receiving · click on purchase orders. the search purchase orders window will be displayed. 5....
TRANSCRIPT
NMSU Senior VP for Administration and Finance 11/14/2019
Receiving Receiving provides an acknowledgement in AggieMart that the goods/services ordered have been received.
Receiving must be completed for all purchases as acknowledgement that a good has been physically
received or a service has been completed.
Open Orders require receiving for each invoice received.
Central Receiving / Taggable Items
Per NMSU policy, all Taggable items (those with a cost greater than or equal to $1000) will be shipped to
and received by Central Receiving. Once received, Central Receiving will call the contact person listed on
the order so that pick up or delivery of items can be scheduled.
Exceptions may be allowed if an item is extremely large, or requires set up and configuration by the vendor
at the department’s location.
During the AggieMart checkout process you must provide a valid reason for an exception in the
Internal Notes and Attachments section of the draft Requisition.
The Department will be responsible for receiving items in AggieMart.
Receiving Responsibility Chart
Amount ($)
Being shipped to
Central
Receiving?
Being shipped to
Dept. Address? Receiving Required By
< 1000 No Yes Receiving Not Required - Invoices will be paid by
due date unless Dept notifies AP not to pay.
>= 1000 No1 Yes Requester / Dept.
• Central Receiving will tag item at Dept. location.
>= 1000 Yes2 No
Central Receiving
• Central Receiving will call the contact person on
the Ship To address to schedule pick up or deliver.
1 Only allowed if item is extremely large, or requires set up by the vendor at the Department location.
2 Shoppers/Purchasers must select Central Receiving as the Ship To address during the AggieMart checkout process.
The Attn: and Department fields of the address are where the Contact person's name and Dept. are entered so Central
Receiving knows who to call.
NMSU Senior VP for Administration and Finance 11/14/2019
Quantity Receiving
Quantity Receiving is used for goods such as office supplies, books, or other tangible items.
1. Log in to myNMSU Click on the AggieMart link on the left side of the screen.
2. From the AggieMart home page, click on the Orders icon.
3. Navigate to Search.
4. Click on Purchase Orders.
The Search Purchase Orders window will be displayed.
5. Quick Search: You can enter the PO number if known. Otherwise, you can leave it blank or enter
terms/partial terms such as: Vendor or Product information.
6. Click on My Purchase Orders to only view POs that you created.
7. A Date Range can be selected from the drop-down menu.
8. Click the Add Filter drop-down to choose filters. Some important filters are,
Vendor
Approved By
Department
Index
9. Click the Search icon to execute the search.
The search results will be displayed.
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NMSU Senior VP for Administration and Finance 11/14/2019
10. Click the Purchase Order Number you are going to receive on.
11. Click on the Purchase Order drop-down arrow.
12. Click Create Quantity Receive.
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NMSU Senior VP for Administration and Finance 11/14/2019
The Receive screen is divided into two sections: Header Information and Receive Lines.
13. Header Information allows the user to capture receive details including the Receive Date, Packing
Slip No., Vendor Name, Received by, Receipt Address, and Delivery information.
14. Scroll down to the Receive Lines section.
Important Note about Receive Lines
If you are not going to receive on a PO Line No., you must remove the line from receiving as shown below.
This does not affect the PO; it is only for receiving. For example, if you have physically received items in
line #2 but have not received items from line #1, then line #1 must be removed.
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NMSU Senior VP for Administration and Finance 11/14/2019
15. On lines to receive Enter the Quantity you received. For example, if you purchased 5 items and
received all 5, then you would enter 5 in the Quantity box. However, if you purchased 5 items but
received only 3, then you would enter 3 in the Quantity box.
16. For lines where 0 (zero) items are being received Click the Remove Line button for those lines.
17. Click Complete.
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NMSU Senior VP for Administration and Finance 11/14/2019
Cost Receiving
Cost Receiving is used for Consulting/Professional Services and other Open Orders. Typically these are
services provided by a vendor.
Invoices
View the invoice prior to receiving to ensure that the cost is accurate for the services delivered by the
vendor. AggieMart sends an email to the Purchaser when an invoice has been created and receiving is
required. Alternatively, invoices can be viewed from the PO as described below.
Invoice Look Up by PO Number
1. Log in to myNMSU Click on the AggieMart link on the left side of the screen.
2. From the AggieMart home page, click on the Orders icon.
3. Navigate to Search.
4. Click on Purchase Orders.
The Search Purchase Orders window will be displayed.
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NMSU Senior VP for Administration and Finance 11/14/2019
5. Quick Search: You can enter the PO number if known. Otherwise, you can leave it blank or enter
terms/partial terms such as: Vendor or Product information.
6. Click on My Purchase Orders to only view POs that you created.
7. A Date Range can be selected from the drop-down menu.
8. Click the Add Filter drop-down to choose filters. Some important filters are,
Vendor
Approved By
Department
Index
9. Click the Search icon to execute the search.
The search results will be displayed.
10. Click the PO Number you will receive on.
The Purchase Order will be displayed.
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NMSU Senior VP for Administration and Finance 11/14/2019
11. Click on Related Documents.
12. Click on the Invoice number.
The Invoice will be displayed.
13. The Document Total shows the invoiced amount.
14. Scroll down to view all details of the invoice.
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NMSU Senior VP for Administration and Finance 11/14/2019
15. Go back to the PO by scrolling to the top of the invoice Click View Related Documents.
16. Click View to the right of the Purchase Order number.
17. Click on the Purchase Order drop-down arrow.
18. Click Create Cost Receive.
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NMSU Senior VP for Administration and Finance 11/14/2019
The Receive screen is divided into two sections: Header Information and Receive Lines.
19. Header Information allows the user to capture receive details including the Receive Date, Packing
Slip No., Vendor Name, Received by, Receipt Address, and Delivery information.
20. Scroll down to the Receive Lines section.
Important Note about Receive Lines
If you are not going to receive on a PO Line No., you must remove the line from receiving as shown below.
This does not affect the PO, it is only for receiving. For example, if you have been invoiced for line #1 but
have not been invoiced for line #2, then line #2 must be removed.
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NMSU Senior VP for Administration and Finance 11/14/2019
21. On lines to receive Enter the Cost received. For example, if you have an Open Order line in the
amount of $1,200 and need to process a Cost Received in the amount of $100, then in the Cost box
you would enter $100.
22. For lines where 0 (zero) is received Click the Remove Line button for those lines.
23. Click Complete.
To make it easier to cross-reference you can click Show Receive Details and then
enter the invoice number in the Notes field.
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NMSU Senior VP for Administration and Finance 11/14/2019
Correcting Receiving
If the quantity or cost is over-received, you will have to correct it by doing another receive with a negative
value. For example: If $400 on an open order was received but the invoice was only $300, then another
receive has to be done in the amount of –$100. The same principle applies to quantity receives.
1. Open the PO.
2. Click on the Purchase Order drop-down menu.
3. Click on the appropriate receive type:
a. Create Quantity Receive
b. Create Cost Receive.
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NMSU Senior VP for Administration and Finance 11/14/2019
4. Scroll down to the Receive Lines section.
5. Enter the negative value in the Cost field (or Quantity field if for a quantity receive).
6. You may want to add a note to describe why a correction was necessary.
7. Click Complete.
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