is **Pending** or **Accepted**. Both need the Approve permission.

## How to delete a supply

1. Click the three dots at the end of the row.
2. Choose **Delete**.
3. Click **Confirm**.

The system removes the supply with its lines, areas and debit notes.

> **Warning:** You cannot undo a delete. The stock of the project goes up again by the deleted quantities.

To change a supply instead, see [Edit a material supply](edit-supply.md).

## What the columns mean

| Name | What it means |
| --- | --- |
| **ID** | The number of the supply. |
| **SUPPLIED ON** | The date and time of the supply. |
| **SUPPLY TO** | The contractor who got the material. |
| **SUPPLIED BY** | The person who recorded the supply. |
| **APPROVED BY** | The person who last changed the status. |
| **TAGS** | Labels attached to the supply. |
| **LOCATION** | **Valid location** or **Invalid location**. Click it to open the place on a map. |
| **STATUS** | **Pending**, **Accepted**, **Rejected** or **Flagged**. |

## Rules to know

- You cannot approve a supply that is already accepted. You cannot reject a supply that is already rejected.
- The three-dot button appears for people who can edit or delete. Approving and rejecting are in the same menu.

## If something goes wrong

| What you see | What to do |
| --- | --- |
| Material Supply is already accepted. | Someone approved it before you. Refresh the list. |
| Material Supply is already rejected. | Someone rejected it before you. Refresh the list. |
| There is no three-dot button | Ask your administrator for the Edit or Delete permission. |

## Related pages

- [Edit a material supply](edit-supply.md)
- [Material inventory](../material-inventory/index.md)
- [Material consumption](../material-consumed/index.md)