Receiving

Audience: Receivers, Procurement Specialists, and Cluster Directors.

Casual Receivers:

Please do NOT receive on any rolled purchase orders. If you receive on rolled purchase orders, you can cause the PO to not be able to be received again later.

Only Procurement Specialists should initiate receipts on all rolled orders.

How do you tell if the PO is one that rolled over from last year? Based on a review of the starting ePro documents in FY 10, it appears that any purchase order numbers less than PO # 0000156780 would be a rolled purchase order.

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Receipts (1/26/09)

Receipts are for the actual amount of goods or services physically received. Do not enter a receipt transaction for an entire order unless that is the amount that was physically received. Entering a receipt for more than what was physically received is authorizing payment for items not actually received yet.

One exception would be an order for leased equipment. Purchasing may recommend receipt of the entire order. For example, a unit may have an agreement with the vendor for 5 years, but the product is physically received all at once at the beginning of the lease.

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Receipt Exceptions

All vouchers should have a receipt to authorize the payment and allow the system to match against. There are only a few situations that would be an appropriate use of the No Receipt Override. An example of one of these rare situations might be a PO Line that is for a down-payment or a deposit. These are amounts we need to pay before we physically receive the product.

Caution: it is even more critical to not override the “No Receipt” error message on assets. Overriding will cause duplicate assets to be created on the Asset module.

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I need to receive for another staff but I cannot see their PO on my receiving list. Why?

You will need to complete the ARF form and ask for receiving access for another staff. Complete the form here.

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Receiving cheat sheet for Procurement Specialists

Screen shots of navigation to add a new receipt for Procurement Specialists. (07-09-09)

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