myfinance User Guide Create a goods receipt Learning Objectives

Transcription

1 myfinance User Guide Create a goods receipt After a Purchase Order is dispatched, the vendor ships the stock. When the stock arrives, users are required to create a Goods Receipt directly into myfinance to record the goods as received. This is an essential part of the payment process as without a goods receipt in the system, Finance will not be able to make payment to the vendor. Learning Objectives Upon completion of this lesson, learners will be able to: Select items on a requisition to receive. Create a goods receipt for items. CRICOS Provider No D Create a Goods Receipt Page 1 of 5

2 Quick Steps Guide (Please note: This is a brief outline of steps only; for further information, refer to the Procedure on page 3). Step 1. In the Menu, click the eprocurement link. 2. Click the Manage Requisitions link. 3. Perform a search to locate the requisition you wish to receive items from. 4. Click the Receive Order list item. 5. Click the Go button. The Receive Items page will be displayed. 6. Tick the Select checkbox next to each item that you wish to include on the receipt. 7. Click the Receive Selected button at the top of the page. 8. Click the Save Receipt button to create the goods receipt. 9. Write the Purchase Order number and the Goods Receipt number on the invoice before sending to Finance. CRICOS Provider No D Create a Goods Receipt Page 2 of 5

3 Procedure 1. In the Menu, click the eprocurement link. 2. Click the Manage Requisitions link. 3. Perform a search to locate the requisition you wish to receive items from. 4. Click the corresponding Select Action dropdown list on the right-hand side of the page. 5. Click the Receive Order list item (see example below). 6. Click the Go button. The Receive Items page will be displayed. 7. Simply tick the Select checkbox next to each item that you wish to include on the receipt. CRICOS Provider No D Create a Goods Receipt Page 3 of 5

4 Hint: This page is simply the initial selection page. Tick the box even if an item has not been delivered in full; for example, you have ordered a quantity of 4 Marbig Sort n Store Organisers, but only 3 were delivered. The quantities will be amended on the following page. However, if an item has not been delivered at all (for example, the Scissors on line 3) do not tick the checkbox for that item. The system will automatically backorder it, and it will not be marked as received. A separate goods receipt will need to be created for these items only when they arrive. The Golden Rule: Only receipt what you have received! 8. Click the Receive Selected button at the top of the page. The items you have selected will be carried through to the Receive Form. 9. The Receive Form allows you to specify the exact quantities of the items received. Should you only receive a partial quantity of a particular item (such as the Marbig Sort n Store Organisers example above), use the Received Qty field to record the actual quantity received in this example you would change the quantity to 3. The remaining balance will be automatically backordered in the system, and will be available for you when you create the next receipt(s) for the remaining organisers as they arrive. 10. Click the Save Receipt button to create the goods receipt. 11. The confirmation page will display, and a receipt number will have been allocated (see example below). CRICOS Provider No D Create a Goods Receipt Page 4 of 5

5 Hint: If you have a Tax Invoice from the Vendor, record the Receipt Number on this and send to the Financial Section via the internal mail. Alternatively, you can scan and directly to finance.payables@federation.edu.au End of procedure. Troubleshooting Q. I ve accidently receipted the entire requisition on one receipt, even though I didn t receive everything. How do I fix this? A. When creating goods receipts, it is important that you only receipt the items you actually receive. If there is a backordered item (or items), this may result in two or more receipts for the same requisition. The reason for this is so that each invoice received from the Vendor has its own matching receipt in the system (matching items and matching quantities). If you make a mistake creating a receipt, simply cancel it and start again. See cancel a goods receipt document. Q. There is a difference in price between the requisition and the invoice I ve received from the Vendor. Can I still create a goods receipt? A. There is a variance tolerance built into myfinance. If the variance is less than 5% or $20 (whichever is the lesser value) then you can create the goods receipt as usual. However, if the variance exceeds the 5%/$20 tolerance, you will need to make a request via QWeb the Purchase Order value be changed. This must be done prior to creating the goods receipt. Ensure you include the reason why the change is to be made, as well as written authorisation (such as an ) from the appropriate approver. Best Practice: Always confirm the price / obtain a quote from the Vendor prior to raising a requisition. Q. The Vendor has added a delivery (freight) charge on the invoice, which I didn t allow for when I created the requisition. Do I add this on the goods receipt? A. The exception to the 5%/$20 variance rule is freight charges. Simply create the goods receipt as usual, and the freight will be dealt with when Finance enters the invoice into the system. CRICOS Provider No D Create a Goods Receipt Page 5 of 5