Created on 9/26/2014 4:13:00 PM
Table of Contents... 1 Receiving Orders... 1 Searching for a Purchase Order... 1 Creating a Full Quantity Receipt... 5 Creating a Partial Quantity Receipt... 10 Viewing Past Receipts... 15 Creating a Cost Receipt... 19 Page ii
Receiving Orders When a UMBuyWays purchase order is fullfilled and requires receiving, it is important to mark it as received. UMass will not pay the vendor until the item has been received in UMass BuyWays and the invoice is obtained in Accounts Payable. Receiving is required on IT Equipment, Law Enforcement Equipment and Equipment, Capital (Excludes Information Technology) commodities as well as any line that has the receiving required checkbox checked. If an invoice is entered by Accounts Payable and no receipt has been entered, an email notification will be sent to the requisitioner. If no receipt is entered by 10 days before the invoice due date, an additional email notification will be sent to the department approver. Upon completion of this section, you will be able to: Search for a Purchase Order Create a Receipt Create a Partial Receipt View Past Receipts. Searching for a Purchase Order Before creating a receipt, you must identify the purchase order. Upon completion of this topic, you will be able to search for a purchase order. Procedure Consider this scenario: Your goal is to search for a purchase order. Page 1
1. Begin by navigating to the document search page. Click the document search tab. Page 2
2. If you know the purchase order number, select Purchase Order from the Search drop-down and enter the purchase order number in the Search field. Then click Go. 3. If you don't know the purchase order number and you are the "prepared for", click the my purchase orders link. 4. Then select the appropriate purchase order from the list. Page 3
5. If you don't know the purchase order number and you are not the "prepared for", click the advanced search link. Page 4
6. Use the advanced search options to search for the purchase order. (See the Searching for Documents topic in the Requisitioner module for advanced search procedure.) 7. Congratulations! You have reviewed the procedures for searching for a purchase order. End of Procedure. Creating a Full Quantity Receipt When a UMass BuyWays purchase order is completed, it should be marked as received. Upon completion of this topic, you will be able to create a quantity receipt. Procedure Consider this scenario: Your goal is to create a receipt. Key Information: PO No.: D000000337 Page 5
1. Begin by navigating to the document search page. Click the document search link. 2. Use the document search page to search for the appropriate purchase order. Note: If you are the requisitioner for the purchase order you wish to receive, you can click the my purchase orders link to search for the purchase order. 3. For this example, enter the specific purchase order number into the Search field. Enter "D000000337". 4. Click the Go button. Page 6
5. The search results displays information about the purchase order you requested. 6. Note: If the Settlement Status for the PO is not Receipt-Required, the PO does not require a receipt. 7. Click the checkbox to the far right of the D000000337 purchase order. 8. Verify that Create Quantity Receipt is selected in the available actions drop-down. 9. Click the Go button. Page 7
10. Use the New Qty Receipt page to create the receipt. 11. A name for the receipt is automatically defaulted in the Receipt Name field. You may change this to something more meaningful to you, if you wish. 12. If your business process requires packing slip information, enter the number in the Packing Slip No. field. 13. Optionally, enter the other available fields on this page, such as Carrier and Tracking No. 14. Click the vertical scrollbar to move toward the bottom of the page. Page 8
15. Click the Save Updates button if you want to save your progress. 16. In the Receipt Lines section, verify the Quantity of goods for each purchase order line. 17. Click the Complete button. Page 9
18. A message displays indicating that the receipt has been created. To search for another purchase order, click the Create Qty Receipt button. 19. Congratulations! You have successfully created a quantity receipt. End of Procedure. Creating a Partial Quantity Receipt Occasionally only part of an order is received. In this case you can create a partial receipt. Upon completion of this topic, you will be able to create a partial receipt. Procedure Consider this scenario: Your goal is to create a partial receipt. Key Information: PO Number: D000000338 Page 10
1. Begin by navigating to the document search page. Click the document search link. Page 11
2. Use the document search page to search for the appropriate purchase order. Note: If you are the "Prepared For" for the purchase order you wish to receive, you can click the my purchase orders link to search for the purchase order. 3. For this example, enter the specific purchase order number into the Search field. Enter "D000000338". 4. Click the Go button. 5. The search results display information about the purchase order you requested. 6. Note: If the Settlement Status for the PO is not Receipt-Required, the PO does not require a receipt. 7. Click the checkbox to the far right of the D000000338 purchase order. 8. Verify that Create Quantity Receipt is selected in the available actions drop-down. 9. Click the Go button. Page 12
10. Use the New Qty Receipt page to create the receipt. 11. A name for the receipt is automatically defaulted in the Receipt Name field. You may change this to something more meaningful to you, if you wish. 12. If your business process requires packing slip information, enter the number in the Packing Slip No. field. 13. Optionally, enter the other available fields on this page, such as Carrier and Tracking No. 14. Click the vertical scrollbar to move toward the bottom of the page. Page 13
15. In the Receipt Lines section, change the Quantity field to reflect the number of items received. For this example, change the Quantity from 5 to 3. Enter the desired information into the Quantity field. Enter "3". 16. Note: If there are multiple line items, and items have not been received, select the checkbox next to the line that has not been received, and click the Remove Line button. 17. Click the Complete button. Page 14
18. A message displays indicating that the receipt has been created. To search for another purchase order, click the Create Qty Receipt button. 19. Congratulations! You have successfully created a partial receipt. End of Procedure. Viewing Past Receipts You may find the need to view past receipts for a specific date range. Upon completion of this topic, you will be able to view past receipts. Procedure Consider this scenario: Your goal is to view past receipts. Page 15
1. Begin by navigating to the document search page. Click the document search link. Page 16
2. Use the Document Search page to view past receipts. 3. Click the Search list. 4. Click the Receipt list item. 5. Click the second Search list to select a date range. Page 17
6. Click the Last 7 days list item. 7. Click the Go button. Page 18
8. The Document Search page displays a list of past receipts from the Last 7 days. 9. Congratulations! You have successfully viewed past receipts. End of Procedure. Creating a Cost Receipt Upon completion of this topic, you will be able to create a cost receipt. Procedure Consider this scenario: Your goal is to create a Cost Receipt. Key Information: Purchase Order Number: C0000000253 Blanket Order and Receiving Required options are checked. Cost Receipt No. : 74258 1. Receipts are created to indicate what goods or services have been received. Accounts Payable uses this information to determine what to pay the suppliers. There are two (2) types of receipts: 1. Cost Receipts 2. Quantity Receipts For the purposes of this lesson, we will demonstrate how to create a Cost Receipt. 2. Only orders that have been issued as Blanket Orders and Requires Receiving are eligible for Cost Receipts. Page 19
3. The first step to creating a Cost Receipt is to locate the purchase order (PO) requiring the receipt. Click the document search link. 4. Document Search provides two (2) methods for locating a Purchase Order needing a Cost Receipt. Method 1: Document Search > Fill in Purchase Order No. and Information into Search fields>go Method 2: Document Search >my purchase orders>go The first search method will locate and display the specific Purchase Order while the second method will display a list of your Purchase Orders created over a specific period of time. For the purposes of this lesson, we will demonstrate Method 2. Page 20
5. Click the my purchase orders link. 6. This screen indicates only 1 Purchase Order has been issued over the last 90 days. Click the C000000253 PO link. Page 21
7. Click the Purchase Order tab. Page 22
8. Click the Available s dropdown button to activate the menu. 9. From the list of Available s, Click the Create Cost Receipt list item. 10. Click the Go button. 11. The New Cost Receipt displays. Information from the PO has populated into the receipt. 12. In this example, the vendor will be paid in 2 installments of $2,500 each. The vendor has completed the first set of classes so a cost receipt for the first installment needs to be created. Click in the Corresponding Cost field. Page 23
13. Enter "2,500.00". 14. Click the save updates button 15. Click the complete button 16. The Cost Receipt No. 74258 has been created for PO C000000253 and Accounts Payable will be able to pay the $2500. You can print a copy of the Cost Receipt and the PO for your records by clicking on the printer icons. 17. Click home/shop button. 18. Congratulations! You have successfully created a Cost Receipt. End of Procedure. Page 24