Weekly Incomplete Documents Report
The Weekly Incomplete Documents Report is attached. Items over 30 days old have been highlighted. Please note the instructions below on completing these documents.
· For: POs with invoices and no Receivers
If the goods or services have been received, go to FPARCVD to complete the receiving process. If not, notify the vendor and relay expected receipt date to Accounts Payable at . Complete the receiving process ASAP once goods or services have been received.
· For: POs with receivers and no invoices
Remember, all invoices need to be forwarded to Accounts Payable for payment. If the invoice was received by your department, please forward it to for payment, otherwise Accounts Payable will contact the vendor for an invoice. The address for AP is:
Collin College
P.O. Box 8021
McKinney, TX 75070-8021
Attn: Accounts Payable
If the FPARCVD form was entered in error, you can delete it by choosing Record Remove, Record Remove in Banner. You will get the message: “Receiver#.Y00XXXXX and all detailed records have been deleted”.
Detailed Receiving instructions are below (Banner Finance 8.8 User Guide)
FPARCVD INSTRUCTIONS:
Steps
Receiving Processing
Creating a Receipt of Goods
Enter a receipt of goods on the Receiving Goods Form (FPARCVD). To enter a receipt of
goods, perform the following steps:
1. Access FPARCVD from the Receiving Process Menu (*FINRECV). Use this form to
enter or update receiving header and detail information on a packing slip.
2. Enter the receiver document code number or type NEXT to have the system generate
a number for you. Click the search button or request a List to select an existing
receiver document and packing slip number.
3. To create or view comments associated with the receiver document, click the View
Receiving Text link to access the General Text Entry Form (FOATEXT).
4. Select Next Block.
5. The Receiving Method and Carrier fields are optional. The Date Received and the
Received By fields automatically default into the form. Enter the Date Received.
This is a required field.
6. Select Next Block to enter packing slip information.
Entering Packing Slip Information
1. Enter the Packing Slip number. All purchase orders on the packing slip must have the
same vendor. You may use the Search feature or request a List to select from a list
window. Bill of Lading is an optional field.
2. To create or view comments associated with the packing slip, select the View Packing
Slip Text link to access the General Text Entry Form (FOATEXT).
3. Select Next Block to enter purchase order information.
Entering Purchase Order Information
Purchase orders are not required to be closed out prior to invoicing. As a result, invoicing
may be performed before receiving.
1. Enter the Purchase Order number for the purchase order associated with the packing
slip. This is a required field.
You can navigate to one of the following areas from the Purchase Order field:
• To access the Purchase Order Validation Form (FPIPOHD) click on the search
button, or select List.
• To view the open purchase orders click on the search button or select Next Set of
Records to access the Open Purchase Orders by Vendor Form (FPIOPOV).
• To access the Purchase/Blanket/Change Order Query Form (FPIPURR), click on
the search button or select Count Hits. This form enables you to view a specific
purchase order document.
2. Click Receive All Purchase Order Items link if all the items on the purchase order are
being received for the first time all at once. Receiving detail records are then created
for all the items on the purchase order. In addition, the system creates or updates all
temporary fixed asset tags at this time.
3. Select Next Record to enter another purchase order.
4. If you only receive a few items from this packing slip or if you are unaware of the
item number, click Select Purchase Order Items link to access the Receiving Goods
PO Item Selection Form (FPCRCVP). This form displays all the items on the
purchase order that you have not yet received on this packing slip.
5. To select the desired items, select Next Block and select the Add Item check box
next to the items you wish to receive.
6. The system creates detail items with a blank quantity. The Quantity/Amount and
Quantity/Amount Accepted fields on FPCRCVP are updated once the
corresponding fields are updated in the Commodity Window of FPARCVD.
7. Identify whether receiver document is to Receive Items or Adjust Items by selecting
the appropriate radio group button.
Receive Items functionality enters the receiver information into the system as normal
positive transaction.
The Adjust Items functionality enters receiver information into the system as a reverse
or negative transaction to allow for correction of previously received amounts. This
functionality may only be used when a previously received amount exists and may not
be for an amount greater than the previously received amount.
Entering Commodity Information
All records that have been selected to exist on the packing slip display in the Commodity
window of the Receiving Goods Form (FPARCVD). Use the scroll bar or Next Record
and Previous Record to scroll through the existing records. The Commodity Window is
displayed in one of two formats based on the Purchase Order Type of the purchase order
document selected to be received. When the purchase order is a Regular Type the
Commodity window is displayed based on quantity. When the purchase order is a
Standing Type the Commodity window is displayed based on dollar amount.
To enter information on the receiving detail record in the Commodity Window of the
Receiving Goods Form (FPARCVD):
1. Scroll through the items to find the commodity you are receiving.
2. Select Next item to navigate to the FOB field.
3. Select the Final Received check box in order to indicate this receiver document is
intended to be the final receiver entered against the referenced purchase order. This
indicator is carried forward and displayed on the Invoice/Credit Memo Form
(FAAINVE).
4. Select Next Item and enter the Current - Quantity - Received field. If receiver
document is against a Standing Type purchase order, enter the Current – Amount –
Received in the field.
5. The U/M (Unit of Measure) default value comes from the purchase order. If the unit
of measure for the goods being received is different than that of the purchase order,
enter the received quantity and the received unit of measure. The form converts the
quantity into the unit of measure from the purchase order, as long as you make an
equivalency entry on the Equivalency Maintenance Form (FTMEQUL). If no entry
exists, an error message displays to notify you when you attempt to enter the quantity.
6. If items are rejected at delivery time, enter the Current - Quantity - Rejected and
the corresponding unit of measure for the rejected quantity. If the receiver document
is against a Standing Type purchase order this field is not displayed.
7. The Suspense indicator appears selected when the received quantity exceeds the
tolerance specified in the Receiving Overage Tolerance field on the User Profile
Form (FOMPROF).
8. If you have override authority (refer to the Receiving Override field on FOMPROF
to verify this), select the Override box and click or select Save. The Suspense
indicator then appears cleared and you can use the record in the Receiving/Matching
Process.
If the commodity received is a stock item from an inventory purchase order, you must
enter the primary location; you may also enter the sublocation. Otherwise, the Primary
Location and Sub Location fields are not enterable.
You can also refer to the following fields:
• The To Date - Quantity - Received field shows the total quantity received across
all packing slips. If the receiver document is against a Standing Type purchase
order, the To Date – Amount – Received is displayed in the field.
• The To Date - Quantity - Rejected field shows the quantity rejected at the time of
delivery across all packing slips. If the receiver document is against a Standing
Type purchase order, this field is not displayed.
• The To Date - Quantity - Returned field indicates the quantity returned at a later
date across all return codes. If the receiver document is against a Standing Type
purchase order, this field is not displayed.
• The To Date - Quantity - Accepted field shows the total quantity accepted across
all packing slips. If the receiver document is against a Standing Type purchase
order, this field is not displayed.
• The To Date – Quantity – Ordered field shows the original ordered quantity from
the purchase order. If the receiver document is against a Standing Type purchase
order, the To Date – Amount – Ordered is displayed in this field.
To enter returns, use the Returned Goods Form (FPARTRN).
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