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

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, 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.

Click the Retrieve Open PO Schedules option to uncheck it.

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.

Click the Header Details link to adjust the Receipt Date is required.

Click the Choose a date button to change the Receipt Date.

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: When receiving a Complete Shipment, the quantity will default into the Receipt Qty field. The user can override the quantity, if needed.

NOTE: When Receiving an Inventory item as an over-shipment, you do not want to Save the Receipt.

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

Click the date the items were physically received.

Receipt Qty Options

If this is a Receipt for a Partial Shipment:

Check:  Retrieve Open PO Schedules and

Select:  No Order Qty

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.

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.

Business Unit

Your Business Unit should default into the Business Unit field when working in Production. If it 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 the Business Unit defaults into this field for future receipts.

A 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 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.

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.

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.

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.

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.

This completes Receipt of Over-Shipment for an Inventory Item.

NOTE: When receiving a Complete Shipment, the quantity will default into the Receipt Qty field. The user can override the quantity, if needed.

Your Business Unit