Receiving Report

Overview

What is a Receiving Report?
The receiving report is the documentation by the department of what goods and services have actually been received on a particular purchase order. This documentation serves as the authorization for payment of goods or services.

 How Do I Create a New Receiving Report?
In order to create a new receiving report against a particular purchase order, begin on the purchase order header screen. At the document search screen, choose the purchase order document type, and key in the purchase order number in the document number field, as shown in Figure 1 below.

Figure 1:

The purchase order header screen will be displayed.

Scroll down the purchase header screen to view the action buttons. Click on the Rec. Report button to get to the receiving report header screen for this particular purchase order. See figure 3 below.

Figure 3:

This screen will display the current purchase order header information along with a list of existing receiving reports. Scroll down and click the ADD button to add a new receiving report. See figure 4 below.

Figure 4:

A new receiving report will be created under the existing receiving report list in an incomplete status. Please see the Header section of this document for information on adding the receiving information.

How Do I Access an Existing Receiving Report?
In order to access an existing receiving report, use the Document Search screen. There are a number of ways to search for the receiving report. Please see the Help Document on the Document Search screen for help using the search.

How Do I Edit an Existing Receiving Report?
In order to edit an existing receiving report, first go to that receiving report. (Please see How Do I Access an Existing Receiving Report above.) Once on that receiving report, each page will have a Change button. Make any necessary changes and click the Change button to save the changes. Remember that in order to save the changes on each screen, the Change button must be clicked before continuing.

Note: Changes can not be made in all statuses. Changes can only be made on the receiving report if the status is incomplete. For a detailed explanation of statuses, please see the Receiving Report Status Flow section of this document.

How Do I Delete a Receiving Report?
A receiving report can only be deleted prior to being released to Accounts Payable. Once released, a new receiving report can be generated to show quantities returned to the vendor, which will ultimately be matched against a credit memo from that vendor.

To delete a receiving report, click the Delete button on the Header screen of the receiving report and then click the Confirm Delete button. The receiving report will be deleted and no further action can occur on this receiving report.

Note: Only a receiving report in an incomplete status can be deleted. For a detailed explanation of statuses, please see the Receiving Report Status Flow section of this document.

Receiving Report Status Flow
Receiving Report statuses determine where in the process the receiving report is. Statuses also determine if information can be changed. The statuses for the receiving report are as follows:

INC (Incomplete) – At this status, the receiving report has been initiated. Department users can change or add any information needed, or the receiving report can be deleted.

AP (Released to Accounts Payable) – At this status, the receiving report is considered complete. No changes can be made once a receiving report is in this status. Once the receiving report is “released to Accounts Payable”, Accounts Payable has the approval to pay the vendor’s invoice for the items or services received.

TABS on the Receiving Report

Header

The header screen is required for creating a receiving report.

For an explanation on navigating through the Receiving Report, please see the Navigation help document.

In order to create a new receiving report against a particular purchase order, begin on the purchase order header screen. The Document Search screen can be used to navigate to the purchase order header screen. Please see the Help Document on the Document Search screen for help using the search.

Scroll down the purchase order header screen to see several buttons at the bottom of the screen. See Figure 5 below:

Figure 5:

Click Rec. Report to get to the Receiving Report Header screen. See Figure below.

Scroll to the bottom of the page and click ADD to initiate a new receiving report. See Figure below.

The receiving report header is broken into five sections. These sections are Header Information, Existing Receiving Reports List, Receiving Report Detail, Vendor Information, and Pay Routing Information.

The Header Information section is all system generated and requires no entry. This information displays directly from the current Purchase Order as information for the user and cannot be changed on the receiving report. This information includes purchase order number, type, status, PO title, buyer, fiscal year, attach flag, campus, department, total cost, total items, PO version, requisition number, solicitation number, and order code. (Please see the Help Document “Data Dictionary” for a definition of these fields.)

The Existing Receiving Reports List displays a list of all receiving reports processed to date for the purchase order. The information provided cannot be changed and includes the receiving report number, PO sequence at the time the receiving report was released to Accounts Payable, date the receiving report was last changed, direct charge, and order complete flag.

The Receiving Report Detail is one of the sections of the header that can be changed by the user. The fields that are “locked” and cannot be changed by the user are the receiving report number and status type. The fields that can be changed are order complete flag, additional items ordered flag, and direct charge amount. The defaults for these fields are “No” for both flags and $0.00 for the direct charge amount.

The Vendor Information pulls from the purchase order. All fields are “locked” except for the location (last two digits) of the vendor number.

The Pay Routing Information contains information about the invoice and distribution of payment.

The Invoice Authorization code options are as follows:

• INVS- Invoice to be submitted by vendor (default)
• NIPP- No vendor invoice, pay from this authorization
• WIRE- Wire transfer option

The Payment Routing Code should be selected if the departmental user needs the check to go back to the department rather than being mailed directly to the vendor. If this section is chosen, a Payment Routing Description must be provided which should include the department contact name and phone number to be contacted whenever the check is ready for pick up. This section can hold up to 30 characters including spaces. The Remarks section must be completed stating a reason why the check cannot be mailed.

Once all of this information is entered, click the Change button.

Once a receiving report header is added, the information can be changed or the receiving report can be deleted.

Changing

To change the information, make all necessary changes and click Change.

Deleting

A receiving report can also be deleted. To delete a receiving report, click the Delete button on the bottom of the Header screen. Then click the Confirm Delete button that comes up. The receiving report will be deleted and no further action can occur on this receiving report.

Items

The Item screen is required to complete a receiving report.

The Item screen shows a breakdown of all items included on the current purchase order. This is where the user indicates which and how many items have been received or returned at the time the receiving report is being completed.

The Item screen includes four sections; Header Information, Receiving Report Summary, Receiving Report Item Detail, and Item Description.

The first section, Header Information, is the same as the header information on the Header screen. The information is pulled from the current purchase order.

The second section is the Receiving Report Item Summary. This section provides a short summary of the items on the purchase order such as the quantity of items ordered, the quantity of items previously received, the quantity of items previously returned, the quantity of items remaining to be received, and the item complete flag for each item. The item summary information is “locked” and cannot be changed in this section.

The Receiving Report Item Detail is the section where the user is required to key in the quantity of each item received and returned. This section must be completed. The received date and returned date defaults to the current date. If items are returned, a reason for the return must be selected in the box labeled Reason Returned. Click the Change button upon completing the Receiving Item Detail section. This section must be completed for each item. The system will default to item 1. Click on any other items in the item summary section (in purple) in order to receive and/or return any items.

Note: The quantity received of each item in this section cannot exceed more than 10% of the amount that was ordered. If an error is received for this, an alteration must be completed to add the additional items received.

The Item Description section pulls from the current purchase order and is “locked”. This section shows a complete description of each item including unit of measure, manufacturer, model, and brief written description.

Once all items are entered that have been received and/or returned, return to the Header section by clicking Continue at the bottom of the screen or the Header tab at the top of the screen.

Scroll to the bottom of the Header section and click Release to AP. The status will change to AP and no other changes can be made to this receiving report.

Note: A receiving report can not be released to AP if Accounts Payable has an invoice pending in the system. This should only be momentarily. Try again in about an hour if you receive a Pending Invoice error.

What’s After the Receiving Report?

 Once the status of the receiving report is AP, the receiving report is released to Accounts Payable for the invoice to be processed for payment. Departments cannot make changes to the receiving report at this time. If items are being returned to the vendor, a new receiving report must be processed showing the returned items.