Introduction
This section provides information and step-by-step procedures to guide you when you do the following:
• Record the receipt of goods ordered on a purchase order
• Record the receipt of goods not ordered on a purchase order
• Record the return of received goods Before You Begin
Before you begin using the following procedures, note:
• You must have access to the Receiving application.
• You cannot record the receipt or return of goods on a closed purchase order.
Process
The following shows the general phases that take place before, during, and after adding and updating Receiving information.
1. The goods arrive at the institution.
2. The individual who receives the goods (the receiver) accesses the Receiving application.
3. The receiver inspects the goods and compares the packing slip to the items received.
4. The receiver records the received items and packing slip information.
5. The receiver records information about any returned items.
6. The system sends electronic mail about the received and returned goods.
Command to Use
To access the Receiving application, select the Receiving Entry option on the Fiscal Management: Accounts Payable/Receiving menu.
Recording Receiving Information
Introduction
When goods are received at the receiving dock, you want to begin processing the receipt by creating a Receiving record for the items received with the packing slip. If the items were received in response to a purchase order, you will want to record that using the information from the purchase order.
How to Record Receiving Information
The following lists the steps for recording receiving information.
1. From the Fiscal Management: Accounts Payable/Receiving menu, select Receiving Entry, then Finish. The Receiving Header Entry screen appears in the Receiving Header mode.
2. Select Receive. You are given access to the entry fields on the Receiving Header Entry screen in the Receiving Header mode.
3. Enter the Packing Slip and Vendor ID data in the proper Header Entry fields.
4. Are the received goods associated with a purchase order?
• If yes, enter the PO type and number, then select Finish and go to step 5. The Receiving PO Summary screen appears in the Receive PO Items mode.
• If no, select Finish and go to step 8. The Receiving - Information screen appears in the Enter Received Items mode.
5. Select the PO line item to record by putting an asterisk (*) in the selection field next to it, and select Add Items. The Receiving Line Item Entry screen appears in the Enter Received Items mode.
6. Enter the Received information and select Finish. The Receiving PO Summary screen appears in the Receive PO Items mode.
7. Are there more received items to record for this purchase order?
• If yes, repeat steps 5 and 6.
• If no, are there received items not associated with a purchase order to be recorded?
− If yes, select Add Items and go to step 8. The Receiving -Information screen appears in the Enter Received Items mode.
− If no, select Close and go to step 11. The Receiving Header Entry screen appears in the Receiving Header mode.
8. Enter the required information about the received items.
9. Are there more items to be entered?
• If yes, select Save/Next and repeat step 8.
• If no, select Finish. The Receiving Review screen appears in the Recv Review mode.
10. Do you need to add additional received items to this record?
• If yes, select Add/Mod Items and repeat steps 8 and 9. The Receiving Information screen appears in the Enter Received Items mode.
• If no, select Close and go to step 11. The Receiving Header Entry screen appears in the Receiving Header mode.
11. Do you want to continue working in the Receiving application?
• If yes, select the appropriate command.
• If no, select Exit.
Adding Receiving Information to Existing Receiving Records
Introduction
You may occasionally need to stop the process of recording receiving information and come back to finish the process at a later time. When this happens, you can continue adding receiving information for specific line items to the existing receiving record.
How to Record Receiving Information to an Existing Receiving Record The following lists the steps for recording receiving information.
1. From the Fiscal Management: Accounts Payable/Receiving menu, select Receiving Entry, then Finish. The Receiving Header Entry screen appears in the Receiving Header mode.
2. Select Query. The program enables you to access to the entry fields on the Receiving Header Entry screen in the Query Receiving Form mode.
3. Select the Receiving Form by doing the following:
• Enter matching information to search for the Receiving Form and select Finish. If multiple records match the query data, a dialog box appears indicating the number of records found.
• Select OK. A pop-up window appears with a listing of the matching records.
• Select the desired record and select OK. The Receiving Header Entry screen appears in Query PO mode.
4. Select Receipt Review. The Receiving Review screen appears in the Recv Review mode.
5. Select PO Summary. The Receiving PO Summary screen appears in the Receive PO Items mode.
• Review the items listed from the purchase order and whether they have been received.
• Select the next item to be received by putting an asterisk (*) in the Sel field.
Note: You can select multiple line items by putting the asterisk in multiple Sel fields.
6. Select Add Items. The Receiving –Line Item Entry screen appears in the Enter Received Items mode.
7. Enter the required information about the received items and select Finish.
• If only one line item was selected, the Receiving -PO Summary screen appears in the Receive PO Items mode.
• If multiple line items were selected, the next line item appears on the Receiving –Line Item Entry screen in the Enter Received Items mode.
8. Repeat step 7 until all receiving information for the selected line items has been recorded and the Receiving PO Summary screen appears in the Receive PO Items mode.
9. Do you need to add additional received items to this record?
• If yes, select Add Items and repeat step 7.
• If no, select Close. The Receiving Review screen appears in the Recv Review mode.
10. Do you need to modify received items in this record?
• If yes, select Mod Items and repeat steps 7 through 9. The Receiving Information screen appears in the Enter Received Items mode.
• If no, select Close and go to step 11. The Receiving Header Entry screen appears in the Query PO mode.
11. Do you want to continue working in the Receiving application?
• If yes, select the appropriate command.
• If no, select Close; then select Exit.
Recording the Return of Received Items
Introduction
You may occasionally need to return received items to the vendor. When this happens, you must record the number of items returned, the reason they were returned, and the method by which they were returned. The system automatically records the date when you create the return record.
How to Record Returned Items Information
The following lists the steps for recording information about the return of received items.
1. From the Fiscal Management: Accounts Payable/Receiving menu, select Receiving Entry, and select Finish. The Receiving Header Entry screen appears in the Receiving Header mode.
2. Select Query. The program enables you to access the entry fields on the Receiving Header Entry screen in the Query Receiving Form mode.
3. Select the Receiving Form by doing the following:
• Enter matching information to search for the Receiving Form and select Finish. A dialog box appears indicating the number of records found.
• Select OK. The Receiving Header Entry screen appears in Query PO mode.
• Verify that a Return record does not exist for this item, by selecting Return Review.
− If a Record exists, the Returned Goods Review screen appears in the Returned Goods Review mode.
− If a Record does not exist, a dialog box appears indicating “Returned items do not exist on this Receiving form.”
4. Did a Return record exist?
• If yes, select Close, then go to step 9. You are returned to the Receiving Header Entry screen in the Query PO mode. At this point you are finished, because this return has been recorded.
• If no, select OK and select Receipt Review. The Receiving Review screen appears in the Recv Review mode.
5. Select the item to be returned by putting an asterisk (*) in the selection field; then select Return Items. The Return screen appears in the Enter Returned Goods mode.
6. Enter the Return information in the bottom section of the screen, then select Finish. The Receiving Review screen appears in the Recv Review mode.
7. Are there more items to be returned?
• If yes, repeat steps 6 and 7.
• If no, select Close. The Receiving Header Entry screen appears in the Query PO mode.
8. Are you finished with this record?
• If yes, select Close. The Receiving Header Entry screen appears in the Receiving Header mode.
• If no, select the appropriate command to continue.
9. Do you want to continue working in the Receiving application?
• If yes, select the appropriate command.
• If no, select Exit.