Receipts - Correcting Receipts in the IS

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

that do not tie back to an iProcurement requisition
(Ex: line added by a Procurement Services Buyer)
created prior to the Marketplace (prior to Dec. 4, 2006)

Note: You may correct receiving in iProcurement (Receiving tab – Correct Receipts) for PO’s created in the Marketplace. Use the following link to access the Marketplace training guide for instructions on how to correct receipts 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 ® Receiving ® Corrections
Find Corrections

1. Enter as many of the following as selection criteria for the transactions you want to correct: Source Type, Receipt Number, PO Number, Release Line, Shipment, Requisition Number, Line, Shipment Number, Source, and Source Site. In the alternative regions tabs of the form, you may specify additional selection criteria for the item, receipt detail, transaction details, project, etc.

2. Click on the [Find] button to open the Receiving Corrections form.

Since "Receiving" performs two actions (Deliver and Receive), corrections require two actions.

Correct "Deliver" Transaction Type

3. Enter the positive or negative correction quantity in the Quantity field for the item on the "Deliver" Transaction Type line.

Making any entry on the line automatically selects the line. You can also use the line selector to select and deselect lines.

4. Save your work.

5. Close the form.

6. Navigate to Receiving Corrections form again to complete correction to the "Receive" Transaction.

Integrated System Purchasing
N ® Receiving ® Corrections
Find Corrections

7. Enter search criteria and click on the [Find] button.

Notice that the Parent Quantity shows the difference (or sum if you changed the quantity positively) for the Deliver Transaction Type field, and the number you placed in the Quantity column now shows in the Receive Transaction Type field.

Correct "Receive" Transaction Type

8. Enter the same correction in the Quantity field for the item on the "Receive" Transaction Type line.

9. Save your work.

10. Query using the Receiving Transactions Summary form to find your receiving transactions and to view your work. Enter the Purchase Order number and click [Find].

11. Locate the Receipt you wish to view. Click the [Transactions] button.

12. View the Receipt Transaction Summary page.

Effective: 08/12/09