Finance FAQ – Receipting a Purchase Order Page 1

University Finance

Receipting a Purchase Order

PURPOSE:

Receiving is done through iProcurement for services and goods not sent through the Store (or where the store is unable to identify the goods). Receiving is important as it does a number of things in the system, specifically it:

- Tells Oracle the invoice is approved for payment - Recognises costs in the Finance Ledger

How to Receipt a Purchase Order

1. Click on the “Receiving” tab

2. Search Attribute “Find by Order Number” Enter Search Value PO# ie 353730 Click “GO” or simply select the order from your Requisitions to Receive List.

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Note Receipt Quality / Amount Unit is the amount (GST Free – Net Value) or quantity that still remains to be receipted. Never receipt a zero quantity, zero means the purchase order has already been receipted and there is no remaining quantity or amount to be received. Only receipt what has been received, overwrite the quantity and change the amount to the received amount e.g. there remains to be 68.61 on this purchase order, however if you only received or wish to receipt 28.61 then update the amount / quantity you are about to receipt.

3. “Select” and then change the value / quantity to the amount you want to receipt the goods for. Leave the Quantity / Amount if you are to receipt the full amount still to be receipted.

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4. Then Click “Next”

5. Invoice or Packing Slip Reference to be entered in the “Packing Slip” field or the

“Receipt Comments” field.

6. Then click on “Next”.

Below view is when receipting a requisition based on ‘Item Type’ – ‘Goods billed by quantity’

7. Before submitting your receipt request check that the Receipted Quantity / Amount is

what you wish to receipt.

8. Then Click “Submit”.

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9. A confirmation will appear with your receipt number and details of what you have

receipted i.e Receipt 408638 as displayed below.