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Receipts - Entering Receiving in the IS

Use these instructions to receive against purchase orders (for goods or services $ 5,000 and greater):

Note: You may enter receiving in iProcurement (Receiving tab – Receive Items) for PO’s created in the Marketplace.  Use the following link to access the Marketplace training guide for instructions on how to receive in iProcurement.

http://www.procurement.virginia.edu/o/uvamarketplacetraining.pdf

Distribution

Director of Procurement Services

PO Administrator

PO Buyer Manager*

PO Purchaser*

PO Requester*

PO Receiver *

Related Procedures

Receiving Requisitioned Goods and Services [PRO5007U]

Ownership

The Director of Procurement Services is responsible for ensuring that this document is necessary, reflects actual practice, and supports University policy.

Integrated System Purchasing
N ® Purchasing : Receiving ® Receipts
Find Expected Receipts

1.   Find the expected receipt for the goods/services for which you are receiving.

Select Supplier from drop-down list.

Choose from the list of values for any of the fields listed above.

2.   Click on the [Find] button to initiate the search and open the Receipt Headers screen.

3.   Enter receiving information.

Enter a packing slip name or number in the Packing Slip field.

Select the carrier from the list of values for the Freight Carrier field.

This field will default to the current date.

Enter the date the goods or services were received by selecting the date from the calendar.

4.   Click on the Receipt form (which opens behind the Receipt Header) to navigate to the appropriate receipt.

5.   Place the current record indicator (the blue box) next to the goods/service you are receiving.

6.   If blank, enter a delivery location code in the location field.

7.   If blank, enter a Requestor’s name in the Requestor field.  (Required)

You will have to scroll over to see the Requestor field.  It is immediately to the right of the Location field.  This field is case-sensitive and is not a free form field.  Enter the last name, comma, then the first initial of the first name and Tab.  

The system will validate the name you entered with the HR tables for each receiving line.

8.   Save your work (once you have selected all the lines for which you received goods).

9.   Document the Receipt number on your packing slip.  To view the Receipt number, click on the Header button on the Receipts form. 

Receive Multiple Distributions

A blue plus sign  indicates there are multiple distributions for this purchase order line.  An example of this is shown in the picture below.  

10. Click on the  to open another Receipts screen showing lines for different PTAEOs for the purchase order line.

11. Do not receive against the line that has Destination Type “Multiple”.  This is the total of all the distributions for the line.

12. Review the multiple distributions and select the line(s) for the distribution(s) against which you are going to receive.

13. Place the current record indicator (the blue box) next to the goods/service you are receiving.

The quantity defaults from the purchase order.  If you received fewer items than requested on the purchase order, then click in the quantity field and change the number.

14. If blank, enter a delivery location code in the location field.

15. If blank enter a Requestor’s name in the Requestor field. 

You will have to scroll over to see the Requestor field.  It is immediately to the right of the Location field.  This field is case-sensitive and is not a free form field.  Enter the last name, comma, then the first initial of the first name and Tab.  

The system will validate the name you entered with the HR tables for each receiving line.

16.  Save your work (once you have selected all the lines for which you received goods). 

17.  Document the Receipt number on your packing slip.  To view the Receipt number, click on the Header button on the Receipts form.

Ensure that receiving documentation has been signed and dated by the person who received the goods into the department.

Express Receiving

If you have received all the goods requested on the purchase order, then you may select the [Express] button to quickly process your receiving.  This is especially helpful when you have a large purchase order with multiple lines. 

18.  Once you have opened the Receipt form, select the [Express] button.  Go to Item # 20.

19.  If you selected the [Express] button and realize that you should not have because you did not receive all of the goods, you may select the [UnExpress] button.

20.  Click on the [OK] button.  Do not change the Destination Type!  It defaults to “Final Destination”, which is correct.

21.  Save your work.  You will receive the following note which means that your express receiving is complete.

22.  Click [OK].

23.  Document the Receipt number on your packing slip.  To view the Receipt number, click on the Header button on the Receipts form.