FAMIS Receipt Entry: What s Changing and What s Not. Purchase order receiving in FAMIS is changing. How will this impact how you do receipt entry?

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1 Receipt Entry: What s Changing and What s Not Purchase order receiving in is changing. How will this impact how you do receipt entry? Before After You entered receipts in for Now, you enter receipts for inventory purchase orders. purchase orders only in! You entered receipts in No more duplicate entry of for inventory purchase orders. receipts! You don t enter receipts in NU Financials anymore. When is this change taking place? WHO: Warehouse Staff, Accounting Admins, and Managers WHEN: On Thursday, February 2st, 2012 at 11:00 AM, or pending notification from your manager, you will stop entering receipts in! How Does this Work? This new interface automates the flow of receipt information from into, so now you do not enter the duplicate receipt in. (Once you enter the receipt in, the receipt is interfaced, or moved, from into.) See the diagram below. The Receipt Interface (M) = Manual (A) = Automatic In, someone manually enters a non-catalog requisition, resulting in a PO. NUFin PO (M) The PO automatically moves over from NUFin into. PO (A) You don t enter the receipt in NUFin anymore. Receipt (A) Receipt (M) Now you only enter the receipt in. The receipt now automatically moves or is interfaced from into. That s why you no longer enter the receipt in in. 1/30/2012, receipt, receipt Page 1 of 5

2 Receipt Entry: What s Changing and What s Not Which Receiving Processes Will Stay the Same? You won t enter the duplicate receipt in anymore, but you probably already know how to enter receipts for purchase order lines in. Here s a recap of some routine receiving scenarios that are staying the same: Routine Receiving Scenarios in CREATE A SINGLE RECEIPT FOR THE ENTIRE PURCHASE ORDER LINE CREATE MORE THAN ONE RECEIPT FOR A PURCHASE ORDER LINE COMPLETE/CANCEL A RECEIPT FOR A PURCHASE ORDER LINE CREATE A SINGLE RECEIPT FOR THE ENTIRE PURCHASE ORDER LINE To enter a single receipt for the entire purchase order line: 1. Log into and choose the appropriate security group. Note: You can click the User Profile quick pick button, and then update the Default Warehouse to match the warehouse of the purchase order. 2. Expand the Receipts & RTV menu and click the Receipts option. 3. In the PO Number field, enter the valid purchase order number, and then tab to the Part Number field. 4. To create a receipt for the entire purchase order line quantity (a full receipt for the line), either: a. In the Received field, enter the full quantity as shown in the Balance field, and then tab to the next field. -orb. Click the All checkbox (to indicate that you are creating a full receipt for the line). Note: When you enter the full quantity of the line in the Received field and then tab, the Balance will decrease from the total to Click the OK button. 1/30/2012, receipt, receipt Page 2 of 5

3 Receipt Entry: What s Changing and What s Not CREATE MORE THAN ONE RECEIPT FOR A PURCHASE ORDER LINE To enter a receipt each time you receive a partial shipment for a purchase order line: (Repeat this process with each new partial shipment until the line status is Complete.) Follow steps 1-3 for Create a Single Receipt as listed above. 4. In the Received field, enter the quantity as indicated on the packing slip, equal to a partial quantity of the total in the Balance field, and tab to the next field. Note: If necessary, you can enter a non-whole number quantity, less than the amount in the Balance field. Note: When you enter a partial quantity in the Received field and then tab, the Balance quantity will decrease by the number you entered. (Repeat this step with each new partial shipment until the amount in the Balance field reaches.00, at which time the PO line status automatically updates to Complete.) 5. Click the OK button. 1/30/2012, receipt, receipt Page 3 of 5

4 Receipt Entry: What s Changing and What s Not COMPLETE/CANCEL A RECEIPT FOR A PURCHASE ORDER LINE Standard Receiving Scenarios There are two standard ways that a receipt for a PO line in becomes Complete and thereafter closes (as profiled on the previous pages): 1. Once you have entered a full receipt (single receipt for the entire purchase order line), the line status will update to Complete. 2. Alternatively, if you create more than one receipt for each partial shipment until the Balance quantity reaches.00, the line status will update to Complete. You cannot cancel a receipt in. Therefore, all discrepancies between the PO and the packing slip should be fixed prior to receiving, if at all possible. Additionally, once the line status updates to Complete, you cannot create any additional receipts for that purchase order line. The PO line for that transaction can no longer be modified in. What if you need to make receipt changes to a completed PO line, or what if you have discrepancies that you have to correct on the original PO in? Non-Standard Receiving Scenarios In cases where you need to make a modification because of a match error, but the line status is Complete, you must contact Accounts Payable (AP). AP can override the match exception. In cases where you need to make a modification due to a discrepancy but there is no matching error, you may be able to correct the transaction in part using the Change Request to Purchase Order form in NU Financials and/or the appropriate business processes. Please see the QUICK REFERENCE GUIDE on the next page to see some examples of these and other non-standard receiving scenarios and associated business processes. Contacts in FM and Accounts Payable are provided for each business process. 1/30/2012, receipt, receipt Page 4 of 5

5 Receipt Entry: What s Changing and What s Not QUICK REFERENCE GUIDE NON-STANDARD RECEIVING SCENARIOS & ERROR HANDING Use this table of scenarios and corresponding business processes as a guide to resolving discrepancies and errors. For further information about how to resolve errors based on non-standard receiving, please contact the Facilities Management resource listed for each process. Scenario or Error PO Receipt Material Invoice Business Process to Resolve Contact Rec QTY < PO QTY (close PO) Rec QTY < PO QTY (Received one less part than PO QTY, but line status is RTV in (close PO) Rec QTY > PO QTY 4/5 0/5 5 5 (increase QTY) prior to Receipt Rec QTY > PO QTY (Receipt status is /1 credit Outside Return & Credit Memo Match Error*: Price Discrepancy Over Tolerance $10 0 n/a $15 Revised Invoice from Vendor (increase Price) Match Error*: Price Discrepancy Over Tolerance (Receipt status is $10 $10 2 $15 AP Overrides Match Exception in Gary Ernsteen Assistant Manager Transaction Processing, Accounts Payable g-ernsteen@northwestern.edu (847) * Note: You can use the newly rebuilt Cognos Report FM016 to identify receipt orphans and discrepancies between receipts in and. Additionally, you can use the current SC027 report to identify match errors. For questions about how to use the FM016 report, please contact Al Kalvaitis: Al Kalvaitis FM Warehouse Manager, EV a-kalvaitis@northwestern.edu 1/30/2012, receipt, receipt Page 5 of 5