Receiving provides an acknowledgement in AggieMart that the goods/services ordered have been received.

Transcription

1 Receiving Receiving provides an acknowledgement in AggieMart that the goods/services ordered have been received. Receiving must be completed for all purchases as acknowledgement that a good has been physically received or a service has been completed. For orders less than $1000, if receiving is not completed within 5 days from receipt of this notice, items will be considered received unless an objection is made by contacting Accounts Payable at acctspay@nmsu.edu or This negative approval assumes approval to pay the invoice, thus the actual receiving process is not required to be completed. Note: Open Orders require receiving for each invoice received regardless of dollar amount. Central Receiving / Taggable Items Per NMSU policy, all Taggable items (those with a cost greater than or equal to $1000) will be shipped to and received by Central Receiving. Once received, Central Receiving will call the contact person listed on the order so that pick up or delivery of items can be scheduled. Exceptions may be allowed if an item is extremely large, or requires set up and configuration by the vendor at the department s location. During the AggieMart checkout process you must provide a valid reason for an exception in the Internal Notes and Attachments section of the draft Requisition. The Department will be responsible for receiving items in AggieMart. Receiving Responsibility Chart Being shipped to Central Amount ($) Receiving? Being shipped to Dept. Address? < 1000 No Yes >= 1000 No 1 Yes >= 1000 Yes 2 No Receiving Required By Requester / Dept. (if not received within 7 days then AP will pay) Requester / Dept. Central Receiving will tag item at Dept. location. Central Receiving They will call the contact person on the Ship To address to schedule pick up or delivery. 1 Only allowed if item is extremely large, or requires set up by the vendor at the Department location. 2 Shoppers/Purchasers must select Central Receiving as the Ship To address during the AggieMart checkout process. The Attn: and Department fields of the address are where the Contact person's name and Dept. are entered so Central Receiving knows who to call.

2 Quantity Receiving Quantity Receiving is used for goods such as office supplies, books, or other tangible items. 1. Log in to mynmsu Click on the AggieMart link on the left side of the screen From the AggieMart home page, click Documents. 3. Navigate to Document Search. 4. Click on Search Documents. The Document Search window will be displayed: Using the drop-down menu, select Purchase Orders. 6. Search terms Enter the PO number if known. Otherwise, you can leave it blank or enter terms/partial terms such as: Vendor or Product information. 7. A Date Range can be selected from the drop-down menu. 8. Click Go. The search results will be displayed. Note: if you searched by PO number it would only list that PO.

3 9 9. Use Filters to refine your search results. Note: not all filter categories are shown in the image above. Scroll down in the left pane to see more. A few important categories are: Date Range: A time frame when the PO was created. Vendor: The Vendor who will be providing the goods or services. Department: Shows the department the request originated from. Custom Fields: Includes Index and FOAPAL elements Your PO will be displayed in the search results Click on the PO number.

4 Click on the Document Actions drop-down menu. 12. Click Create Quantity Receive. The Receive screen is divided into two sections: Header Information and Receive Lines Header Information allows the user to capture receive details including the Receive Date, Packing Slip No., Vendor Name, Received by, Receipt Address, and Delivery information. 14. Scroll down to the Receive Lines section. Important Note about Receive Lines If you are not going to receive on a PO Line No., you must remove the line from receiving as shown below. This does not affect the PO; it is only for receiving. For example, if you have physically received items in line #2 but have not received items from line #1, then line #1 must be removed.

5 On lines to receive Enter the Quantity you received. For example, if you purchased 5 items and received all 5, then you would enter 5 in the Quantity box. However, if you purchased 5 items but received only 3, then you would enter 3 in the Quantity box. 16. For lines where 0 (zero) are being received Click the Remove Line button for those lines. 17. Click Complete.

6 Cost Receiving Cost Receiving is used for Copier Agreements and other Open Orders. Typically these are services provided by a vendor. Invoices View the invoice prior to receiving to ensure that the cost is accurate for the services delivered by the vendor. AggieMart sends an to the Purchaser when an invoice has been created and receiving is required. Alternatively, invoices can be viewed from the PO as described below. Invoice Look Up by PO Number 1. Log in to mynmsu Click on the AggieMart link on the left side of the screen From the AggieMart home page, click Documents. 3. Click Document Search. 4. Click on Search Documents. The Document Search window will be displayed: Using the drop-down menu, select Purchase Orders. 6. Search terms Enter the PO number. If you do not know the number, leave the box blank or enter terms/partial terms such as: Vendor or Product information. 7. A Date Range can be selected from the drop-down menu. 8. Click Go. The search results will be displayed Click on the PO Number. The Purchase Order will be displayed.

7 Click on the Invoices section in the left pane. 11. The invoice Total is displayed on the right side of the screen. 12. Click on the Invoice number to view the invoice itself. The Invoice will be displayed Click on the Summary section in the left pane. 14. Scroll down to review details of the invoice Go back to the PO by clicking View Related Documents. 16. Click View next to the Purchase Order number.

8 Click on the Document Actions drop-down menu. 18. Click Create Cost Receive. The Receive screen is divided into two sections: Header Information and Receive Lines Header Information allows the user to capture receive details including the Receive Date, Packing Slip No., Vendor Name, Received by, Receipt Address, and Delivery information. 20. Scroll down to the Receive Lines section. Important Note about Receive Lines If you are not going to receive on a PO Line No., you must remove the line from receiving as shown below. This does not affect the PO, it is only for receiving. For example, if you have been invoiced for line #1 but have not been invoiced for line #2, then line #2 must be removed.

9 On lines to receive Enter the Cost received. For example, if you have an Open Order line in the amount of $900 and need to process a Cost Received in the amount of $200, then in the Cost box you would enter $ For lines where 0 (zero) is received Click the Remove Line button for those lines. 23. Click Complete. To make it easier to cross-reference you can click Show Receive Details and then enter the invoice number in the Notes field.

10 Correcting Receiving If the quantity or cost is over-received, you will have to correct it by doing another receive with a negative value. For example: If $400 on an open order was received but the invoice was only $300, then another receive has to be done in the amount of $100. The same principle applies to quantity receives. 1. Open the PO Click on the Document Actions drop-down menu. 3. Click the appropriate receive type: Create Quantity Receive or Create Cost Receive Enter the negative value in the Cost field (or Quantity field if for a quantity receive). 5. You may want to add a note to describe why a correction was necessary. 6. Click Complete.