Receive Purchase Order

This article describes the process of creating a receipt for a purchase order when one or more line items are partially or fully delivered.

See Documentation Topics:

Receiving Rules Management

Receipts Management

Receipts Configuration

Purchase Order Grid and Details

Imported Receipts Grid and Details

Amount-Based Receiving Overview

Receipts Import

Receipts Export

User Management

Invoice Reconciliation Rule Management

Overview

Depending on an organization's receiving policies, buyers have the option to explicitly receive an order when a Purchase Order has been placed.

Some items may be auto-received, such as low-dollar Purchase Orders or items with quick turnarounds, while some items, such as higher-dollar Purchase Orders, may be set to be manually received. 

The Receipts module in BuyerQuest also supports rejections and returns on receiving, along with reasons for each.  

Imported Receipts

Receipts may also imported from external systems and are featured in an Imported Receipts Grid. Included here is a sample Receipt that has been imported. 

Please Note that Receipts are either created manually or imported, but both receiving methods may not be used.

When a 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 in other receipts. 
3. The cXML Receipt updates Previously Received for Line Items in a BuyerQuest Purchase Order, based on received cXML.

Receipts May Clear Reconciliation Exceptions

The BuyerQuest platform allows a configuration to Auto Clear Reconciliation Exceptions on a rule-by-rule basis upon the creation of a Receipt.

See Invoice Reconciliation Rule Management for a detailed description of this configuration. 

Receipts Grid

Use the filters to search, select, view, and act upon Receipts and their associated Purchase Orders.

1. Locate Receipts or Purchase Orders by searching on number; or
2. Use the Filters to locate and select Receipts. 
3. View Receipt or Purchase Order from the ACTIONS column. 
4. Create a Receipt from a Purchase Order to view the Orders to Receivegrid. 
   Note

   For Create a Receipt, the receipt displays only lines of the Purchase Order the user is allowed to receive, as either the Requestor or part of the Content Group.

Create Receipt from Purchase Order from Receipts Grid

Create a Receipt from a Purchase Order from MY DOCUMENTS > Receipts. 

To view a list of Orders to Receive which can have Receipts Created, click on Create Receipt from PO. 

Orders to Receive 

View a grid of Purchase Orders to Receive by clicking on Create a Receipt from a Purchase Order. 

1. Locate a Purchase Order by searching on a PO number; or 
2. Use the Filters to target a Purchase Order for which to create a Receipt.
3. Create Receipt from the ACTIONS column.

Create Receipt from Purchase Order Grid or Details

Receipts can also be created from Purchase Orders from the Grid view or from a Purchase Order detail page. 

Create Receipt from the Purchase Order grid when status and permissions allow.

Create a Receipt from a Purchase Order when viewing the Purchase Order details. 

1. Create Receipt is available in the I want to .... drop down menu.
2. View Related Records as needed.
3. Expand the Purchase Order Line Items to view Shipping, Billing, and Accounting details.
4. History 
   Note

   Receiving tasks may be transferred from a user to another by an Administrator.
   When tasks have been transferred to a different user, the History section indicates that the receiver role has been updated.
   For a description of Transferred Tasks, see the topic User Management.

Create Receipt and Specify Items Received and Returned - Quantity-based Receiving

Provide date, quantity, and related information when creating a Receipt. 

The number of Items received and returned may also be entered, in addition to reasons for returning items. 

When the Receipt is submitted and validated without errors, The total quantity received for each line is calculated and saved.  The total received determines the status of each Purchase Order line and the entire Purchase Order

1. Change the date to reflect the actual date of receipt.
   Note

   if Receipts are configured to be limited to the Open Accounting Period, only dates within that period will be selectable.
   Dates outside of the Open Accounting Period will be grayed out and not selectable.
2. Supplier, Purchase Order, and Ordered Date are displayed for reference. 
3. Enter information on receiving for each line item in the Purchase Order.
4. Enter the total number of items received, including any that might be returned.
5. Enter the number of items that are being returned, including items that were previously received.
   Note

   The quantity returned cannot be greater than the sum of what was previously received and what is currently being received.
   If this occurs, a validation error displays and the Receipt will not be created.
6. Include the asset tag and serial numbers if required.
7. Click Add to enter a Reason in the text box. 
8. Include any Attachments relevant to the Receipt. 
9. Enter any Comments that may be relevant to the Receipt. 
10. Click on Receive Items  to create the Receipt. 

Create Quantity-based Receipts

Quantity-based receipts may be created when a line item on an order has been partially received.

You may change the Quantity To Receive when creating a Receipt.

Depending your organization's configuration, the status of an order may become Fully Received even if the Quantity to Receive hasn’t reached the full quantity on the Purchase Order. 

Create Amount-based Receipts

Amount-based receipts, like quantity-based receipts, involve changing the original information in the Purchase Order. Instead of changing the quantity, the amount is altered – possibly based on the PO and any discounts that may not have been included in the Receipt.

Create Quantity-based and Amount-based Receipt

Imported Receipt Details Page

Receiving via Email

When the option becomes available for a user to receive a Purchase Order, an email will be sent that allows them to click through to receive the order.

Receiving and Purchase Order Status Changes

The Purchase Order History features status updates when a Purchase Order is Auto or Manually Received.

1. Partially Received
   The System (auto received) or Receiver (manually received) receives some, but not all, of the items in the Purchase Order. 
2. Fully Received
   The System (auto received) or Receiver (manually received) fully receives the items or the remaining items in the Purchase Order. 
3. Fully Received Closed
   From a status of Partially Received, user receives the remaining items in the Purchase Order, including the tolerance value.
   From a status of Fully Received, user receives more items than specified in the Purchase Order, up to the tolerance value.