Receipt of Over-Shipment for an Inventory Item

In this topic you will learn how to manage Receipt of Over-Shipment 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.

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 "8".

The above Warning Message displays when the user attempts to:

1. Receive more than the quantity listed on the PO Line and the over-shipment is in excess of Louisiana State acceptable overage of 10%;

2. 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).

Note: When there is an over shipment, if possible, the item(s) should be returned. See the "Reject (Return) an Item in PeopleSoft" topic for detailed instructions on how to reject (return) an item in PeopleSoft.

If the over-shipped item is needed, the user should refer to the information provided below to determine how to proceed with receiving the over-shipped item into the PeopleSoft system.

Under Louisiana State Law, the user may accept up to 10% over the total cost of the PO, without the necessity of re-bidding the item. However, a Change Order must be issued by Purchasing before the over-shipped item is received into PeopleSoft.

If the overage is not above the 10% acceptable limit, the warning message will not be displayed. Even if the warning message does not display due to overage being under the 10% acceptable limit, and the user is able to receive the over-shipped item in PeopleSoft, Accounts Payable will have problems matching and paying the Invoice until further action is taken. This will cause a delay in the payment of the Invoice. Therefore, the user must not attempt to receive any over-shipment in PeopleSoft, prior to contacting his/her Buyer for further assistance.

Note: When Receiving an Inventory item as an over-shipment, you do not want to Save the Receipt, therefore, click the OK button to return to the Receiving page.

Click the OK button.

When returning to the Receiving page, notice that the Receipt Status = Received. However, since the Receipt was Canceled, it has not actually been received or saved in the PeopleSoft system.

Click the Home link to navigate out of the page.

The above message displays. The Cancel button allows you to continue to navigate out of the page without saving the Receipt.

Click the Cancel button to return to the main menu.

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 "8".