Enter a Receipt for an Inventory Item

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

NOTE: This exercise ONLY applies to LAKMC.

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.

There are two types of shipments:

Partial Shipments - This is when the line items on a multiple line PO are received on different shipments, or the entire quantity is not received.

Complete Shipments - This is when all of the line items, whether it is a single line item PO or a multiple line item PO, are received in one shipment.

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.

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 by clicking the Select All link. However, before proceeding to the next step, it is imperative that the user confirm that only the lines actually received from the supplier (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 supplier, 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.

Users should receive the item in PeopleSoft upon receipt, or as soon as possible, since the Supplier 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 Supplier.

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. However, the number entered into the Bill of Lading field can be used to retrieve the Receipt entered into PeopleSoft, if needed.

NOTE: 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).

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.

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:_____________

If you wish to add a new receipt, or find an existing receipt, click the Add/Update Receipts link in your breadcrumbs.

Receipt Qty Options (continued)

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.

Receipt Qty Options

If this is a Receipt for a Partial Shipment:

Check: Retrieve Open PO Schedules and

Select: No Order Qty

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.

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.

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.

The Clear All link clears all lines checked.

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.

The Maintain Receipts page displays.

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

Verify that the Interface Receipt option is unchecked. If it is not unchecked, click the checkbox to de-select it.

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