PO3 - Receiving Student Guide

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PO3 - Receiving

Student Guide


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Copyright 2004 University of Virginia and Oracle Corporation. All rights reserved.

PO3 - Receiving Table of Contentsi

Table of Contents

PO3 - Course Overview...................................................................................................................................1-1PO3 - Course Overview.................................................................................................................................1-2

Receiving ..........................................................................................................................................................2-1Receiving.......................................................................................................................................................2-2

Purchase Orders - Finding .........................................................................................................................2-6Receiving - Entering Receipts (for PO's created prior to 12-4-06)............................................................2-9Lab 1: Receiving........................................................................................................................................2-20Lab 1 Solutions: Receiving........................................................................................................................2-21

Reviewing Receiving Transactions ...............................................................................................................2-23Receiving - Reviewing Transactions.........................................................................................................2-24

Receiving Discrepancies................................................................................................................................2-27Receiving - Returning Goods (for PO's created prior to 12-4-06).............................................................2-28Lab 2: Returning Goods to Vendors ........... .......... ........... ........... .......... ........... ........... .......... ........... ..........2-32

Lab 2 Solution: Returning Goods to Vendors............................................................................................2-33Correcting Receiving Transactions................................................................................................................2-34

Receiving - Corrections (for PO's created prior to 12-4-06)......................................................................2-35Lab 3: Correcting Receiving Transactions ................................................................................................2-43Lab 3 Solution: Correcting Receiving Transactions..................................................................................2-44

Receiving - Summary ....................................................................................................................................2-45

Responsibility Requirements ..........................................................................................................................3-1Responsibility Requirements.........................................................................................................................3-2


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PO3 - Receiving Table of Contentsii


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Revised: 3/29/07 Copyright 2004 University of Virginia and Oracle Corporation. All rights reserved. Effective: 5/3/04

PO3 - Course OverviewChapter 1 - Page 1

PO3 - Course Overview

Chapter 1


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ResponsibilitiesHaving been assigned the IS responsibility listed below, you are required to attend this workshopPO3-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


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Additional Assistance and Learning ResourcesIf you cannot perform any of the above activities, or if you are not confident in yourunderstanding of the processes covered in the workshop, you can get assistance from thefollowing 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 atwww.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 andyou have met all other access requirements, such as signing the User ResponsibilityAcknowledgement and Agreement (confidentiality agreement). You will receive an email withyour logon information and your IS password.

If you are getting additional responsibilities, you will not receive another IS access email. Youwill simply see new responsibilities in your responsibility menu when you log into IS.


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ReceivingChapter 2 - Page 1

Receiving

Chapter 2


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Receiving

Section ObjectivesAt the end of this section, you should be able to:

Discuss the basic concepts of receiving requisitioned goods and services within ISPurchasing.

Resolve receiving discrepancies.

Return unordered/unwanted goods to vendors.


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Receiving

VendorsIn 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 taxidentification number or social security number is mandatory.

PO Requesters and PO Purchasers may add vendors using the Vendor Add form in IS to recordinformation about individuals and companies from whom goods and services are purchased.

Required vendor information includes vendor name, tax identification number or socialsecurity number, and site information for the vendor's addresses. Vendor name and taxID's cannot be duplicated and must be unique.

When a vendor is entered that does business from multiple locations, vendorinformation such as vendor name, tax identification number, and minority status isentered only once, and supplier sites are entered for each location.

Most other vendor information (such as payment terms) automatically defaults to allsites.

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 itemsmay be found on the Procurement Services website at www.virginia.edu/procurement.


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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 orconstruction services, security systems, tents (non-camping, purchase or rental) andwindow treatments.

PO Requesters and PO Purchasers complete and approved purchase requisitions. The PO Buyeris responsible for issuing purchase orders. The Buyer Managers will assign requisitions toBuyers. 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 isno obvious relationship between the requisition number and the purchase order number. Forexample, requisition number 123 may be turned into purchase order #79451. You can easily findthe 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 delivergoods 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 isnot 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 maintaingrants documentation for a longer period of time. Check with your grant administrator forinformation on record retention requirements for grants documentation.


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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 orservices 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 thegoods received to locate the number.


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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 Buyername.

Choose from the list of values when available.


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2. Use the alternative region tabs to further restrict the search.

Alternative Region Relative Purchasing Information

Item Item, Revision, Category, Description, Supplier Item

Date Ranges Order, Approved, Promised, Need-By, Closed

Status Order Approval, Control, Hold, Frozen, Firmed

Related Documents Contract, Receipt, Invoice, Requisition, Paper RequisitionSupplier Quote

Deliver To Destination Type, Requester, Organization, Location,Subinventory

Accounting 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 theRequisition number, select the Related Documents Alternative Region Tab and enter therequisition number in the Requisition field.

3. Select the Results group (Headers, Lines, Shipments, or Distributions) to determine whichsummary window to open. Depending on the search criteria you have specified, not allsummary windows may be available.

4. Click on the [Find] button to initiate the search and open the appropriate summary window.


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Receiving

Comparing Items Ordered with Items ReceivedAfter recording the purchase order number on the shipping documents, you must determinewhether the correct material and quantity was received. Compare the items and quantitiesreceived with those ordered.

Entering Receiving Information

After comparing the items and quantities received, you must enter the receiving information inIS.


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

Use these instructions to receive against purchase orders createdprior to the Marketplace (prior to Dec. 4, 2006).

Note: If goods or services were ordered in the Marketplace 12-4-06and after, use the on-line self service training for instructions on howto receive those goods.

http://www.procurement.virginia.edu/main/departments/PUCMemos.html#MPTraining


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


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.


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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 thecalendar.

Enter any other information, as desired, including comments in the Comments field.


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4. Click on the Receipt form (which opens behind the Receipt Header) to navigate to theappropriate 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. Thequantity defaults from the purchase order.

If you received fewer items than requested on the purchase order, then click inthe 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 theLocation 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 receivingline.


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Use shift F5 to copy the name to other lines if you are receiving against a multiple linepurchase order.

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.

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

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 thepurchase order line.


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

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


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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 thanrequested on the purchase order, then click in the quantity field and change the number.


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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 theLocation 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 receivingline.

Use shift F5 to copy the name to other lines if you are receiving against a multiple linepurchase order.

Repeat to process receiving for additional purchase order lines.





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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 alarge purchase order with multiple lines.

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


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


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

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

22. Click [OK].




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Lab 1 Solutions: Receiving

1. N

Purchase Orders

Purchase Order Summary

2. Enter your Training ID in the Buyer field.

3. Click on the Find button.

4. Select the Purchase Order that has the description of "Receiving".

5. Write down the Purchase Order number.

Step 2: Enter the Receiving Information

6. N Receiving Receipts

7. Enter the Purchase Order number in the Purchase Order field and click on the Find button.

8. Enter receiving information.

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.

9. Click on the Receipt form (which opens behind the Receipt Header) to navigate to theappropriate receipt.


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Lab 1 Solutions: 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.


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 freeform field. (Required field)

The Requestor is the person who requested the goods. If you do not know who that is, typeyour name using the appropriate format.

Enter the last name, comma, then the first initial of the first name and Tab.



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


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Reviewing Receiving Transactions

Reviewing Receiving TransactionsYou may review your receiving transactions if necessary.


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Receiving - Reviewing Transactions


N Purchasing : Receiving Receiving Transactions Summary

Find Receiving Transactions

1. For Source Type, select Supplier from drop-down list.

2. To find the receipt header, enter search criteria in other fields, as desired, including receiptnumber, purchase order number, supplier name, receiving location, etc. to narrow yoursearch.

3. Click on the [Find] button to open the Receipt Headers Summary form.


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4. Place the current record indicator (the blue box) next to the goods/service for which youwant to view the receiving transaction, if your search generated multiple transactions.

5. Click on the [Transactions] button to open the Receipt Transaction Summary form.


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6. Review your receipt.


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Receiving Discrepancies

Resolving Receiving DiscrepanciesYou 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.


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

Use these instructions to return goods for purchase orders createdprior to the Marketplace (prior to Dec. 4, 2006).

Note: If goods or services were ordered in the Marketplace 12-4-06and after, use the on-line self service training for instructions on howto return those goods.



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


N Purchasing : Receiving Returns

Find Returns

1. For Source Type, select Supplier from drop-down list (defaults).

2. 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 narrowyour search.

3. Click on the [Find] button to open the Receiving Returns form.


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4. Place the current record indicator (the blue box) next to the appropriate item.

5. 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 referencenumber for the return, document the appropriate number in the RMA number field.

8. Repeat steps 4-7 to process any other returns.

9. Save your work.


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Lab 2: Returning Goods to Vendors

Using the navigation instructions for Returning Requisitioned Goods, return all or some of thegoods that you received in the Receiving lab.

To find the receiving return header, enter search criteria to reduce the list, including the receiptnumber, purchase order number, and/or supplier name, etc.


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Lab 2 Solution: Returning Goods to Vendors

Step 1: Find the Receiving Return Header1. Navigate to the Receiving Returns window.

N Receiving Returns

B Find

2. Select the appropriate item.

Step 2: Enter the Return Information

3. Enter the return quantity in the Quantity field.

4. Select Supplier from the list of values for the Return To field.

5. Save your work.


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Correcting Receiving Transactions

Correcting Receiving TransactionsYou may correct receiving transactions if necessary.


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

Use these instructions to correct receiving for purchase orderscreated prior to the Marketplace (prior to Dec. 4, 2006).

Note: If goods or services were ordered in the Marketplace 12-4-06and after, use the on-line self service training for instructions on howto correct receipts for those goods.



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


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 theform, you may specify additional selection criteria for the item, receipt detail, transactiondetails, project, etc.

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


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


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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 lineselector 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.


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Find Corrections

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


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


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Correct "Receive" Transaction Type

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

9. Save your work.


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Lab 3: Correcting Receiving Transactions

Using the navigation instructions for Finding and Entering Corrections, enter a correction for thereceiving transaction you entered in the Receiving lab.

To find the transaction to correct, enter search criteria in the fields on the Find Corrections formto reduce the list, including the receipt number, purchase order number, vendor, etc.

Ensure that you correct both the "Deliver" transaction and the "Receive" transaction.


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Lab 3 Solution: Correcting Receiving Transactions

Step 1: Find the Receiving Correction Transaction1. Navigate to the Find Corrections window.


2. Enter search criteria.

3. Click on the Find button.

Step 2: Correct the "Deliver" Transaction Type

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

5. Save your work.

6. Close the form.

Step 3: Correct the "Receive" Transaction Type

7. Navigate to Receiving Corrections form again.

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

9. Save your work and close the form.


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Receiving - Summary

SummaryIn 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.


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Responsibility RequirementsChapter 3 - Page 1

Responsibility Requirements

Chapter 3


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Section ObjectivesAt 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


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The following responsibility requirements reflect the concerns of the University's Internal AuditDepartment. The list contains areas where you may make errors while performing your dutiescausing you and the University to be out of compliance with the federal and state laws orUniversity policies and procedures.

The responsibility requirements list contains the areas of greatest concern. However, the list isnot exhaustive. Please refer to the complete policies and standards. Web addresses for relatedpolicies are listed in the Policies and Standards section.

If you have questions about these issues, contact either the Procurement Services department orthe Internal Audit Department.

PO Receiver

1. Keep your IS password private do not share it with anyone! Do not allow others toshare their password with you.

2. Maintain the confidentiality of the Universitys administrative data - do not shareconfidential information or access information to satisfy personal curiosity.

3. Enter receipt of goods into IS accurately and in a timely manner.

4. Maintain all shipping documentation received with goods (e.g. shipping manifests, bills

of lading, etc.) Forward to a designated employee, if required by your departmentalprocedures.

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


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Ethical Computing Usage: http://www.itc.virginia.edu/policy/Policies/ethics.html

Password Security: http://www.itc.virginia.edu/pubs/basics/accounts/passwords.html

PO3 - Receiving Student Guide

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