Imported Receipts Grid and Details

Receipts may be imported into the BuyerQuest system for the purpose of matching and reconciliation.

See Documentation Topics:

Receipts Integration - cXML Receipts Import

Receipt Inbound - cXML Specification

Overview

The Imported Receipts Grid provides access to Receipts transmitted to the BuyerQuest platform in cXML from an outside system. Imported Receipts can be searched and viewed for reference and further action.

cXML Receipts for BuyerQuest Purchase Orders

When a new cXML Receipt is imported for a BuyerQuest Purchase Order:

1. The cXML Receipt ignores Receiving rules
2. The cXML Receipt updates Line Item / BQ PO status regarding under/over receiving tolerance including previously received/returned items by other receipts.
3. The cXML Receipt updates Previously Received for Line Items in BQ PO based on received cXML.
4. The system ignores the max received quantity for a Line Item - any quantity is acceptable when the Receipt type is Received in cXML.
5. The system ignores the max returned quantity for Line Item - any quantity is acceptable when the Receipt type is Received in cXML.

When a cXML Receipt update is received for a BuyerQuest Purchase Order: 

1. The System updates the data in the existing Imported Receipt with the data from the new cXML Receipt. 
2. The System recalculates Line Item / Previously Received values / and BuyerQuest Purchase Order status of related Purchase Orders based on the new values
3. New History record is captured on the Purchase Order Details page. 

Imported Receipts Grid

A separate Grid listing Receipts transmitted from an outside system is available from the Main Menu at MY DOCUMENTS > Imported Receipts. 

1. A specific Receipt may be located by a Search on the BuyerQuest Receipt number, the External Receipt number, the BuyerQuest Purchase Order number or the ERP Purchase Order number.
2. Receipts may be located by using the filters: Received Date, Supplier, Received by, or Created Date
3. The External Receipt number is displayed in the grid for reference.
4. Receipts may be imported for either a BuyerQuest Purchase Order or an ERP Purchase Order. 
5. Available Actions are View Receive or View Purchase Order. 

Notes on Purchase Order Validation during Receipt Import

See the settings in Receipts Integration - cXML Receipts Import

1. When Allow cXML Receipt Import for Imported POs = Yes THEN:
   1. The System validates whether the provided value has a match by ERP-PO # or BQ PO # within Imported POs
   2. IF a Match is found within Imported POs:
      1. The Receipt is imported for PO with appropriate ERP-PO #
2. Otherwise, if Allow cXML Receipt for BQ POs = Yes THEN:
   1. The System validates if the provided value has a match by ERP-PO # or BQ PO # within BQ POs.
   2. IF a Match found:
      1. The Receipt is imported for the PO with appropriate BQ PO # 
3. IF (Allow cXML Receipt Import for Imported POs OR/AND Allow cXML Receipt for BQ POs = Yes) AND No match is found:
   1. An Error is returned:  "Receipt could not be created because orderID specified does not exist in the system." is returned.
   2. cXML Receipt is not imported.

Imported Receipt Details

Action available on the Imported Receipt Details page is Save to PDF.

1. Receipt Information displays the Creation Method as cXML for an Imported Receipt.
2. Related Records are listed and offer access to the Purchase Order and other Receipts.
3. Comments may be included in the cXML Receipt import. 
4. The History displays the creation method for the Receipt as cXML import.