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University Procurement System

Performing Receiving-related Functions

HOTZ Hall
University of Arkansas, Fayetteville

Table of Contents

Introduction

Processes: "How To For Performing Receiving"

Command Reference: Online Functions

University Procurement System

Performing Receiving-related Functions

BASIS Development Team

June 12, 2001

Introduction

BASIS Receiving System

Purpose

The BASIS Receiving system enables departments to provide electronic acknowledgement of orders received and to give authorization to pay or withhold payment on invoice lines processed by Accounts Payable. Purchase order (PO) attributes will dictate if receiving is required for payment authorization, as well as the type of receiving (by quantity or dollar amount). For instance, in the case of blanket POs, the unit of measure "$" on the PO requires the user to report the purchase date and total amount of the purchase. Non-blanket orders require the user to report acceptance of the product as well as the quantities received. Departments can control the total dollar amount that can be paid on a PO by establishing tolerance levels at the time of requisition entry.

Note: The PO Max can be exceeded by the taxes and, in some cases, miscellaneous charges. This control feature plus the fact that the department can identify the items which can be paid eliminates the need for departments to physically receive and review the vendor invoices. Furthermore, the invoice imaging system will give departments the ability to view any invoices logged by Accounts Payable. Also, BASIS provides various ways to track the status of invoice payments.

Features

  1. A more accurate accounts payable liability amount for a particular date can be established and reported via this system. The receiving date serves as the effective accounting date for the expenditure and liability. The expenditure and liability accounting entries are sent to the General Ledger in a batch process after the Disbursing Officer approves the BASIS payment record. Date of acceptance is entered by the user and is used to establish the effective accounting date. If the effective accounting date established by receiving falls in a closed period, the system uses an effective accounting date of the first day of the oldest open period.
  2. Receiving allows the user to post any quantity without regard to quantity ordered. In any case, the invoicing system will disallow a payment if it exceeds the PO Max. These problem invoices will require the Purchasing Expediter to work with the department to supplement the PO Max amount and, in the case of a bid, require Purchasing approval. It is possible for bids to include a PO Max which is approved by Purchasing (e.g., overruns for printing, bulk fuel). Receiving is disallowed for closed or canceled POs. You may not post to the receiving system purchase dates which are past a blanket order expiration date.
  3. Purchase orders will be managed more effectively since the receiving and invoicing status will be monitored by Purchasing, Accounts Payable, and the ordering department. A function is provided to close a PO line for which receiving has been completed for a lesser amount or quantity.
  4. Vendors normally provide itemized invoices with each line item of the purchase order shown separately. Partial payment on an incomplete shipment can be processed and tracked more efficiently in UPS. The system accommodates partial receipts by using the PO number, PO line - Rec/Inv Entry No.
  5. The receiving system is able to accommodate the need to correct previously recorded receiving entries as well as to authorize or change the authorization on the payment of parts of orders received. In any case, because the invoice must distribute the freight and tax down to the lines, the receiver line entry and the invoice line entry must match exactly for the entire invoice.

Blanket Orders

Receiving procedures for blanket orders require the use of the unit of measure "$" on the PO. By entering a unit of measure of "$" on the order the user is indicating that total dollar amount receiving (versus quantity received) is required.
  1. Purchases are almost always made in person where the merchandise is picked up from the vendor.
  2. The vendor normally writes a ticket and gives one copy to the individual making the purchase. An invoice for the purchase is mailed to Accounts Payable by the vendor for payment. The ticket has a number (which the vendor uses as the invoice number) and almost always includes a reference to the PO on the ticket.
  3. At the department, the ticket will be used to record in summary form the receipt of goods against the blanket PO. Receiving information logged will include the date received, the total dollar amount of the ticket, and the ticket number. Automatic approval to pay is given on $ Receiving entries.
  4. The BASIS Accounts Payable System will process the vendor invoice by matching it against the receiving record.
  5. The system will produce in batch a report of expenditures by invoice date range for each blanket order to identify departments that are exceeding their monthly purchase authorizations.
  6. Departments may utilize the function LIPO (List Invoice by PO) to monitor how close they are to their monthly spending limit or to provide a list in Departmental Accounting (DART) of expenditures by receiving document number for date period range.
  7. Purchasing will audit blanket order payments to verify that departments are not purchasing items which are disallowed under the blanket order agreement.

Purchase Orders that Do Not Require Receiving

Purchase orders with a PO Type of TA or TR, which are purchase orders issued through the TA or TRPO commands, do not require receiving.

Other purchase orders that do not require receiving to be performed are:

Any payments processed through the UPAY (Direct Pay Function) are payments that don't require a purchase order.

Processes: "How To For Performing Receiving"

This section explains the processes by which you perform certain activities related to performing Receiving. These sections are best used as step-by-step guides as you enter receiving entries and view entries using receiving lists.

How to Acknowledge Receipt of an Order Utilizing Dollar Receiving

The DRPO (Dollar Receiving for a Purchase Order) function allows you to acknowledge receipt of a specific dollar amount for an item in order for an invoice payment to be made to the vendor.

You must manually match dollar receivers to invoice entries in order for payment to the vendor to occur. When you enter and save a dollar amount received against an invoice entry, automatic approval to pay the invoice for that dollar amount is given. (This is in contrast to the quantity receiving function (QRPO) which requires you to specifically authorize payment to the receiver.) The dollar amount entered must also include any tax or freight associated with the line.

A "$" entered in the Unit of Measure field on the requisition and ultimately the PO, designates a purchase order line as requiring Dollar Receiving.

Note: All blanket purchase orders must be set up using Dollar Receiving. Other purchase orders in which you may choose to perform Dollar Receiving are Professional Service Contracts.

Step by Step Process

Adding a dollar receiver

  1. Verify an invoice entry exists.
    1. Go to LLPO (List Lines for a Purchase Order) to ensure that Accounts Payable has not already entered the invoice. This function will list all invoice and receiver activity for PO lines. If an invoice has been entered, you can match it to your receiving entry.
    2. Input the PO number and line number and press Enter.
    3. On LLPO, the system will display next to the line number either the DRPO (Dollar Receiving for a Purchase Order) or LUIP (List Unmatched Invoice Entries for a Purchase Order) command. If the LUIP command is displayed, then there is an unmatched invoice. You must determine if this invoice is related to the receiver you are prepared to enter.
  2. Identify the unmatched invoice that relates to your receiver (LUIP).
    1. Type an "X" on each line you wish to receive against.
    2. Press the PF2 (Suspd) key.
    3. A list of unmatched invoice entries will be displayed for the PO line.
    4. If one of the invoice entries matches the receiving entry you wish to input, then proceed to Step 3 "Matching a dollar receiver to an invoice," otherwise use Step 4 "Creating an unmatched dollar receiver."
  3. Matching a dollar receiver to an invoice (DRPO).
    1. Select the unmatched invoice entry that you want to receive against on LUIP.
    2. Press the PF2 (Suspd) key. System takes you to DRPO with an Action 'A'.
    3. Verify the amount on your receiver is the same as the amount on the invoice in the Amt Received If it is not, then press PF3 (Quit) to return to LUIP and repeat Step 2.
    4. Enter the Dt Received
    5. Enter the Ticket No if you have one.
    6. Enter the Comm if you want to record a brief description about this receipt.
    7. Press the PF10 (Save) key. The system returns you to the LUIP screen.
  4. Creating an unmatched dollar receiver.
    1. Select the DRPO line with the Quantity/Amount value * NO MATCH * and press the PF2 (Suspd) key. The system will take you to the DRPO function with an Action of A to add a dollar receiver without matching it to an invoice entry.
    2. Enter the Amt Received.

      Note: You will be able to receive more than the Ordered Amt on the line. The PO Max established from the Tolerance % you specified on the requisition determines how much can be paid on an invoice without requiring a supplement. No invoice that exceeds the PO Max will be paid until a supplement is processed.

    3. Enter the Dt Received, which defaults to the current date but is modifiable.
    4. Enter the Ticket No. This is an optional entry in which you may type a packing slip number or any other identifying data.
    5. Enter the Comm. This is an optional entry in which you may type a comment regarding this entry. For a blanket purchase order receiver you may want to type a brief description of the items purchased on this particular ticket.
    6. Press PF10 (Save) key. The system will display the Receiving Entry number assigned.

Updating a dollar receiver (DRPO)

All fields are modifiable as long as the dollar receiver has not been matched to an invoice. (Invoice line status ' ').
  1. Find the dollar receiver on LILP (List Invoice Lines for a PO).
    1. Input the PO number, and press Enter.
    2. Identify the dollar receiver entry and select it.
      1. Input "DRPO" in the Command field, and press Enter.
      2. Input an Action U, and press Enter. The system displays the dollar receiver
      3. Verify that this is the correct dollar receiver to be updated.
      4. Update the fields as necessary and press PF10 (Save) key.
If a receiver has been matched to an invoice the Amount Received field is no longer modifiable. You will then need to delete the receiver.

Deleting a dollar receiver (DRPO)

A dollar receiver may be deleted up until the invoice has been approved for payment by the Disbursing Office. If the invoice has been approved for payment, then you may contact the Accounts Payable office for further assistance.
  1. Find the dollar receiver on LILP (List Invoice Lines for a PO).
    1. Input the PO number, and press Enter.
    2. Identify the dollar receiver entry and select it.
      1. Input "DRPO" in the Command field, and press Enter.
      2. Input an Action D, and press Enter. The system displays the dollar receiver.
      3. Verify that this is the correct dollar receiver to be deleted. Press PF10(Save) key.

Related Topics

For further information on the DRPO (Dollar Receiving for a Purchase Order) function, please refer to the appropriate segment of the "Command Reference" section of this manual.

How to Acknowledge Receipt of an Order Utilizing Quantity Receiving

The QRPO (Quantity Receiving for a Purchase Order) function allows you to acknowledge receipt of item quantities for each PO line and authorize or withhold payment on invoices processed by Accounts Payable.

The system will automatically match up quantity receiving entries with unmatched invoice entries, splitting either one as necessary to create a quantity match that can be paid.

Step by Step Process

Adding a quantity receiver

  1. Display the lines of the purchase order by using LLPO (List Lines for Purchase Order).
    1. Input the PO number and press Enter. LLPO will display the lines of your purchase order.
    2. Select each line you wish to perform receiving on by typing an "X" on each line.
    3. Press the PF2 (Suspd) key. The system will take you directly to the QRPO function with an Action A (add).
  2. Create the quantity receiver by using QRPO.
    1. Type the Received Qty for the line you are receiving against.
    2. The Date Received defaults to the current date, but is modifiable if the item was received prior to the current date.
    3. The Ticket No field is an optional field in which you may type a packing slip number, ticket number, etc.
    4. The Payment Approval Cd is used to designate whether or not the item(s) are approved for payment. By pressing PF1 (Help), the following choices are available.
      G Good, Payment is approved for the Qty Received
      D Damaged, HOLD payment
      I Installation not complete, HOLD payment
      S Shipment incorrect, HOLD payment
      F Further follow-up action required, HOLD payment

      Note: If any of the Hold codes are used, you must later update the Payment Approval Cd to G whenever you determine the invoice should be paid.

    5. The Comm field is an optional field for use in making a comment regarding the receiving entry.

      Note: You will have the ability to receive more than what the Ordered Qty of the line was set up for. The PO Max established from the Tolerance you specified on the requisition determines how much can be paid on an invoice without a supplement. No invoice that exceeds the PO Max will be paid until a supplement to the PO is processed.

    6. Press the PF10 (Save) key.

Updating a quantity receiver

All fields are modifiable as long as the receiving entry has not been matched to an invoice. If an invoice has been matched, the Received Qty is no longer modifiable.
  1. Find the quantity receiver on LILP (List Invoices Lines for a PO).
    1. Input the PO number, and press Enter.
    2. Identify the quantity receiver and select it.
  2. Update the quantity receiver using QRPO.
    1. Input "QRPO" in the Command field and press Enter.
    2. Input an Action U, and press Enter. The system displays the quantity receiver.
    3. Verify that this is the correct quantity receiver to be updated.
    4. Update the fields as necessary and press PF10 (Save) key.

Deleting a quantity receiver

A receiving entry may be deleted by using Action D up until the invoice has been approved for payment by the Disbursing Officer. You would delete a quantity receiver in the event that you no longer wanted to approve payment for the quantity you received. If the quanitity receiver has been matched to an invoice contact the Accounts Payable office for further assistance.
  1. Find the quantity receiver on LILP (List Invoices Lines for a PO).
    1. Input the PO number, and press Enter.
    2. Identify the quantity receiver and select it.
  2. Delete the quantity receiver using QRPO.
    1. Input "QRPO" in the Command field, and press Enter.
    2. Input an Action D, and press Enter. The system displays the quantity receiver.
    3. Verify that this is the correct quantity receiver to be deleted.
    4. Press PF10 (Save) key to delete.

Related Topics

For further information on the QRPO (Quantity Receiving for a Purchase Order) function, please refer to the appropriate segment of the "Command Reference" section of this manual.

Command Reference: Online Functions

The functions and lists associated with performing Receiving within the UPS (University Procurement System) are defined on the following pages.

DRPO - Dollar Receiving for a Purchase Order

Figure 1 is an example of the screen presented during processing of the DRPO function.

Figure 1. Data Entry Screen - DRPO


 6002249:001 Entry 0001 displayed; please enter new key fields
   Next Record after 6002249:000 Entry 0000 retrieved        DRPO 05/06/97 08:35
  Command:       Action: V  Req:         :       PO: 6002249 : 1     TA:
  Rec/Inv Entry No: 1
 -------------------------------------------------------------------------------
 Action: V PO No: 6002249 : 1   Rec/Inv Entry No: 1
 
 Desc: Hardware supplies                        Vendor Item No:
 Requestor: Trish Watkins        Ph: 501/575-3909      BU: FLAN FOREIGN LANGUAGE
 Vendor ID: 101242-01-002 Westlake Hardware
 ===============================================================================
 AP ID:            Invoice No:                 :    Date Invoice:
 Entry Status: R Recving entry; No inv activity     Inv Line Amt:
 
 ORDERED  Amt:               (incl tax and freight)
 Amt Received:         18.20  Dt Received: 04/30/1997 Ticket No: 123456
 
 Comm: hammer, pliers, screwdriver
 
 
 Entered By: GWSMITH                                    On: 04/30/1997 10:08
 Updated By:                                            On:
 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Help  Suspd Quit  DCode                   NextR
Figure 2 is an example of the screen presented when you press the PF4 (DCode) while in the DRPO function.

Figure 2. DeCode Window - DRPO


 Buyer: GWSMITH  Greg W. Smith
 
 Vendor Addr:    Westlake Hardware
                 2301 W. 6th Street
 
 City: Fayetteville              State: AR Zip: 72701
 
 Ship To:        Agronomy Dept
                 Altheimer Lab
                 276 Atheimer Dr
 City: Fayetteville              State: AR Zip: 72701
 
 Bill To: ATTN: Accounts Payable Division
 
 Handling:
Figure 3 is an example of the screen displayed when the PF12 (CCC) key is pressed.

Figure 3. Cost Center Distribution


--CCC No------------------------Name----------------------------%--Category--PR-
 9999-99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXX XXXXXXXX XX
 9999-99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXX XXXXXXXX XX
 9999-99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXX XXXXXXXX XX
 9999-99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXX XXXXXXXX XX
 9999-99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXX XXXXXXXX XX
 9999-99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXX XXXXXXXX XX
 9999-99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXX XXXXXXXX XX
 9999-99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXX XXXXXXXX XX
 9999-99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXX XXXXXXXX XX
 9999-99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXX XXXXXXXX XX
 
PF10=Save

The following sections describe the DRPO (Dollar Receiving for a Purchase Order) function.

"Purpose"
"Key Fields Required in the Banner"
"Valid Actions"
"Validations"
"Processing"
"Related Topics".

Purpose

The DRPO (Dollar Receiving for a Purchase Order) function allows the user to acknowledge receipt of a specific dollar amount for an item in order for an invoice payment to be made to the vendor. When the user enters and saves a dollar amount received, automatic approval to pay the invoice is given. The dollar amount entered must also include any tax or freight associated with the line.

Key Fields Required in the Banner

Valid Actions

View {V}
Update {U}
Delete {D}

Validations

  1. The Amt Received is a required entry field.
  2. The Date Received is a required entry field.
  3. The Date Received will default to the current date, but is modifiable.
  4. The Date Received may not be future-dated.
  5. Any purchase order lines without a $ sign in the Unit of Measure field may not be received using this function.
  6. The Date Received may not be later than the PO Expiration Date on the Purchase Order.
  7. PO Types of TA and TR may not be received using this function.
  8. Receiving will not be performed on POs with Handling Codes of C or I.
  9. Receiving will not be allowed on a PO line that has a PO line status of P, X, or C.
  10. Receiving will not be allowed on a PO in which the header has a status of P, C, or X.
  11. A receiving entry may not be updated if the invoice line has been approved for payment by the Disbursing Office.
  12. A receiving entry may not have the dollar amount updated if the entry has been matched to an invoice entry. If there is a problem, the entry must be deleted.
  13. Lines set up as negative lines (e.g.: discounts, trade-ins) will require the user to enter a negative amount.
  14. A receiving entry may not be deleted if the invoice line has been approved for payment by the Disbursing Office.
  15. If updating with an invoice present, the $ amount received must match the dollar amount invoiced.
  16. A PO may not be received against if the PO Effective Date is later than the current date.

Processing

A $ sign entered in the Unit of Measure field on the requisition, and ultimately on the purchase order, designates a line as requiring dollar receiving. Blanket purchase orders will always utilize this function for receiving. Other examples are Professional Services, certain construction purchases, maintenance agreements, etc., where quantity receiving is not appropriate.

When receiving by dollar amount, if it is possible that the invoice has already been entered by Accounts Payable, the user should access the LUIP (List Unmatched Invoices for a Purchase Order) function. Users should access LLPO (List Lines of a Purchase Order) before beginning the receiving process. The system will display the appropriate Command in which to begin receiving. If the invoice has been entered, the Command LUIP will be displayed. By selecting and pressing PF2, the system will take the user to the LUIP function in order to view all invoice entries. If the invoice is listed that matches what is to be received, the user will select that line and press PF2. The system will take the user to the DRPO function with an Action of U. The user can also go directly to DRPO and enter the Rec/Inv Entry No with an Action of U to update.

If the invoice has not been entered, the user will go to DRPO with an Action of A to add the receiving entry.

The Date Received will default to the current date but is modifiable.

When receiving against the lines of the purchase order a Rec/Inv Entry No will be assigned by the system in order to make receiving entries unique in order to permit partial receipts of an order. The following information will be displayed from the purchase order:

The following fields will be required entry by the user:

A Receiving entry may be updated in order to modify any of the following information:

If the invoice has been received and entered by Accounts Payable, the following information pertaining to the Invoice will be displayed:

A receiving entry may not be updated if the invoice line has been approved for payment by the Disbursing Office.

The PO Max on the purchase order is a result of the Tolerance specified on the requisition. When receiving against the lines of a purchase order, the system will allow the user to receive dollar amounts in excess of what is shown on the purchase order if using an Action of A. If you are using an Action of U to update an invoice entry, the dollar amount you are receiving must match the dollar amount of the invoice entry. In either case, if the total amount received and invoiced exceeds the PO Max, an update (supplement) to the purchase order will be required, before the invoice can be paid.

A receiving entry may be deleted up until the point the Disbursing Office has approved payment of the invoice. Some examples of why a Receiving entry may require deletion are:

Related Topics

Information on the following topics may be selected after issuing the command Help:
Alternate Entry Formats Valid entry formats for dates and amounts
Accounting Rules Expense Dates Associated with General Ledger

The following commands perform processing functions related to the DRPO function. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens:

LUIP List Unmatched Invoices for a PO
LLPO List Lines of the Purchase Order
QRPO Quantity Receiving for a Purchase Order

Pressing PF1 while the cursor is in the Command field of any Menu screen will produce a pop-up window from which help can be selected on how to use menus, commands, key fields, PF keys, and list functions.

QRPO - Quantity Receiving for a Purchase Order

Figure 4 is an example of the screen presented during processing of the QRPO function.

Figure 4. Data Entry Screen - QRPO


 6002118:001 Entry 0001 displayed; please enter new key fields
   Next Record after 6001150:001 Entry 0001 retrieved        QRPO 05/06/97 09:00
  Command:       Action: V  Req:         :       PO: 6002118 : 1     TA:
  Rec/Inv Entry No: 1
 -------------------------------------------------------------------------------
 Action: V PO No: 6002118 : 1   Rec/Inv Entry No: 1
 
 Desc: Floppy Disk (3.5") DS/HD (1.44MB)        Vendor Item No: KAO#390-32070
 Requestor: Drk                  Ph: 501/575-5317      BU: AVCB ASSO VICE CHAN B
 Vendor ID: 101306-01-001 Carolina Ribbon
 ===============================================================================
 AP ID:              Invoice No:                 :      Date Invoice:
 Entry Status: R Recving entry; No inv activity         Invoice Qty:
 
 ORDERED  Qty:      2.000  UM: BOX  Item Packed Qty:
 RECEIVED Qty:      2.000  Date Received: 04/14/1997  Ticket No:
 Payment Approval Cd: G Good; Payment is approved
 
 Comm:
 
 Entered By: DKEITH                                     On: 04/14/1997 10:50
 Updated By:                                            On:
 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Help  Suspd Quit  DCode                   NextR
Figure 5 is an example of the screen presented when you press the PF4 (DCode) while in the QRPO function.

Figure 5. DeCode Window - QRPO


 Buyer: GWSMITH  Greg W. Smith
 
 Vendor Addr:    Westlake Hardware
                 2301 W. 6th Street
 
 City: Fayetteville              State: AR Zip: 72701
 
 Ship To:        Agronomy Dept
                 Altheimer Lab
                 276 Atheimer Dr
 City: Fayetteville              State: AR Zip: 72701
 
 Bill To: ATTN: Accounts Payable Division
 
 Handling:
Figure 6 is an example of the screen displayed when the PF12 (CCC) key is pressed. This screen allows the user to view the cost center distribution used on the purchase order.

Figure 6. Cost Center Distribution


--CCC No------------------------Name----------------------------%--Category--PR-
 9999-99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXX XXXXXXXX XX
 9999-99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXX XXXXXXXX XX
 9999-99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXX XXXXXXXX XX
 9999-99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXX XXXXXXXX XX
 9999-99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXX XXXXXXXX XX
 9999-99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXX XXXXXXXX XX
 9999-99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXX XXXXXXXX XX
 9999-99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXX XXXXXXXX XX
 9999-99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXX XXXXXXXX XX
 9999-99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXX XXXXXXXX XX
 
PF10=Save

The following sections describe the QRPO (Quantity Receiving for a Purchase Order) function.

"Purpose"
"Key Fields Required in the Banner"
"Valid Actions"
"Validations"
"Processing"
"Related Topics".

Purpose

The QRPO (Quantity Receiving for a Purchase Order) function allows the user to acknowledge receipt of item quantities for each purchase order line and to authorize whether or not to pay an invoice processed by Accounts Payable.

Key Fields Required in the Banner

Valid Actions

View {V}
Update {U}
Delete {D}

Validations

  1. The Qty Received is a required field
  2. A receiving entry may not have the quantity updated if the entry has been matched with an invoice entry. If there is a problem with the entry it must be deleted.
  3. Purchase orders with a $ sign in the UM (unit of measure) field may NOT be received using this function.
  4. The Date Received is a required entry field.
  5. The Date Received may not be future-dated.
  6. The Date Received will default to the current date, but is modifiable by the user.
  7. Receiving will not be performed on POs with a handling codes of C or I.
  8. Receiving will not be performed on PO types of TA and TR.
  9. Receiving will not be allowed on a PO line that has a PO line status of P, X, or C.
  10. Receiving will not be allowed on a PO if the header has a status of P, C, or X.
  11. A receiving entry may not be updated if the invoice line has been approved for payment by the Disbursing Office.
  12. A receiving entry may not be deleted if the invoice line has been approved for payment by the Disbursing Office.
  13. A receiving entry may not be updated if matched to an invoice entry. If it has been matched, then the receiving entry must be deleted unless the update is to merely to change the follow up code.
  14. A PO may not be received against if the PO Effective Date is later than the current date.
  15. The Payment Approval Code field is a required entry field. Valid values are:
    G Good, Payment is approved for the Qty Received
    D Damaged, Hold Payment
    I Installation not complete, Hold Payment
    S Shipment incorrect, Hold Payment
    F Further follow-up action required, Hold Payment

Processing

The system will automatically match up quantity receiving entries with unmatched invoice entries, splitting either one as necessary to create a quantity match that can be paid.

When receiving against the lines of the purchase order, a Rec/Inv Entry No will be assigned by the system to make receiving/invoicing entries unique in order to permit partial receipts of an order. The following information will be displayed from the purchase order:

If the invoice has been received and entered by Accounts Payable, the following information pertaining to the invoice will be displayed:

The following fields will be required entry by the user:

A receiving entry may be updated in order to modify any of the following information:

A receiving entry may not be updated if the invoice line has been approved for payment by the Disbursing Office.

The PO Max on the purchase order is a result of the Tolerance specified on the requisition. When receiving against the lines of a purchase order, the system will allow the user to receive quantites in excess of what is shown on the purchase order. When the invoice is entered for payment, if the total amount of the invoice exceeds the amount of the purchase order maximum, a supplement to the purchase order will be required. If the additional quantities received are not allowable due to the method of procurement, the user will be asked to update the receiving entry and modify the quantity received to the allowable amount, with additional quantities to be paid for via another method if an invoice has not been matched to the entry. If an invoice has been matched, the user will be requested to cancel the receiving entry and enter a new receiving entry for the quantity allowable.

A receiving entry may be deleted up until the point the Disbursing Office has approved payment of the invoice. When a receiving entry is to be deleted, you will be required to use an Action D, which will result in a deletion of the receiving entry. Some examples of why a receiving entry may require deletion are:

Related Topics

Information on the following topics may be selected after issuing the command Help:
Alternate Entry Formats Valid entry formats for dates and amounts

The following commands perform processing functions related to the QRPO function. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens:

LLPO List Lines of the Purchase Order
DRPO Dollar Receiving for a Purchase Order

Pressing PF1 while the cursor is in the Command field of any Menu screen will produce a pop-up window from which help can be selected on how to use menus, commands, key fields, PF keys, and list functions.

LURP - List Unmatched Receivers for a Po

Figure 7 is an example of the screen presented during processing of the LURP function.

Figure 7. LURP - List Unmatched Receivers for a Po


 Select an entry, or enter new keys
  UPOLURP 1 DEMO     List Unmatched Receivers for a PO - LURP     05/11/97 17:09
  Command:       Action: V  Req:         :       PO: 6002128 : 1     TA:
 
 -------------------------------------------------------------------------------
 List of Unmatched Receivers for PO 6002128 : 1
 
 PO Vendor: Westlake Hardware                        Line Status: O Open
 Line Desc: Miscellaneous Hardware Supplies          PO Line Tot:           0.00
 
         Cmd    Rec/Inv   Pymt     Date                         Receiver
       w/Action Entry No Apprvl  Received    Ticket Number   Quantity/Amount
     _  PAYD  A   1        G     04/21/97                             58.10
     _  PAYD  A                                              * NO MATCH *
     _
     _
     _
     _
     _
     _
 
                  Rec/Inv Entries 1     thru 2     of 1
 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Help  Suspd Quit  DCode RStrt

The following sections describe the LURP functions:

"Purpose"
"Key Fields Required in the Banner"
"Processing"
"Related Topics".

Purpose

This function provides a facility for departments or Expediters to determine the status of a receiver.

Key Fields Required in the Banner

Processing

All receivers with a Status of R (receiving entry recorded, no invoice activity) that were created by the department for a specific PO number/line number using the either the DPRO or QRPO functions are displayed.

This list when used in conjunction with LUIP (List Unmatched Invoices for a PO) and LUSP (List Unmatched ap entries by Status and PO line), may help determine if an invoice has been received, if any receivers have been entered and why payment has not occurred.

Related Topics

Information on the following topics may be selected after issuing the command Help:
Suspend Using PF2 (Suspd) to suspend to related functions.
Alternate Entry Formats Valid entry formats for dates and amounts
Standard Validations Validations performed on data entered in Invoice Log records
Accessing Invoice Images Using the image database to view imaged invoices

The following commands perform processing functions related to the invoices. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens.

LUIP List Unmatched Invoices for a PO
LUSP List Unmatched ap entries by Status and PO line
DRPO Dollar Receiving for a PO
QRPO Quantity Receiving for a Purchase Order
PAYD invoice PAYment line by Dollar unit of measure
PAYQ invoice PAYment line by Quantity unit of measure
ILOG Invoice LOG
PLOG Paid invoice LOG

Pressing PF1 while the cursor is in the Command field of any Menu screen will produce a pop-up window from which help can be selected on how to use menus, commands, key fields, PF keys, and list functions.

LUIB - List Unmatched Invoice entries for a Budgetary unit

Figure 8 is an example of the screen presented when the LUIB command is accessed.

Figure 8. LUIB - List Unmatched Invoice entries for a Budgetary unit


 UPOLUIB 1 DEMO  List Unmatched Invoice entries for a BU - LUIB  10/15/97 12:29
 Command:       Action: V  Req:         :       PO:         :       TA:
 BU: ELEG  Date Activity: 10/15/1997
-------------------------------------------------------------------------------
List Unmatched Invoice entries for Budgetary unit: ELEG ELECTRICAL ENGINEERING
    starting from oldest activity through invoicing activity on: 10/15/1997
 
            PO            PO Qty       PO Item         PO Item     Rec/Inv  App
   Cmd   Num/Line   UM   Ordered      Unit Price    Extnded Price  Entry No  Cd
-- ---- ----------- --- ---------- ---------------- -------------- -------- ---
 _ DRPO 6002558 001 $        1.000                                   0001
 Item: Miscellaneous hardware supplies            Vndr Itm No:
 PO Vndr: Westlake Hardware                                AP ID: 000020390
 Rqstr: Douglas Wilde          Phone: 501-575-8604
 
 _ DRPO 6002564 001 $        1.000                                   0001
 Item: Miscellaneous Hardware Supplies            Vndr Itm No:
 PO Vndr: Westlake Hardware                                AP ID: 000020397
 Rqstr: Mary Gail Reed         Phone: 501-575-3009
 
                Invoices     1 through     2 of    15 displayed
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
      Help  Suspd Quit  DCode RStrt             Forwd
Select an entry, PF8 to page forward, or enter new keys
Figure 9 is an example of the screen presented after pressing the PF4 (DCode) key in the LUIB function.

Figure 9. Decode Window - LUIB


            PO            _____________ Invoice Item Information _____________
   Cmd   Num/Line   UM   |
-- ---- ----------- ---  |
 _ DRPO 6002558 001 $    | Qty/Amt:          50.00
 Item: Miscellaneous har | Msc:           Tax:        3.10 Frt:
 PO Vndr: Westlake Hardw |
 Rqstr: Douglas Wilde    | Itm Totl:          53.10 Inv No:  6002558
                         |
 _ DRPO 6002564 001 $    | Qty/Amt:          50.00
 Item: Miscellaneous Har | Msc:           Tax:        3.10 Frt:
 PO Vndr: Westlake Hardw |
 Rqstr: Mary Gail Reed   | Itm Totl:          53.10 Inv No:  6002564
 
                Invoices Press ENTER to continue

The following sections describe the LUIB (List Unmatched Invoice entries for a Budgetary unit

"Purpose"
"Key Fields Required in the Banner"
"Processing"

Purpose

This list function provides the facility for viewing all unmatched invoice entries for a Budgetary Unit for a given ending date. In other words, these entries have not had any receiving performed. These entries are in order by oldest to newest for the date entered in the banner. The Purchase Order and Purchase Order Line # for which the invoice entry is for, is also displayed. This list will be used by departments in order to identify those Purchase Order/lines in which an invoice has been received, but no Receiving has been done.

Key Fields Required in the Banner

Processing

The user will enter the Budgetary Unit they are looking for along with a date in which they want to see invoice activity up to that point. In other words, by inputting the current date in the date field, the user would see all invoices for a particular BU that have not had Receiving performed through the current date.

The appropriate receiving command will be displayed for each line, designating whether the line is to be received by dollar or quantity. This designation is based on the UM (unit of measure) field on the line for either DRPO or QRPO functions.

By pressing the PF4 (Decode) key, a window will be displayed which will show the Qty or Dollar amount invoiced for a particular line, along with any charge for Freight, Tax, Misc.

By selecting a line and pressing PF2, the system will take you to the appropriate Receiving function in order to perform Receiving. Once a Receiving entry has been entered, the system will match it to the Invoice entry and the invoice line will no longer appear on this list.

LURB - List Unmatched Receiving entries for a Budgetary unit

Figure 10 is an example of the screen presented when the LURB command is accessed.

Figure 10. LURB - List Unmatched Receiving entries for a Budgetary unit


 UPOLURB 1 DEMO  List Unmatched Receiving entries for BU - LURB  10/15/97 13:09
 Command:       Action: V  Req:         :       PO:         :       TA:
 BU: ELEG  Date Activity: 10/15/1997
-------------------------------------------------------------------------------
List Unmatched Receiving entries for Budgetary unit: ELEG ELECTRICAL ENGINEERIN
    starting from oldest activity through receiving activity on: 10/15/1997
 
        PO              PO Qty         PO Item         PO Item    Rec/Inv   App
     Num/Line    UM    Ordered       Unit Price     Extnded Price Entry No  Cd
--  -----------  ---  ----------  ----------------  ------------- --------  ---
 _  6002565 001  EA        1.000         369.00000         369.00   0001
 Item: Steelcase bookcase                           Ticket No: 6002565
 PO Vndr:   Fort Smith Office Supply                  Vnd Ph: 501-455-5555
 Rqstr: Douglas Wilde         Phone: 501-575-8604
 
 _  6002569 001  EA        1.000         369.00000         369.00   0001
 Item: Steelcase bookcase model 22940               Ticket No: 29287
 PO Vndr:   Fort Smith Office Supply                  Vnd Ph: 501-455-5555
 Rqstr: mgr                   Phone: 501-575-3009
 
                Invoices     1 through     2 of     5 displayed
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
      Help  Suspd Quit  DCode RStrt             Forwd
Select an entry, PF8 to page forward, or enter new keys
Figure 11 is an example of the screen presented after pressing the PF4 (DCode) key in the LURB function.

Figure 11. Decode Window - LURB


        PO             _____________ Receiver Entry Information _______________
     Num/Line    UM   |                    and Comments
--  -----------  ---  |
 _  6002565 001  EA   | Qty/Amt:          1.000     Date Received: 07/01/1997
 Item: Steelcase book | Entered: DWILDE             Updated: DWILDE
 PO Vndr:   Fort Smit | Bookshelf system, but damaged and am working with vendo
 Rqstr: Douglas Wilde | r to correct Resolved problem with vendor 21 May 97
                      |
 _  6002569 001  EA   | Qty/Amt:          1.000     Date Received: 07/01/1997
 Item: Steelcase book | Entered: MGREED             Updated: MGREED
 PO Vndr:   Fort Smit | bookcase has hole in side. WOrking with vendor recieved
 Rqstr: mgr           |  good bokcase
                      |
                Invoi         Press ENTER to continue

The following sections describe the LUIB (List Unmatched Invoice entries for a Budgetary unit

"Purpose"
"Key Fields Required in the Banner"
"Processing"

Purpose

This list function provides the facility for viewing all 'unmatched' Receiving entries for a Budgetary Unit for a given ending date. In other words, these entries have not had an invoice entry made by Accounts Payable. These entries are in order by oldest to newest for the date entered in the banner. The Purchase Order and Purchase Order Line # for which the Receiving entry is for, is also displayed. This list will be used by departments in order to identify those Purchase Order/lines in which Receiving has been received, but no Invoice has been received by Accounts Payable and entered.

Key Fields Required in the Banner

Processing

The user will enter the Budgetary Unit they are looking for along with a date in which they want to see Receiving activity up to that point. In other words, by inputting the current date in the date field, the user would see all Receiving for a particular BU that have not had invoices entered by Accounts Payable through the current date.

By pressing the PF4 (Decode) key, a window will be displayed which will show the Qty or Dollar amount Received for a particular line, along with any Comments, and also the User ID of the person who entered the Receiving entry. Once an Invoice has been received and entered by Accounts Payable, the system will match the invoice entry to the Receiving entry and the entry will no longer appear on the list.

LUSP-List Unmatched ap entries by Status and Po line

Figure 12 is an example of the screen presented during processing of the LUSP function.

Figure 12. LUSP - List Unmatched ap entries by Status and Po line


 Select an entry, or enter new keys
  UPOLUSP 1 DEMO    List Unmatched AP entries by Status - LUSP    03/25/97 14:00
  Command:       Action: V  Req:         :       PO: 6001550 : 1     TA:
  Status: I
 -------------------------------------------------------------------------------
 List of Unmatched AP entries with status  Invoiced; receiving incomplete
   for PO 6001550 : 1
 PO Vendor: Wiggins; Frank                           Line Status: O Open
 Line Desc: Reimbursement for Lunch at the Haffbrau  PO Line Tot:          72.06
 
               Entry                       Rec/Inv     Date   Pmt
   Sta  AP ID    No  Inv Number/Suffix  Qty or Amount Rec/Inv Apvl  Ticket No
  _ I 1550      1                               72.06 11/05/96
  _
  _
  _
  _
  _
  _
  _
 
                  Rec/Inv Entries 1     thru 1     of 1
 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Help  Suspd Quit  DeCodeRStrt            Forwd
Figure 13 is a generic example of the pop-up screen presented when a line is selected and PF4 is pressed.

Figure 13. Decode window for LUSP


VWR Scientific                                     AP ID:  000475401
Div of VWR Corp                           Vendor Inv Amt:         481.94
PO Box 640169                            Vendor Paid Amt:         479.81
                                            Discount Amt:           4.81
Montclair                 CA  91052          Amount Paid:         475.00
 
BU: POSC POULTRY SCIENCE
PO: 6029791      PO Code: AA      PO Status: C        PO Type: RE
Log Problem Code:            Invoice Status: A     Rejection Code:
Voucher: 1999 CR02 BMSFC          479.81
                                                  Check No: 10202160
 
 
Remittance Advice/Comment

The following sections describe the LUSP function:

"Purpose"
"Key Fields Required in the Banner"
"Processing"
"Related Topics".

Purpose

The LUSP function lists all unmatched AP entries for a PO number starting from a PO line number and status displayed in receiving/invoice entry number order.

Key Fields Required in the Banner

Processing

If five (5) items are received and assigned a payment approval code of G and only three (3) items are invoiced, if the Status of I is entered on LUSP, no entries will be displayed because the three (3) invoiced items have been matched by the system to three (3) of the items received and can be paid. If Status R is entered, LUSP will display an entry that shows two (2) unmatched receivers.

Valid Status Codes are:

R Receiving entry recorded - no invoice activity
I Invoice line entered but either no receiving has been performed or payment approval is not provided.
C Credit memo line not yet approved by department.

Note: Entries with a blank Statuscannot be viewed on this list. The definition of this Status is: Approved for payment, the receiving entry and invoice line have been matched.

Related Topics

Information on the following topics may be selected after issuing the command Help:
Suspend Using PF2 (Suspd) to suspend to related functions.
Alternate Entry Formats Valid entry formats for dates and amounts
Standard Validations Validations performed on data entered in Invoice Log records
Accessing Invoice Images Using the image database to view imaged invoices

The following commands perform processing functions related to the invoices. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens.

LUIP List Unmatched Invoices for a PO
LURP List Unmatched Receivers for a PO
DRPO Dollar Receiving for a PO
QRPO Quantity Receiving for a Purchase Order
PAYD invoice PAYment line by Dollar unit of measure
PAYQ invoice PAYment line by Quantity unit of measure

Pressing PF1 while the cursor is in the Command field of any Menu screen will produce a pop-up window from which help can be selected on how to use menus, commands, key fields, PF keys, and list functions.

Footnotes:
1
Will default to the quantity shown on the PO for that particular line, or Invoiced Qty if the invoice was entered prior to receiving. This field is modifiable.
2
Will default to current date, but is modifiable.
3
Will default to 'G' approved to pay, but is modifiable.
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