Subject to pre-defined tolerances (5% of order value /or £50), it is possible to on-line receive a quantity / value that is greater than what is currently outstanding to receipt against the PO.
Assuming the over delivery has been verified and you wish to keep the excess goods/services selected users should over-receipt the excess quantity/value as required.
In regards to actually receiving the extra goods, you follow the same steps as you would normally; you simply enter the quantity / value to be received in the ‘Receive’ field as shown on e-Receiver portal.
You can search for the order via the e-Buyer workbench as per screen shot below that shall take you into the order summary
Within the Order Summary screen you can then look at previous receipts entered and invoices registered / paid against the order illustrating the ‘outstanding’ quantity / value that needs to be ‘over-receipted’ within the system tolerances
Example PO-000840 shows a Value Mismatch where the order has been inputted for £100, it has been receipted for £100 and a subsequent invoice has been registered against order for £105 creating the mismatch.
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To resolve the mismatch the end user can over-receipt the extra £5 by clicking on ‘Receive goods/services’ tab from the order summary that shall take you directly to receipting page as below
To complete the over-receipting process for example PO-000840 the end user would; 1. Enter Advice Note
2. Enter value to be received i.e. £5
3. Add comment for over-receipting (not mandatory) 4. Click on ‘Receive Order Lines’
The GRN shall be created and the end user will be notified of new GRN number
Overnight GR4 process shall be run and the mismatch will be resolved with invoice paid against example PO-000840.
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Order Revision
Where end users are unable to over-receipt an order where a price or value mismatch has occurred, it is possible to revise an order where the invoice received is greater than what is currently outstanding to receipt against the PO.
Assuming the over delivery has been verified and you wish to keep the excess goods/services selected users (Budget Checkers) should adjust (“revise”) the PO to uplift the on-order quantity/value accordingly; this will send the order for re-authorisation.
You can search for the order via the e-Buyer workbench as per screen shot below that shall take you into the order summary
Within the Order Summary screen you can then look at previous receipts entered and invoices registered / paid against the order illustrating the ‘outstanding’ quantity / value remaining on the order. From here end users can click on ‘Revise’ tab allowing selected users to amend the quantity/value of the order.
Example PO-000839 shows a Value Mismatch where the order has been inputted for £100, it has been receipted for £100 and a subsequent invoice has been registered against order for £150 creating the mismatch.
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To resolve the mismatch the end user is unable to over-receipt the extra £50 so selected users can therefore revise the order and uplift the value by £50 to a total of £150.
After selecting the ‘Revise’ tab in Order summary it shall take end user to ‘Revise Order’ screen allowing selected end users to revise quantity/value. Example PO-OOO839 order value shall be revised to £150 as below;
End users shall;
1. Edit the quantity/service value as required i.e. example PO-000839 Service value revised to £150
2. Add supporting paperwork as to why the order has been revised via Paperclip (see next section)
3. Click on ‘Submit Order Revision’ when changes are complete for re-authorisation
The order will be sent for re-authorisation with confirmation on-screen as below:
The Authorised Signatory shall be notified that the revised order requires authorisation, once complete the end user shall be able to receipt the additional quantity/value to enable invoice to be paid and resolve the mismatch problem.
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Paperclip
End users have the capability to attach documents to Requisitions and Orders created on e5 System at any time during the process. These documents can be additional back-up papers to support the request for goods or services i.e. quotes, memos and specifications etc. and also justification as to why an order has been revised.
End users shall, going forward, be able to cimmunicate with the Accounts Payable (AP) team via the paperclip functionality allowing them to attach comments/documents that AP team can view and action against.
End users can access the Paperclip function via Order Summary screen by clicking on the icon as illustrated above which shall take end users into the paperclip screen as below;
To add documents/notes/comments to an order;
1. Highlight Order stage at paperclip i.e. Order UG/PO-000839 2. Click on the ‘Attach file’ icon at top
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3. Click on browse tab to search folders on computer
4. Select document from computer folder and click on Open to attach 5. Click on Upload to attach document to Purchase Order via Paperclip
The document/note/comment shall now be added to the order and be visible for others to view. To add documents/notes/comments for AP team to view;
6. Highlight AP Transaction stage at paperclip 7. Click on the ‘Attach file’ icon at top
8. Click on browse tab to search folders on computer
9. Select document from computer folder and click on Open to attach 10.Click on Upload to attach document to Purchase Order via Paperclip
If you do not wish to attach a document you can simply add a note/comment that will be viewable for AP team that shall help progress the payment of Held invoices.