COPYRIGHT & TRADEMARKS

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2 COPYRIGHT & TRADEMARKS Copyright 1998, 2009, Oracle and/or its affiliates. All rights reserved. Oracle is a registered trademark of Oracle Corporation and/or its affiliates. Other names may be trademarks of their respective owners. This software and related documentation are provided under a license agreement containing restrictions on use and disclosure and are protected by intellectual property laws. Except as expressly permitted in your license agreement or allowed by law, you may not use, copy, reproduce, translate, broadcast, modify, license, transmit, distribute, exhibit, perform, publish or display any part, in any form, or by any means. Reverse engineering, disassembly, or decompilation of this software, unless required by law for interoperability, is prohibited. The information contained herein is subject to change without notice and is not warranted to be error-free. If you find any errors, please report them to us in writing. If this software or related documentation is delivered to the U.S. Government or anyone licensing it on behalf of the U.S. Government, the following notice is applicable: U.S. GOVERNMENT RIGHTS Programs, software, databases, and related documentation and technical data delivered to U.S. Government customers are commercial computer software or commercial technical data pursuant to the applicable Federal Acquisition Regulation and agencyspecific supplemental regulations. As such, the use, duplication, disclosure, modification, and adaptation shall be subject to the restrictions and license terms set forth in the applicable Government contract, and, to the extent applicable by the terms of the Government contract, the additional rights set forth in FAR , Commercial Computer Software License (December 2007). Oracle USA, Inc., 500 Oracle Parkway, Redwood City, CA This software is developed for general use in a variety of information management applications. It is not developed or intended for use in any inherently dangerous applications, including applications which may create a risk of personal injury. If you use this software in dangerous applications, then you shall be responsible to take all appropriate fail-safe, backup, redundancy and other measures to ensure the safe use of this software. Oracle Corporation and its affiliates disclaim any liability for any damages caused by use of this software in dangerous applications. This software and documentation may provide access to or information on content, products and services from third parties. Oracle Corporation and its affiliates are not responsible for and expressly disclaim all warranties of any kind with respect to third party content, products and services. Oracle Corporation and its affiliates will not be responsible for any loss, costs, or damages incurred due to your access to or use of third party content, products or services.

3 Table of Contents Training Guide Receiving Overview... 4 Receiving Roles and Responsibilities... 5 Process... 6 What's Changing?... 7 Performing... 8 Receipt Types and Statuses... 9 Create New Receipt Create Open (Partial) Receipt Modify Receipt Matching Overview Matching Processes Receiving Reports in ARC Run Receiver Ship To Detail Report Key Terms Course References Knowledge Assessment Glossary Page iii

5 Page 1

6 Page 2

this course using ARC's Web Based System Training

7 This is the course within the Purchasing curriculum. If you need a reminder on how to navigate through this course using ARC's Web Based System Training Tool, click here for a quick reference guide. Page 3

8 Receiving Overview This is the Receiving Overview lesson of the course. Upon completion of this lesson, you will be able to: Describe the receiving process in ARC, including the benefits Estimated time to complete lesson: 10 minutes Page 4

9 Receiving Roles and Responsibilities Throughout the following course, we will use the following characters to help inform you on how responsibilities align to roles throughout the course. Page 5

edu/node_browser/nodes_by_category/term/25) to review the policy), to record receipts for equipment, hazardous material, and restricted commodities, i.e., radioactive materials.

10 Process The course provides an overview of the receiving process in ARC. Columbia University will use ARC's receiving functionality, to support the University's Receiving Policy (click here ( to review the policy), to record receipts for equipment, hazardous material, and restricted commodities, i.e., radioactive materials. The correct accounting of these goods, along with the date the good was received, is needed to confirm that what was ordered was received. The payment will be made to the vendor when the goods, purchase order, and invoice(s) are received and are matched successfully. Click here ( to review the Receiving policy. Note: Invoices for categories where receiving is required such as hazardous materials, equipment, and controlled substances, will not be paid until these applicable goods are received. (Click here to review a specific list of categories that require receiving.) The "Requisition to Check" process is the end-to-end process that describes the request life span of a Requisition from when the Requisition is created to when the vendor is paid. Click here ( to review the Receiving policy. The following diagram illustrates the Requisition to Check process: * VM = Vendor Management ** Budget Checking is also Commitment Control. A Requisition creates a pre-encumbrance. Sourcing to a Purchase Order creates an encumbrance. This is in addition to checking a budget line. *** Goods information is imported from the Purchase Order onto the Receipt ****Capital equipment purchases greater than $5,000 require the customer to complete the Capital Equipment Asset web form. Benefits of the new ARC receiving process are: Capture and validate data once at the source to eliminate unnecessary follow up and approvals, i.e., electronically record receipt of goods Flow information through the system for reporting needs 3-way matching (Purchase Order to Receipt to Invoice) prior to making a payment for goods such as equipment, hazardous material, and restricted commodity purchases Page 6

11 What's Changing? A summary of the system-based changes for receiving can be seen below: Page 7

12 Performing This is the Performing lesson of the course. Upon completion of this lesson, you will be able to: Creating receipts in ARC Enter receipt comments and activities Update receipt transactions Estimated time to complete lesson: 30 minutes Page 8

13 Receipt Types and Statuses There are two ways to receive goods: 1. Quantity 2. Dollar Amount The following table provides a list of Receipt Types and their definitions: The following table provides a list of Receipt Statuses and their definitions: Page 9

14 Create New Receipt In this scenario, a supplier ships 5 laptops ordered by the Arts & Sciences Department. John, the receiver, will enter a receipt in ARC for all laptops. To see this transaction in ARC, please click the "See It!" button on the top of your screen. To practice this transaction, click the "Try It!" button. Estimated time to complete the topic: 10 minutes Procedure Welcome to the Create New Receipt topic where you learn how to create a new receipt. 1. Click the Purchasing link. Page 10

15 2. Click the Add/Update Receipts link. Page 11

16 3. Click the Add button. 4. The Select Purchase Order page displays which allows John to search for a specific Purchase Order. Page 12

17 5. Click the ID button. Page 13

18 6. Click and drag the scroll bar down to select a Purchase Order. 7. Click the link. Page 14

19 8. Click the Search button. Page 15

20 9. Click the Sel checkbox to select the appropriate line. 10. Click the OK button. Page 16

21 11. The Maintain Receipts page displays the Receipt Status of 'Open' and all receipts lines. Receipts can be created against a quantity or dollar amount. In this scenario, John received all 5 laptops and will receive against a quantity. Page 17

22 12. To fully receive all laptops, John will click the Save button. Page 18

23 13. The Receipt Status displays 'Fully Received.' 14. You have successfully created a new receipt. You can now move onto the Create Open (Partial) Receipt topic where you will create a partial receipt. End of Procedure. Page 19

24 Create Open (Partial) Receipt In this scenario, the Arts & Sciences Department ordered 10 desktop computers and only 5 were delivered. John, the receiver, will partially receive the 5 desktop computers. John is going to enter an open (partial) receipt to receive a partial quantity. To see this transaction in ARC, please click the "See It!" button on the top of your screen. To practice this transaction, click the "Try It!" button. Estimated time to complete the topic: 10 minutes Procedure Welcome to the Create Open (Partial) Receipt topic where you learn how to create an open (partial) receipt. 1. Click the Purchasing link. Page 20

25 2. Click the Add/Update Receipts link. Page 21

26 3. Click the Add button. 4. The Select Purchase Order page displays which allows John to search for a specific Purchase Order. Page 22

27 5. Click the ID button. Page 23

28 6. Click and drag the scroll bar down to select a Purchase Order. 7. Click the link. Page 24

29 8. Click the Search button. Page 25

30 9. Click the Sel option checkbox to select the appropriate line. 10. Click the OK button. Page 26

31 11. The Maintain Receipts page displays the Receipt Status of 'Open' and all receipts lines. Receipts can be created against a quantity or dollar amount. In this scenario, John received 2 laptops out of 3 and will create a partial (open) receipt. He will receive against a quantity. Page 27

32 12. Click in the Receipt Qty field. Page 28

33 13. Enter the desired information into the Receipt Qty field. Enter "2". 14. Click the Save button. Page 29

34 15. Receipt remains in an Open status. Page 30

35 16. Click the Select Purchase Order link to review the quantity left to be received. 17. John is returned to the Select Purchase Order page where he can initiate another search. Page 31

36 18. You have successfully created an open (partial) receipt. You can now move onto the Modify a Receipt topic where you will learn how to modify a receipt. End of Procedure. Page 32

37 Modify Receipt Receivers can update or adjust ARC receipts to correct errors, add to a partial receipt, or resolve ARC match exceptions. Before a payment can be issued, a voucher that is entered into ARC must be 3-way matched, i.e., purchase order to receipt to invoice. A match exception indicates that there is a conflict between a Purchase Order or Invoice and the Receipt. If this conflict can be resolved with a modification to the receipt, the receiver can modify the receipt A receipt can only be modified if it has not been matched. If it has been matched, the receiver must follow a different resolution process, usually by working with the Accounts Payable clerk and Buyer In this scenario, the Arts & Sciences Department entered a receipt for 2 microscopes when 3 were actually ordered and invoiced. John, the receiver, will investigate whether the wrong quantity has been entered on the receipt or the University has been over billed. John will need to increase the quantity on the receipt once he finds out that the wrong quantity has been entered on the receipt. To see this transaction in ARC, please click the "See It!" button on the top of your screen. To practice this transaction, click the "Try It!" button. Estimated time to complete the topic: 10 minutes Procedure Welcome to the Modify Receipt topic where you learn how to modify a receipt. Page 33

38 1. Click the Purchasing link. 2. Click the Add/Update Receipts link. Page 34

39 3. Click the Add button. Page 35

40 4. The Select Purchase Order page displays which allows John to search for a specific Purchase Order. 5. Click the ID button. Page 36

41 6. Click and drag the scroll bar down to search for a specific purchase order. Page 37

42 7. Click the link. 8. Click the Search button. Page 38

43 9. Click the Sel checkbox to select the appropriate line. Page 39

44 10. Click the OK button. 11. The Maintain Receipts page displays the Receipt Status of 'Open' and all receipts lines. Receipts can be created against a quantity or dollar amount. In this scenario, John will investigate that the wrong quantity was entered on the receipt. John will modify the receipt by receiving the remaining quantity. Page 40

45 12. Click the Save button. Page 41

46 13. Receipt status is Fully Received. 14. You have successfully modified a receipt. You can now move onto the Matching Overview lesson where you learn about the matching process. End of Procedure. Page 42

47 Matching Overview This is the Matching Overview lesson of the course. Upon completion of this lesson, you will be able to: Define 2 and 3-way matching Know that 3-way matching will be performed when a receipt is tied to a voucher Estimated time to complete lesson: 5 minutes Page 43

Matching Processes Matching is the process by which purchase order information is copied to an

The payment will be made to the vendor when both goods and invoice(s) are received and matched

system-automated invoice matching process in ARC.

computers, furniture, or hazardous materials Benefits of the Matching process include: Better

48 Matching Processes Matching is the process by which purchase order information is copied to an invoice. The payment will be made to the vendor when both goods and invoice(s) are received and matched successfully using 2 or 3-way matching in ARC: The following diagrams illustrate the system-automated invoice matching process in ARC. 2-way matching Examples: Services or subscriptions 3-way matching Examples: Any goods such as computers, furniture, or hazardous materials Benefits of the Matching process include: Better reconciliation with what is ordered, received, and paid Better control over ensuring that goods are ordered and delivered Less data entry, i.e., copying the purchase order to an invoice More efficient using 2 and 3-way matching Better reporting on encumbrances and actuals Page 44

49 Receiving Reports in ARC This is the Receiving Reports in ARC lesson of the course. Upon completion of this lesson, you will be able to: Review and understand the ARC Receiving Report inventory Estimated time to complete lesson: 15 minutes Page 45

50 Run Receiver Ship To Detail Report The Receiver Ship To Detail report provides a summary listing of receipt shipments within a specified date range. In this scenario, John will run the Receiver Ship To Detail report. To see this transaction in ARC, please click the "See It!" button on the top of your screen. To practice this transaction, click the "Try It!" button. Estimated time to complete the topic: 10 minutes Procedure Welcome to the Receiver Ship To Detail Report topic where you learn how to run the receiving report. 1. Click the Columbia Specific link. Page 46

51 2. Click the Reports link. Page 47

52 3. Click the Receiver ShipTo Detail link. 4. Click the Add a New Value tab. Page 48

53 5. Enter the desired information into the Run Control ID field. Enter "REC_TO_SHIP2". Page 49

54 6. Click the Add button. 7. Click the Run button. Page 50

55 8. Click the OK button. Page 51

56 9. Click the Process Monitor link. 10. Click the Go back to Receiver Ship to Detail link. Page 52

57 11. Click the Report Manager link. Page 53

58 12. Click the Administration tab. 13. Click the Receiver ShipTo Detail link. Page 54

59 14. Click the Maximize/Restore button. Page 55

60 15. The Receiver Ship To Detail report displays a summary listing of receipt shipments within a specified date range. 16. You have successfully run the "Receiver Ship To Detail" report. You can now move onto the Course References lesson where you can review the job aids. End of Procedure. Page 56

61 Key Terms The following terms will be helpful throughout the course: Page 57

62 Course References Please find links to all of the Job Aids, Policies, and Procedures that were referenced throughout this course: 1. Getting Started with the New Web-Based Training Tool 2. Categories Requiring Receiving Job Aid 3. Training Guide Page 58

63 Knowledge Assessment If you are taking this course to obtain security access to one of Columbia University s Financial Systems, please ensure you have completed the following: 1. Security Application Request: All security roles must be requested by the user through the Columbia University Financial Systems Security Application which can be found in the Service Catalog of ServiceNow ( Note: All security roles must be approved by both the user s manager and Department Security Administrator (DSA) for the School/Admin Unit to which access is being requested. 2. Training Requirements: Security access will only be granted once all training requirements have been fulfilled. After a user has reviewed all of the applicable training material for a particular role, users must complete the Knowledge Assessment associated with that training course with a score of 90% or higher. The Knowledge Assessments can be found in New CourseWorks. If you have any questions about the training required for any security role, click here for the Course to Role job aid. If you are taking this course for information purposes only, i.e., you are not requesting a security role, no Knowledge Assessment is required. Page 59

64 Glossary 2-Way Matching 3-Way Matching ARC Budget Checking Commitment Control Field Matching Open (Partial) Receipt Preencumbrance Purchase Order Receiver Receiving Receiving Process A process that compares vouchers with purchase orders. This ensures that you pay for only the goods and services that you order and receive. A process that compares vouchers, purchase orders, and receiving documents for a specific purchase order. This ensures that you pay for only the goods and services that you order and receive. Accounting and Reporting at Columbia. Columbia University's new financial system. Enables users to control commitments and expenditures automatically by checking them against predefined, authorized budgets. Functionality in ARC that enables users to manage expenditures actively against predefined, authorized budgets. An example is budget checking. An area on a page that displays or requires data. A system-performed process that is used to compare details between vouchers, purchase orders and receiving documents. The system will automatically perform the appropriate document comparisons when a purchase order is associated to a voucher (PO Voucher) and indicate whether the documents do or do not match. Receiving for goods/services in partial quantities or amounts. An amount expected to spend, but funds have not yet been obligated. An example of a pre-encumbrance is a requisition. Based on a request by a Department indicating good/service, catalog number, price and quantity. When accepted by a supplier, a purchase order forms a binding contract. Creates/updates receipts for goods and services. A system record of goods received from purchase orders. The process of inspecting, testing, acceptance, and/or rejection of requested good/service. (See University policy on receiving.) Page 60

BAA Oracle EBS R12.1 isupplier Portal Created on 11/26/2012 3:18:00 PM

BAA Oracle EBS R12.1 isupplier Portal Created on 11/26/2012 3:18:00 PM Created on 11/26/2012 3:18:00 PM COPYRIGHT & TRADEMARKS Copyright 1998, 2009, Oracle and/or its affiliates. All rights reserved. Oracle is a registered trademark of Oracle Corporation and/or its affiliates.