Enter a Receipt for an Inventory Item

In this topic you will learn how to Enter a Receipt for an Inventory Item.

This exercise does not apply to LSUNO and LSUNA.

Business Unit:

Your Business Unit should default into the field when working in Production. If it does not default into this field, enter it or select it by clicking the Look up Business Unit button next to the Business Unit field. Then contact your Purchasing Superuser to ensure that the Business Unit defaults into this field for future receipts. See below for a list of Business Units.

Enter the desired information into the Business Unit field. Enter "LSUSH".

If you are unable to retrieve the Purchase Order lines, the Purchase Order may not yet be dispatched. Contact Purchasing for assistance, if this occurs.

Note: You may click View All or use the scroll area to view additional PO Lines, if applicable.

Partial Shipments versus Complete Shipments

There are two types of shipments:

• Partial Shipments

This is when the line items on a multiple line PO are received on different shipments.

• Complete Shipments

This is when all of the line items (whether it is a single line item PO or multiple line item PO) are received on one shipment.

Receipt Qty Options

• If this is a Receipt for a Partial Shipment:

Check: Retrieve Open PO Schedules and

Select: No Order Qty

• If this is a Receipt for a Complete Shipment:

Uncheck: Retrieve Open PO Schedules and

Select: Ordered Qty

Note: It is not recommended that PO Remaining Qty be selected.

Occasionally, the user may attempt to receive more than the quantity listed on the PO (i.e. over shipments) or to receive the item more than once (e.g. if a Partial Shipment of the item was previously entered and the Receiver attempts to enter more than the remaining balance).

When preparing to enter a Receipt from an Invoice, Packing Slip, Bill of Lading, etc., the user must first view the PO Qty and the Prior Receipt quantity for each PO Line before attempting to receive the PO Line in PeopleSoft. This will prevent the user from inadvertently receiving an over shipment.

If a PO Line is found to be an over shipment, the user should not receive the PO Line in question in PeopleSoft. The user must contact their Buyer via email or telephone for further assistance. See the "Receipt of Over-Shipment for an Inventory Item" topic for further details on handling over shipments.

Clicking the Select All link allows the user to select all of the PO lines at once, rather than checking each line received, one at a time.

Note: If this is a Partial Shipment in which most of the PO line items have been received on one shipment, you may opt to select all of the PO lines, at one time, by clicking the Select All link.

However, in this case, before proceeding to the next step, it is imperative that the user confirm that only the lines actually received from the vendor (and are not an over shipped item) are checked, as shown in this example. If the user enters a receipt for an item in PeopleSoft without actually receiving the item from the vendor, the following will occur:

1. You will be tying up a portion of your Department’s budget and

2. At the end of the Fiscal Year, you will be accountable for any items received in PeopleSoft during the year which does not have an Invoice.

Clicking the Clear All link clears all lines checked.

The Maintain Receipts page displays.

Note:

The current date will default in the page, but can be changed, if required by clicking the Header Details link, as shown in the steps that follow. The user will enter the date that the item(s) is actually received - not the date it is being entered into the PeopleSoft system.

Users should receive the item in PeopleSoft upon receipt, or as soon as possible, since the Vendor usually mails the invoice on the same date the item is shipped. The user should receive the item in PeopleSoft from the packing slip, bill of lading, etc. (if any of these documents are received with the item). The user should not await receipt of the invoice to enter the Receipt in PeopleSoft, if any of the other documents listed above are received with the item from the Vendor.

Click the Interface Receipt option to uncheck the field, if it is checked.

Note: This receipt process will be scheduled to run periodically throughout the day.

Bill of Lading Field

The Bill of Lading field is a free-form text field. Therefore, it may contain numbers and/or letters. The user may enter any number that he/she wishes to attach to the Receipt (e.g. Bill of Lading number or Packing Slip number, etc.) into the Bill of Lading field. The Packing Slip field is not used since it does not have a search feature (i.e. the Packing Slip field will not appear in the Search page when attempting to retrieve Receipts entered into the PeopleSoft system). However, the number entered into the Bill of Lading field can be used to retrieve the Receipt entered into PeopleSoft, if needed.

Note: If you were receiving a Complete Shipment, the quantity would have defaulted into the Receipt Qty field. The user could override the quantity, if needed.

Enter the desired information into the Receipt Qty field. Enter "10".

Note:

If Pending displays in the Inv Status column, Save the Receipt. If Pending does not display in the Inv Status column, do not save the receipt. Contact your Purchasing Department so that corrections can be made to the Purchase Order.

Click the Pending link for the first item.

Note:

View putaway quantity. If this quantity is not correct, do not save the Receipt. Open a Help Desk ticket stating the PO number, line number, and item number requiring research and correction.

Click the Ok button.

Notice the system has assigned a Receipt ID. You should record the Receipt Number at this time for future reference of this PO.

Record your Receipt Number:_____________

Note: You should never add lines to a saved Receipt. If the Receipt has already been processed, any new lines added to the Receipt will result in the items not being putaway. This is necessary to close the PO.

• Click the Home link to return to the main menu;

• Click Add button to enter another Receipt; or

• Click Update/Display button to retrieve existing Receipts.

Note: If you were receiving a Complete Shipment, the quantity would have defaulted into the Receipt Qty field. The user could override the quantity, if needed.

Enter the desired information into the Receipt Qty field. Enter "10".