In this topic you will learn how to Inquire on a Purchase Order to Determine if Receiving is Required.

NOTE: You must determine if an item (invoice) needs to be received in the PeopleSoft system in order for it to be processed for payment by Accounts Payable. Your goal is to determine if receiving is required for the Purchase Order associated with that item.

Business Unit

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

Click the Search button.

NOTE: The information to the right of Receiving Required indicates that receiving is required for this PO, therefore a receipt will be entered for this PO. If Do Not is displayed next to Receiving Required, then a receipt will not be entered for this PO.

Receiving Required

• Purchase Orders with the "Receiving Required" flag checked must be received in the PeopleSoft system in order for the invoice to be processed for payment by Accounts Payable. The “Receiving Required” flag will be checked on the Line Details page of the Purchase Order.

• Purchase Orders with the "Receiving Required" flag unchecked on the Line Details page of the Purchase Order do not require receipt.

The user should not await receipt of an invoice from Accounts Payable to enter the Receipt in PeopleSoft. The user may receive the item in PeopleSoft from the packing slip, bill of lading, etc. (if these documents are received with the item). However, if the user should receive the invoice (directly from the Supplier or from AP), the Receipt Number, generated by the PeopleSoft system, should be noted on the invoice and forwarded to Accounts Payable. At that point, the Purchase Order (generated by Purchasing), Voucher (generated by AP) and Receipt (generated by the department/Receiving in PeopleSoft) are matched with the invoice. If the information contained in these three documents match, payment will be issued by Accounts Payable. If the information does not match, the department will be contacted by Accounts Payable. Accounts Payable will retain the invoice, once payment has been issued.

This completes Inquire on a Purchase Order to Determine if Receiving is Required.

Business Unit

Your Business Unit