Login to CUNYfirst: Select Financial Supply Chain Select Purchasing 37
Select Receipts Select Add/Update Receipts 38
Click on the Look Up (magnifying glass) Select Business Unit GRDPR Click ADD 1. Enter the Purchase Order Number in the ID field 2. If you do not know the PO #, Leave the ID field blank and select SEARCH. 39
1. All existing PO s will populate in Retrieved Rows 2. Select the PO you are receiving by clicking in box next to PO number 3. Once you select the PO Click OK 40
1. The Receiver records the Quantity or Amount for the good/services received for each PO line. 2. In the case of an Amount Only PO, the Price field will be available. After entering the quantity or dollar value received click SAVE 41
Go to Add Comments to attach a signed receipt; Packing Slip, Bill of Lading, Receiving Report or Invoice 1. Click Attach and Upload documents 2. Add any relevant information in Comment field ie. Related PO number 3. Click OK 42
Click Header Details Modify the Receipt Date to the date you received the goods/services (receipt date will default as current date). Click OK 43
1. Note that Receipt ID has been generated 2. Click on the More Details tab. If the box is checked, then an inspection is needed 3. Once the receipt is SAVED Document the Receipt ID. It is best practice to print the Receipt ID page. The signed original documents along with a copy of the Receipt page shall be forwarded to Accounts Payable for processing. If an inspection is needed, notify the inspector to complete the receipt 44
The Receiver can cancel the Receipt by clicking the X at the header level or cancel a PO line at the Receipt Line (Cancelled transactions are irreversible) 1. Click Find an Existing Value 2. Select Business Unit 3. Select contains 4. Enter Receipt ID Number 5. Click Search 45
Select Receipt Number Click Document Status to View Related Documents 46
View Requisition and Purchase Order relating to Receipt 47
1. Select Business Unit: GRDPR 2. Add a new receipt 3. Search for the PO by adding the PO number in the ID field and click Search 4. Select checkbox of PO 5. Click OK 6. Enter Price shown on invoice for Amount Only PO or enter Quantity received for Quantity PO. Amount only PO s will default to the original PO amount. This number must be changed to match the invoice. Record the number of goods received per line in quantity PO s. You will not see the amount originally ordered 7. Click Save If an inspection is required a box will pop up notifying the receiver that they must contact the inspector with the Receipt ID number so they can complete an inspection receipt 8. Click on Add Comments and add any relevant documentation (signed and dated packing slips or invoices) Enter PO number in comments and other relevant information (recommended) 9. Click on Header Details to modify Receipt Date 10. Change receipt date to reflect the actual date of goods/services were received per packing slip, invoice or date(s) of service. Receipt date will default to current date, date is used to calculate interest charge by the State if applicable. 11. Click on Document Status to review receipt and verify status (pending, approved, rejected). 12. Print a screen shot of the Document Status page, sign, date, and attach it with all original documentation and forward it to Accounts Payable. Accounts Payable Contact information Room 8105 Angella Bowley Director Extension 7668, abowley@gc.cuny.edu Carmen Ortiz Extension 7665, cortiz@gc.cuny.edu Cheryl Whyte-Weiss Extension 7664, cwhyte-weiss@gc.cuny.edu Accounts Payable receipt section developed by Angella Bowley Accounts Payable Director 48