12. Entering Receiving Information in Banner Finance

Transcription

1 12. Entering Receiving Information in Banner Finance Overview A Receiving document is required for all Purchase Orders (PO) and Standing Orders (SO), for any dollar amount, as a confirmation that you have received your goods / services. Receiving needs to be completed in order for your vendor to be paid. Exception Standing Order (SO) Receiving : Receiving for SO is not completed through online Receiving in Banner (do not use instructions in this section). Instead, a manual Exception Standing Order Confirmation of Receipt of Goods Form is required Purchase Order (PO) Receiving: This section contains information on completing a receiving document for regular Purchase orders (PO) to: 1. Receive goods and services (Page 2) 2. Adjust a previously completed receiving document. This may apply to returned items or items that were received in error (Page 7) 3. Delete an incomplete Receiving document in Banner Finance (Page 11) Receiving for a PO can be completed in Banner Finance ONLY using the Receiving Goods Form (FPARCVD). See sample form below. Receive Goods/ Services The following steps are used to create and complete a receiving document in Banner Finance. To access Banner Finance: PAWS> Admin Services> UniFi Plus> Banner Finance Step Action 1. To access this form: Enter FPARCVD in the Search box, and select the Receiving Goods Form page. **Do not use this form to complete online Receiving for Standing Orders. ** See page 1 for instructions. Page 1 of 10

2 2. To start a new receiving document, type in NEXT in the Receiver Document Code field and press Go ( or <Alt + Page Down> on your keyboard) Note: As with all Banner Finance documents, the word NEXT prompts the system to generate a new document number. To bring up a previously saved receiving document, enter in the document number, i.e. Y000XXXX, instead of NEXT. 3. You are now at the Receiving Method field. Click on the next to the field to select from a list of methods by double-clicking. Once completed, navigate to Carrier to select a carrier. These two fields are optional and can be left blank. 4. <Tab> to Date Received field which defaults to today s date. If known, enter the date the goods/ services were received. Otherwise, leave it at the default date. 5. If you would like to enter any optional general text related to this receiving document: From the Related menu, select View Receiving Text to create or modify text associated with a receiver document, and use the General Text Entry form to enter text. Click Save and Exit form. 6. Perform a Next Section (or <Alt + Page Down>) function to move to the Packing Slip section. At this point, you will have been assigned a document number by the system. Refer to the Receiver Document Code field at the top of the screen, i.e. Y000XXXX. Record this number for your reference. You may also need this later to complete a previously saved receiving document. 7. A packing slip number is required. If unknown, a dummy figure can be used, i.e or <Tab> down to Bill of Lading and enter the information, if known. This is an optional field. 9. Perform a Next Section function (or <Alt + Page Down>) to move down to the Purchase Order section. 10. Enter the Purchase Order number and hit <Tab> to view the PO information. An example of a PO and its information: Leave the Receive Items radio button selected. Page 2 of 10

3 11. The next step is to select the items on the PO that you would like to receive. Click on Tools: a. If this is your first receiving document for this PO AND all items have been received, select Receive All Purchase Order Items. See Step 11a OR b. For all other situations or if you are unable to select option 11a above, select Select Purchase Order Items. See Step 11b. 11a. Instruction for Receive All Purchase Order Items Once you have selected Receive All Purchase Order Items, you will be back at the PO section. You will see no changes at this point. Proceed to Step b. Instructions for Select Purchase Order Items screen A new page will pop up and display the items as per your Purchase Order (PO). Check off the Add Item box for each item you wish to receive. Ensure that the check mark appears before you save and close the form. Ignore the Quantity Accepted column as you will enter in the quantity received in the next screen. Quantity Accepted shows, if any, the quantity of items that you have received (accepted) previously. Click Save and Exit form. Proceed to Step After selecting an option in step 11, you are now back at the PO section of the Receiving form. To proceed, perform a Next Section or (<Alt + Page Down>). This will take you to a screen that lists the items, where one item per screen is listed. A vertical scroll bar appears if you are receiving more than one item. Page 3 of 10

4 13. For the first item displayed, enter the quantity you have received in the Current column. (Note: If everything has now been received for this item, you also need to check off the Final Received check box.) If more than one item was received, click on each item in the list to enter the quantity received for each separately. Repeat the instructions listed in the above, as applicable, for each item. In Step 11a, if you have selected Receive All Purchase Order Items, the quantity will be pre-filled in for you and the Final Received box checked off for all items on the PO. Review this information. To review the next item, use the arrow buttons. 14. After you have entered receiving for all items, perform a Next Section function (or <Alt + Page Down>) to advance to the Completion section. You must click on one of the two options provided to select it: To save the document so that you can work on it later, select In Process. To retrieve this document later, follow the instructions from the beginning, except in Step 2, you will enter in the document number you have recorded, instead of NEXT. If you are ready to submit the document, select Complete. If successful, the form will refresh and a confirmation message will appear in the top-right corner of the window. Page 4 of 10

5 15. Click the Exit icon to exit the Receiving form. Note: If you have an invoice for the Receiving that you have just completed, please forward a copy of the invoice to ConnectionPoint connectionpoint@usask.ca. In addition to the Receiving process, ConnectionPoint requires a copy of the invoice before payment can be made. Page 5 of 10

6 Adjusting Receiving If you need to make adjustments for items received, you will need to create a new Receiving Document using the same purchase order number. For additional (+) quantities, follow the steps in Section 1 and simply enter the additional quantity in the current received amount field. For adjustments where you need to reduce the number you previously received, follow these steps in Banner Finance. To access Banner Finance: PAWS> Admin Services> UniFi Plus> Banner Finance Step Action 1. Navigate to FPARCVD using the Search box, press <Tab> 2. To start a new receiving document, type in NEXT in the Receiver Document Code field and perform a Next Section function ( or <Alt + Page Down>) Note: As with all Banner Finance documents, the word NEXT prompts the system to generate a new document number, do not enter NXT as that will become actual document number. To bring up a previously saved receiving document, enter in the document number, i.e. Y000XXXX, instead of NEXT. 3. You are now at the Receiving Method field. Click on the drop down arrow next to the field to select from a list of methods. Once completed, <Tab> down to Carrier to select a carrier. These two fields are optional and can be left blank. 4. <Tab> to Date Received field which defaults to today s date. If known, enter the date the goods/ services were received. Otherwise, leave it at the default date. 5. If you would like to enter any optional general text related to this receiving document: From the Related menu, select View Receiving Text to create or modify text associated with a receiver document, and use the General Text Entry form (FOATEXT) to enter text. Click Save and Exit form. Page 6 of 10

7 6. Perform a Next Section (or <Alt + Page Down>) function to move to the Packing Slip section. At this point, you will have been assigned a document number by the system. Refer to the Receiver Document Code field at the top of the screen, i.e. Y000XXXX. Record this number for your reference. You may also need this later to complete submitting a previously saved receiving document. 7. A packing slip number is required. If unknown, a dummy figure can be used, i.e or <Tab> down to Bill of Lading and enter the information, if known. This is an optional field. 9. Perform a Next Section function (or <Alt + Page Down>) to move down to the Purchase Order section. 10. Enter the Purchase Order number and hit <Tab> to view the PO information. Select the Adjust Items radio button. 11. The next step is to select the items on the PO that you would like to receive. Click on Tools and select Select Purchase Order Items. Page 7 of 10

8 12. The items on your PO will be displayed on this screen. Check off the Add Item box for each of the item you wish to adjust. Ensure that the check mark appears before you save and close the form. Ignore the Quantity Accepted column as you will enter in the adjustment quantity in the next screen. Quantity Accepted shows, if any, the quantity of items that you have received (accepted) previously. Click Save and Exit form. 13. You are now back at the PO section of the Receiving form. To proceed, perform a Next Section or (<Alt + Page Down>). This takes you to a screen that lists the items where one item per screen is listed. Selecting different items from the list will allow you to adjust the received quantity of more than one item. 14. For the first item displayed, enter the negative (-ve) quantity to reverse previously received goods/services. With the example below, a quantity of 6 items was received but 3 had to be returned. To show this adjustment, this receiving document will record a -3 quantity in the Quantity Received Adjustment field. If more than one item was received use the arrow buttons just above the Quantity Received area, or arrow down, to view each item you are entering receiving information for. Repeat the instructions listed in the above paragraph, as applicable, for each item. Page 8 of 10

9 15. After you have entered receiving for all items, perform a Next Section function (or <Alt + Page Down>) to advance to the Completion section. You must click on one of the two options provided to select it: To save the document so that you can work on it later, select In Process. To retrieve this document later, follow the instructions from the beginning, except in Step 2, you will enter in the document number you have recorded, instead of NEXT. If you are ready to submit the document, select Complete. If successful, the form will refresh and a confirmation message will appear t the bottom of the screen 16. Possible error message: If adjustment is correct but still not within original tolerance amount, you will be forced to check the Tolerance Override check box to complete. Use Previous Section (or <Alt + Page Up>) to exit the completion screen and back to the adjustment screen to check off the Tolerance Override box. Then repeat Step 15 to bring up the completion screen. 17. Click the Exit icon to exit the Receiving form. Page 9 of 10

10 Delete Receiving Document If you no longer need a Receiving document that you have started (but not completed), you can delete it. If you have completed the Receiving document, refer to Section 2 to adjust your receiving. To access Banner Finance: PAWS> Admin Services> UniFi Plus> Banner Finance Step Action 1. In Banner Finance, enter FPARCVD in the Search box and select the Receiving Goods Form page. 2. In the Document Number Field, enter the existing Receiving document number that needs to be deleted, i.e. Y000XXXX 3. Perform a Next Section (or <Alt + Page Down>) to retrieve the Receiving document. You are now at the Receiving Header section. 4. Click on Delete in the top-right corner of the screen. You will then see this message in the top-right corner of the screen: 5. Repeat step 4 to finish deleting this Receiving document. 6. If successful, the form will refresh to a blank page and a confirmation message will appear in the top-right corner of the screen. Page 10 of 10