RECEIVING OF GOODS/SERVICES USING PEOPLESOFT 8.9
Q:Am I required to enter receipts in PeopleSoft?
A:If you take delivery of goods from a vendor that you placed an order with, you are required to enter the receipt in PeopleSoft. If you certify performance of services, you will need to enter a receipt in PeopleSoft in order for the vendor to be paid.
Q. Will Central Receiving enter Receipts for everything they get?
A. When a shipment is delivered to Central Receiving, they will usually enter a receipt in PeopleSoft. Central Receiving does not open boxes to inspect or count items. They depend on the packing slip that was provided by the vendor, to assess what was shipped. In most cases, the packing slip is sufficient to permit entry of an accurate PeopleSoft receipt by Central Receiving for Goods.
In some cases, however, the packing slip does not match the PO lines, or does not provide enough detail to be used. When this happens, Central Receiving cannot input an accurate PeopleSoft Receipt. A stamp will be applied to the Delivery Ticket notifying you that no PeopleSoft Receipt could be entered. In these cases, it is your department’s responsibility to enter the PeopleSoft Receipt, after opening the boxes and determining the contents of the shipment.
Q: Can anyone enter a receipt in PeopleSoft?
A:No. Only the designated receiver(s) in the department can enter receipts. You must fill out the Specialized Access Form that is posted on the Financial Services website, and the 3 R's Form that is given out in the Requisitions Training class.
Q: I've received a partial shipment on my purchase order, how do I receive it in Peoplesoft?
A. If you receive a partial shipment for a Purchase Order, you should only enter the amount of the shipment that you received and not the amount for the entire PO.
Q: How will Accounts Payable know which PeopleSoft Receipt goes with a specific invoice?
A: Anytime you enter a receipt in PeopleSoft, write the Receipt # on invoice and send to Accounts Payable. They will use thatinformation to link the invoice and Receipt on PeopleSoft. Your invoices may be returned to you if the Receipt ID is not shown.
Q: What will happen if I don't enter a PeopleSoft Receipt when I am responsible to do so?
A:The invoice related to the shipment cannot be paid. Accounts Payable will inquire on invoices that are aging due to lack of receipt. UMBC might incur a delayed payment at the State of Maryland which will affect our agency late rate. Each agency head is responsible for their agency’s late rate.
Q:How do I enter a Receipt in PeopleSoft?
A:RECEIVING- PeopleSoft 8.9
QUICK REFERENCE PAGE
1.Navigation:Purchasing Receipts Add/Update Receipts
Receipts are auto-numbered by PeopleSoft.
EACH SHIPMENT OR INVOICE REQUIRES A SEPARATE RECEIPT
2.Select the Business Unit UMBC1 if the value did not default in.
3.Do NOT make any changes to the other fields on this page.
4.Just click the button to move to the next page, shown below
5.Enter your PO ID.
6.Click on . DO NOT hit the ENTER button on your keyboard.
A list of shipments will be returned at the bottom of the page. An example follows.
TROUBLE-SHOOTING:If no rows are returned, clear the “Ship To” Field & remove the green checkmark in the “OpenSched” field.
If you do not know the PO ID, search for shipments by vendor name. Enter the first 3 letters of the vendor name in the “ShortName” field, then click the magnifying glass. Select your Vendor and then click SEARCH.
7.Click on the Sel (Select) check boxes for the lines that you want to receive. Click
A new page will open, as shown below.
8.Enter the quantity of each item received, in the Receipt Qty field.
- NOTE: If this line is being received in dollars, you will see a field called “PRICE” next to Receipt QTY. In this case, enter the dollar amount you wish to approve for payment, in the Price field. The Receipt Qty field will not be active.
9.After you enter the quantity or dollar amount that is on your invoice, click on the Receiving page and you will see the receipt ID on top of the page as shown below. Enter the receipt # on your invoice and send the invoice to accounts payable for processing.
Q:How do I cancel a receipt?
A:CANCELLING RECEIPTS
1. Navigation:Purchasing Receipts Add/Update Receipts
2. Click on Find an Existing Value
3.Enter the receipt number.
4. Click on the red X
5. Message above will appear when you click on the red X. Click yes.
- The receiving screen will come back with the receipt status stating that the receipt is canceled.
Following is a list of some common mistakes made when entering Receipts. Many false receipts are being entered into the system. In other cases, no Receipt is being entered at all. Please review the items below.
- A separate Receipt must be entered for each invoice or shipment. No exceptions.
- Be sure to cancel any Receipt that was entered in error and any Receipt that will not be used. Do this immediately to prevent the Receipt from being matched to an invoice. Once a Receipt is matched, you cannot cancel it.
- Do notenter Receipts for anything but original invoices. Never enter Receipts based on Vendor Statements, late notices, second copies of invoices, etc.
- If the goods were shipped to the Warehouse, do not enter a Receipt unless the Warehouse directs you to do so.
- Do not enter a Receipt for anything you pay on the PCard, even if a PO was cut for the item originally.
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