PO3 - Receiving Student Guide

PO3 - Receiving
Student Guide
Table of Contents
PO3 - Course Overview...................................................................................................................................1-1 PO3 - Course Overview.................................................................................................................................1-2 Receiving ..........................................................................................................................................................2-1 Receiving.......................................................................................................................................................2-2 Purchase Orders - Finding .........................................................................................................................2-6 Receiving - Entering Receipts (for PO's created prior to 12-4-06) ............................................................2-9 Lab 1: Receiving........................................................................................................................................2-20 Lab 1 Solutions: Receiving........................................................................................................................2-21 Reviewing Receiving Transactions ...............................................................................................................2-23 Receiving - Reviewing Transactions .........................................................................................................2-24 Receiving Discrepancies................................................................................................................................2-27 Receiving - Returning Goods (for PO's created prior to 12-4-06) .............................................................2-28 Lab 2: Returning Goods to Vendors ..........................................................................................................2-32 Lab 2 Solution: Returning Goods to Vendors............................................................................................2-33 Correcting Receiving Transactions................................................................................................................2-34 Receiving - Corrections (for PO's created prior to 12-4-06)......................................................................2-35 Lab 3: Correcting Receiving Transactions ................................................................................................2-43 Lab 3 Solution: Correcting Receiving Transactions ..................................................................................2-44 Receiving - Summary ....................................................................................................................................2-45 Responsibility Requirements ..........................................................................................................................3-1 Responsibility Requirements .........................................................................................................................3-2
Copyright 2004 University of Virginia and Oracle Corporation. All rights reserved.
PO3 - Receiving Table of Contents i
PO3 - Receiving Table of Contents ii
PO3 - Course Overview

Chapter 1
Revised: 3/29/07
Effective: 5/3/04
PO3 - Course Overview Chapter 1 - Page 1

Responsibilities
Having been assigned the IS responsibility listed below, you are required to attend this workshop PO3-Receiving. This course is for the following responsibilities: PO Receiver
Performance Objectives for PO3

At the end of this workshop, you should know the following: the basic concepts of receiving requisitioned goods and services within IS Purchasing how to complete receivers in IS how to resolve receiving discrepancies how to return unordered or unwanted goods to vendors
Revised: 3/29/07
Effective: 5/3/04

Additional Assistance and Learning Resources
If you cannot perform any of the above activities, or if you are not confident in your understanding of the processes covered in the workshop, you can get assistance from the following resources: documentation and reference materials on the Integrated System web site Subject Matter Experts (SME) Help Desk (243-7550) Quick Reference Guide
Information about how to access each of these help resources will be found at www.virginia.edu/integratedsystem on the "How Do I...?" web page.
Activation of IS User IDs

You will receive access to IS once you have completed all of the classes for a responsibility and you have met all other access requirements, such as signing the User Responsibility Acknowledgement and Agreement (confidentiality agreement). You will receive an email with your logon information and your IS password. If you are getting additional responsibilities, you will not receive another IS access email. You will simply see new responsibilities in your responsibility menu when you log into IS.
Revised: 3/29/07
Effective: 5/3/04
Revised: 3/29/07
Effective: 5/3/04
Receiving
Chapter 2
Receiving Chapter 2 - Page 1
Receiving
Section Objectives
At the end of this section, you should be able to: Discuss the basic concepts of receiving requisitioned goods and services within IS Purchasing. Resolve receiving discrepancies. Return unordered/unwanted goods to vendors.
Receiving
Vendors
In IS, every vendor or individual receiving a non-payroll check must be listed in the vendor file. This includes vendors, employees, students, human subjects, student groups, etc. A tax identification number or social security number is mandatory. PO Requesters and PO Purchasers may add vendors using the Vendor Add form in IS to record information about individuals and companies from whom goods and services are purchased. Required vendor information includes vendor name, tax identification number or social security number, and site information for the vendor's addresses. Vendor name and tax ID's cannot be duplicated and must be unique. When a vendor is entered that does business from multiple locations, vendor information such as vendor name, tax identification number, and minority status is entered only once, and supplier sites are entered for each location. Most other vendor information (such as payment terms) automatically defaults to all sites.
Purchase Orders
A Purchase Order (PO) is the agreement with a vendor (or supplier) for the purchase of goods and services when competition is required, generally for purchases greater than $5,000. Purchase Orders can also be used to purchase restricted items. A current list of restricted items may be found on the Procurement Services website at www.virginia.edu/procurement.
Receiving
Restricted items include: any form of goods or services from an employee of the Commonwealth of Virginia. alcoholic beverages, ammunition, automobiles, carpet, firearms, flowers, food, framing, furniture (any kind), gifts, prescription drugs, radioactive materials, renovation or construction services, security systems, tents (non-camping, purchase or rental) and window treatments.
PO Requesters and PO Purchasers complete and approved purchase requisitions. The PO Buyer is responsible for issuing purchase orders. The Buyer Managers will assign requisitions to Buyers. It is the responsibility of the Buyer to review and approve the requisitions, and turn them into purchase orders. IS assigns both requisition and purchase order numbers, once the transaction is saved. There is no obvious relationship between the requisition number and the purchase order number. For example, requisition number 123 may be turned into purchase order #79451. You can easily find the purchase order number in IS if you know the requisition number or vendor name.
Receiving - Overview
There is no central receiving department at the University of Virginia. Vendors ship or deliver goods directly to the site specified on the purchase order. Delivery location codes are recorded on the purchase order to specify the site to which goods should be delivered or shipped. Receiving must be recorded on-line in IS for all purchases over $5,000. System receiving is not required for the purchase of restricted items less than $5,000. Document the receipt of all goods and services by signing and dating a packing slip or receipt. Maintain the documentation for three (3) years plus the current fiscal year. You must maintain grants documentation for a longer period of time. Check with your grant administrator for information on record retention requirements for grants documentation.
Receiving
The PO Receiver is responsible for: refusing, accepting, and rejecting deliveries notifying Accounts Payable to stop payment when there is a problem with goods or services received for purchases where the total dollar amount is less than $5,000. completing receivers in IS for purchases over $5,000.
Recording Purchase Order Numbers

When you receive goods, you must record the corresponding purchase order number on the shipping documents, if it is not already shown. You may need to find the purchase order for the goods received to locate the number.
Purchase Orders - Finding

Integrated System Purchasing N Purchasing : Purchase Orders Purchase Order Summary Find Purchase Orders
1.
Enter as many criteria as desired to search for purchase orders. The more information you include, the more restrictive the search. Note: It is recommended that you search either by Purchase Order number or by Buyer name. Choose from the list of values when available.
2.
Use the alternative region tabs to further restrict the search.
Alternative Region Item Date Ranges Status Related Documents Deliver To Accounting
Relative Purchasing Information Item, Revision, Category, Description, Supplier Item Order, Approved, Promised, Need-By, Closed Order Approval, Control, Hold, Frozen, Firmed Contract, Receipt, Invoice, Requisition, Paper Requisition Supplier Quote Destination Type, Requester, Organization, Location, Subinventory Period, GL Date, Charge Account, Budget Account, Active Encumbrances
Note: If you do not know the purchase order number or the buyers name but do know the Requisition number, select the Related Documents Alternative Region Tab and enter the requisition number in the Requisition field. 3. Select the Results group (Headers, Lines, Shipments, or Distributions) to determine which summary window to open. Depending on the search criteria you have specified, not all summary windows may be available. Click on the [Find] button to initiate the search and open the appropriate summary window.
4.
Receiving
Comparing Items Ordered with Items Received
After recording the purchase order number on the shipping documents, you must determine whether the correct material and quantity was received. Compare the items and quantities received with those ordered.
Entering Receiving Information

After comparing the items and quantities received, you must enter the receiving information in IS.
Receiving - Entering Receipts (for PO's created prior to 12-4-06)

Use these instructions to receive against purchase orders created prior to the Marketplace (prior to Dec. 4, 2006). Note: If goods or services were ordered in the Marketplace 12-4-06 and after, use the on-line self service training for instructions on how to receive those goods. http://www.procurement.virginia.edu/main/departments/PUCMemos.ht ml#MPTraining
Receiving - Entering Receipts (for PO's created prior to 12-4-06)

Integrated System Purchasing N Purchasing : Receiving Receipts Find Expected Receipts
1.
Find the expected receipt for the goods/services for which you are receiving. Source Type Select Supplier from drop-down list. Enter search criteria in other fields, as desired, including purchase order number, supplier name, receiving location, etc. to narrow your search. 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. Packing Slip (Optional) Enter a packing slip name or number in the Packing Slip field. Freight Carrier (Optional) Select the carrier from the list of values for the Freight Carrier field. Receipt Date This field will default to the current date. Shipped Date (Mandatory) Enter the date the goods or services were received by selecting the date from the calendar. Enter any other information, as desired, including comments in the Comments field.
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. Check the box to the left of the selected line and correct the quantity as needed. 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.
6.
Enter delivery location code in the location field. Choose the delivery location code from the list of values.
7.
Enter a Requestor 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.
Use shift F5 to copy the name to other lines if you are receiving against a multiple line purchase order.
8. 9.
Save your work (once you have selected all the lines for which you received goods). Document the Receipt number on your packing slip. Ensure that receiving documentation has been signed and dated by the person who received the goods into the department.
Receive Multiple Distributions

indicates there are multiple distributions for this purchase order line. A blue plus sign 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. Check the box to the left of the selected line and correct the quantity as needed. 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. Enter delivery location code in the location field. Choose the delivery location code from the list of values.
15. Enter a Requestor 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. Use shift F5 to copy the name to other lines if you are receiving against a multiple line purchase order. Repeat to process receiving for additional purchase order lines.
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. 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. Ensure that receiving documentation has been signed and dated by the person who received the goods into the department.
Lab 1: Receiving
Using the navigation instructions Finding Purchase Orders and for Entering Receiving Information, receive the goods for a purchase order.
Find the Purchase Order

Find the purchase order using your Training ID as the buyer's name Use the purchase order with the description of "Receiving". Write down the purchase order number when you find it.
Enter the Receiving Information

Enter the Shipped Date, Packing Slip, and comment information as desired on the receipt header. Do a partial receipt of the goods ordered. Use NP400 as the Delivery Location Code. Use your name as the Requestor.
Lab 1 Solutions: Receiving

1. 2. 3. 4. 5. N Purchase Orders Purchase Order Summary Enter your Training ID in the Buyer field. Click on the Find button. Select the Purchase Order that has the description of "Receiving". Write down the Purchase Order number.
Step 2: Enter the Receiving Information

6. 7. 8. N Receiving Receipts Enter the Purchase Order number in the Purchase Order field and click on the Find button. Enter receiving information. 9. Packing Slip - Enter a packing slip name or number in the Packing Slip field. Shipped Date (Required field) - Enter yesterday's date. Enter any comments in the Comments field.
Click on the Receipt form (which opens behind the Receipt Header) to navigate to the appropriate receipt.
Lab 1 Solutions: Receiving

10. Place the current record indicator (the blue box) next to the goods/service you are receiving. Check the box to the left of the selected line and correct the quantity as needed. 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. 11. Enter delivery location code in the location field. Choose NP400 from the list of values.
12. Enter a Requestor name in the Requestor field. This field is case-sensitive and is not a free form field. (Required field) The Requestor is the person who requested the goods. If you do not know who that is, type your name using the appropriate format. Enter the last name, comma, then the first initial of the first name and Tab.
13. Save your work (once you have selected all the lines for which you received goods). 14. Document the Receipt number on your packing slip. Ensure that the receiving documentation has been signed and dated by the person who received the goods into the department.
Reviewing Receiving Transactions

Reviewing Receiving Transactions
You may review your receiving transactions if necessary.
Receiving - Reviewing Transactions

Integrated System Purchasing N Purchasing : Receiving Receiving Transactions Summary Find Receiving Transactions
1. 2.
For Source Type, select Supplier from drop-down list. To find the receipt header, enter search criteria in other fields, as desired, including receipt number, purchase order number, supplier name, receiving location, etc. to narrow your search. Click on the [Find] button to open the Receipt Headers Summary form.
3.
4. 5.
Place the current record indicator (the blue box) next to the goods/service for which you want to view the receiving transaction, if your search generated multiple transactions. Click on the [Transactions] button to open the Receipt Transaction Summary form.
6.
Review your receipt.
Receiving Discrepancies
Resolving Receiving Discrepancies
You must contact the vendor if there is a problem with the order such as: the items received differ from those ordered the quantity received is less than the quantity ordered the University's on-time delivery specifications were not met no purchase order exists for the vendor delivery the goods are damaged You may return unordered or damaged goods to the vendor.
Receiving - Returning Goods (for PO's created prior to 12-4-06)

Use these instructions to return goods for purchase orders created prior to the Marketplace (prior to Dec. 4, 2006). Note: If goods or services were ordered in the Marketplace 12-4-06 and after, use the on-line self service training for instructions on how to return those goods. http://www.procurement.virginia.edu/main/departments/PUCMemos.ht ml#MPTraining
Receiving - Returning Goods (for PO's created prior to 12-4-06)

Integrated System Purchasing N Purchasing : Receiving Returns Find Returns
1. 2.
For Source Type, select Supplier from drop-down list (defaults). To find the receiving return header, enter search criteria in other fields, as desired, including receipt number, purchase order number, supplier name, receiving location, etc. to narrow your search. Click on the [Find] button to open the Receiving Returns form.
3.
4. 5.
Place the current record indicator (the blue box) next to the appropriate item. In the Quantity field, enter the return quantity. The Integrated System selects the line and places a check in the line selector check box.
6.
In the Return To field, select Supplier from the list of values. The supplier name will automatically appear in the Supplier/Customer/Location field.
7.
Record RMA Number (not required). If the vendor supplies a Returned Materials Authorization (RMA) number or other reference number for the return, document the appropriate number in the RMA number field.
8. 9.
Repeat steps 4-7 to process any other returns. Save your work.
Lab 2: Returning Goods to Vendors

Using the navigation instructions for Returning Requisitioned Goods, return all or some of the goods that you received in the Receiving lab. To find the receiving return header, enter search criteria to reduce the list, including the receipt number, purchase order number, and/or supplier name, etc.
Lab 2 Solution: Returning Goods to Vendors

Step 1: Find the Receiving Return Header
1. Navigate to the Receiving Returns window. N Receiving Returns B Find 2. Select the appropriate item.
Step 2: Enter the Return Information

3. 4. 5. Enter the return quantity in the Quantity field. Select Supplier from the list of values for the Return To field. Save your work.
Correcting Receiving Transactions

Correcting Receiving Transactions
You may correct receiving transactions if necessary.
Receiving - Corrections (for PO's created prior to 12-4-06)

Use these instructions to correct receiving for purchase orders created prior to the Marketplace (prior to Dec. 4, 2006). Note: If goods or services were ordered in the Marketplace 12-4-06 and after, use the on-line self service training for instructions on how to correct receipts for those goods. http://www.procurement.virginia.edu/main/departments/PUCMemos.ht ml#MPTraining
Receiving - Corrections (for PO's created prior to 12-4-06)

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. Click on the [Find] button to open the Receiving Corrections form.
2.
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. 5. 6.
Save your work. Close the form. 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. 9.
Enter the same correction in the Quantity field for the item on the "Receive" Transaction Type line. Save your work.
Lab 3: Correcting Receiving Transactions

Using the navigation instructions for Finding and Entering Corrections, enter a correction for the receiving transaction you entered in the Receiving lab. To find the transaction to correct, enter search criteria in the fields on the Find Corrections form to reduce the list, including the receipt number, purchase order number, vendor, etc. Ensure that you correct both the "Deliver" transaction and the "Receive" transaction.
Lab 3 Solution: Correcting Receiving Transactions

Step 1: Find the Receiving Correction Transaction
1. Navigate to the Find Corrections window. N Receiving Corrections 2. 3. Enter search criteria. Click on the Find button.
Step 2: Correct the "Deliver" Transaction Type

4. 5. 6. Enter the positive or negative correction quantity in the Quantity field for the item on the "Deliver" Transaction Type line. Save your work. Close the form.
Step 3: Correct the "Receive" Transaction Type

7. 8. 9. Navigate to Receiving Corrections form again. Enter the same correction in the Quantity field for the item on the "Receive Transaction Type line. Save your work and close the form.
Receiving - Summary
Summary
In this lesson you should have learned the following: The process for receiving requisitioned goods and services in IS Purchasing. How to resolve receiving discrepancies. How to return unordered/unwanted goods to vendors.
Responsibility Requirements
Chapter 3
Revised: 3/29/07
Effective: 5/3/04
Responsibility Requirements Chapter 3 - Page 1
Section Objectives
At the end of this section, you should be able to: Identify the requirements of your responsibility in the Integrated System Use the integrated system in accordance with these requirements
Revised: 3/29/07
Effective: 5/3/04
The following responsibility requirements reflect the concerns of the University's Internal Audit Department. The list contains areas where you may make errors while performing your duties causing you and the University to be out of compliance with the federal and state laws or University policies and procedures. The responsibility requirements list contains the areas of greatest concern. However, the list is not exhaustive. Please refer to the complete policies and standards. Web addresses for related policies are listed in the Policies and Standards section. If you have questions about these issues, contact either the Procurement Services department or the Internal Audit Department.
PO Receiver
1. 2. 3. 4. Keep your IS password private do not share it with anyone! Do not allow others to share their password with you. Maintain the confidentiality of the Universitys administrative data - do not share confidential information or access information to satisfy personal curiosity. Enter receipt of goods into IS accurately and in a timely manner. Maintain all shipping documentation received with goods (e.g. shipping manifests, bills of lading, etc.) Forward to a designated employee, if required by your departmental procedures.
Policies & Standards:

Departmental Procurement Information: http://www.virginia.edu/procurement/departments/DeptInfo.html UVA Procurement Manual: http://www.virginia.edu/procurement/about/PurchasingManual.html UVA Financial Policies & Procedures Manual: http://www.virginia.edu/~polproc/pol/Policies_toc.html#sectionVII UVA Record Retention Policy: http://www.virginia.edu/~polproc/pol/iic1.html Employee Handbook/Standards of Conduct: http://www.hrs.virginia.edu/policies.html University Computing Policies: http://www.itc.virginia.edu/policy/Policies/home.html Responsible Computing for Faculty & Staff: http://www.itc.virginia.edu/pubs/docs/RespComp/resp-comp-facstf.html
Copyright 2004 University of Virginia and Oracle Corporation. All rights reserved. Effective: 5/3/04
Revised: 3/29/07
Ethical Computing Usage: http://www.itc.virginia.edu/policy/Policies/ethics.html Password Security: http://www.itc.virginia.edu/pubs/basics/accounts/passwords.html
Revised: 3/29/07
Effective: 5/3/04

PO3 - Receiving Student Guide

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PO3 - Receiving

PO3 - Receiving Table of Contents i

PO3 - Receiving Table of Contents ii

PO3 - Course Overview

PO3 - Course Overview Chapter 1 - Page 1

PO3 - Course Overview

Performance Objectives for PO3

PO3 - Course Overview Chapter 1 - Page 2

PO3 - Course Overview

Activation of IS User IDs

PO3 - Course Overview Chapter 1 - Page 3

PO3 - Course Overview Chapter 1 - Page 4

Receiving Chapter 2 - Page 1

Receiving Chapter 2 - Page 2

Receiving Chapter 2 - Page 3

Receiving Chapter 2 - Page 4

Recording Purchase Order Numbers

Receiving Chapter 2 - Page 5

Purchase Orders - Finding

Receiving Chapter 2 - Page 6

Use the alternative region tabs to further restrict the search.

Receiving Chapter 2 - Page 7

Entering Receiving Information

Receiving Chapter 2 - Page 8

Receiving - Entering Receipts (for PO's created prior to 12-4-06)

Receiving Chapter 2 - Page 9

Receiving - Entering Receipts (for PO's created prior to 12-4-06)

Receiving Chapter 2 - Page 10

Receiving Chapter 2 - Page 11

Receiving Chapter 2 - Page 12

Receive Multiple Distributions

Receiving Chapter 2 - Page 13

Receiving Chapter 2 - Page 14

Receiving Chapter 2 - Page 15

Receiving Chapter 2 - Page 16

Receiving Chapter 2 - Page 17

Receiving Chapter 2 - Page 18

Receiving Chapter 2 - Page 19

Find the Purchase Order

Enter the Receiving Information

Receiving Chapter 2 - Page 20

Lab 1 Solutions: Receiving

Step 2: Enter the Receiving Information

Receiving Chapter 2 - Page 21

Lab 1 Solutions: Receiving

Receiving Chapter 2 - Page 22

Reviewing Receiving Transactions

Receiving Chapter 2 - Page 23

Receiving - Reviewing Transactions

Receiving Chapter 2 - Page 24

Receiving Chapter 2 - Page 25

Review your receipt.

Receiving Chapter 2 - Page 26

Receiving Chapter 2 - Page 27

Receiving - Returning Goods (for PO's created prior to 12-4-06)

Receiving Chapter 2 - Page 28

Receiving - Returning Goods (for PO's created prior to 12-4-06)

Receiving Chapter 2 - Page 29

Receiving Chapter 2 - Page 30

Receiving Chapter 2 - Page 31

Lab 2: Returning Goods to Vendors

Receiving Chapter 2 - Page 32

Lab 2 Solution: Returning Goods to Vendors