Introduction to Receiving... 2 Daily Receiving... 3 Full Shipment... 3 Partial Shipment... 4 Receiving at a Different price... 6 Receiving Confirming POs... 8 PO & Invoice Reconciliation... 9 Invoice Received at time of delivery... 9 Invoice Received after delivery... 11 Daily Receiving Report... 13 Cancelling POs... 16 Cancelling a PO Not Received... 16 Cancelling a PO Fully or Partially Received... 18
Introduction to Receiving 1. There are two ways to get to the Receiving Screen in Birch Street: a. Use the Main Menu to locate the Receiving screen. (Main Menu > Procurement > Receiving). b. Use the Receive button on the PO tab to locate the Receiving screen. b a 2. There are two tabs in the Receiving screen that are used when receiving: a a. PO Header tab b. Line items tab b *Note: these two tabs will be referred to throughout this training guide. 3. A Receiving Record is generated after every receiving update. These records will be stored in Birch Street permanently, but they can be printed out if desired. Page 2
Daily Receiving Full Shipment 1. Select the PO that needs to be received. The PO status of the PO must be one of the following: Accepted by supplier, Fax/email/csv accepted or Partially receive. 2. Click the Receive button. 3. Enter the Received date on the PO Header - Receiving tab. *Note: The Received date must be today s date. 4. Click the Receive Accept All checkbox on the Line items tab. 5. Click the Update button to complete the receiving. *Note: This checkbox should only be used if the received items arrived at the EXACT price and quantity that were ordered on the PO. Do not use this feature if there are any difference between the PO items and received items. The invoiced price will autopopulate with the PO price unless otherwise noted. Page 3
Partial Shipment 1. Follow Steps 1, 2, and 3 for Daily Receiving Full Shipment. 2. After entering the Received date on the PO Header tab, go to the Line Items tab. 3. For all items that have been partially shipped, enter the received amount in the Acpt d qty column. 4. For items that have been fully shipped, select the checkboxes next to the items in the Receive Accept All column. 5. Click the Update button to complete the partial receiving. Fully received items are noted here. Partially received items are noted here. 6. Click the Receiving Record button to verify receiving. The PO status will become Partially received, and there will be an open quantity for any items that have not been received. Page 4
Partial Shipment- Continued If the remaining open items will NOT be shipped to the hotel, it is important to cancel any open quantities on the PO. Return to the Receiving screen to cancel any remaining items. *Note: once you have cancelled the remaining items, you will not be able to receive them. You will need to create a new PO if items are mistakenly cancelled. 1. After entering the received date on the PO Header tab, go to the Line items tab. 2. Select the checkboxes in the CXL Remaining Qty column for any items that are NOT going to be shipped to the hotel. 3. Click the Update button to complete the receiving. 4. Click the Receiving Record button to verify receiving. The PO status will become Receiving Complete, and the Can d qty column will show all the items that have been cancelled. Page 5
Receiving at a Different price 1. Follow Steps 1, 2, and 3 for Daily Receiving Full Shipment. 2. After entering the Received date on the PO Header tab, go to the Line Items tab. Click the Edit link next to any items that have arrived at a price that is higher or lower than the PO price. *Note: all receiving edits must be completed one at a time. 3. A new screen will appear below. Enter the new item price in the Invoiced price field. Enter the accepted quantity for these items in the Accepted quantity field. 4. Click the OK button when finished. Enter the received quantity and price in these fields. Click the OK button when finished. Page 6
5. Select the checkboxes in the Accepted qty field for all other items. 6. Click the Update button. 7. Click the Receiving Record button to verify receiving. The PO status will become Receiving Complete, and the receiving record will reflect any new item prices. PO Price: $46.94 vs. Received Price: $51.34 Page 7
Receiving Confirming POs 1. Select the confirming PO that needs to be received. Click the Receive Confirm button. 2. A new window will appear. Enter all receiving information in this window. Click the Generate Receipt button when you are finished. The Received date is the only required field, but all fields should be completed if possible. 3. The Receiving Record for the confirming PO will automatically appear. You can print the Receiving Record if needed. 4. Once the receipt is generated, the status of the confirming PO will change from Accepted by supplier to Receiving Complete. Page 8
PO & Invoice Reconciliation Invoice Received at time of delivery Many suppliers send invoices with the shipment of their goods. If you receive an invoice with your delivery, enter all required invoice information at the time of receiving. Required information includes: Invoice number Invoice received date Invoice total Follow the directions for Invoice Received after delivery (on the next page) for invoices that are mailed to the hotel. 1. Enter the Received date on the PO Header - Receiving tab. *Note: The Received date must be today s date. 2. Receive line items as necessary on the Line Items tab. 3. If all items on the invoice have been received, select the Receive with invoice checkbox on the PO Header tab. 4. Invoice number, invoice received date, and invoice subtotal amount will become required fields. Invoice tax and freight amounts should also be entered at this time. Page 9
5. Enter all required invoice information. 6. Click the Update button to complete the receiving. The invoice total here should match the exact total on the invoice. If not, go back and check that all receiving was done accurately. Page 10
Invoice Received after delivery Invoices that are mailed to the hotel after the goods have been shipped will be reconciled after the receiving has taken place. If you receive an invoice in the mail, enter all required invoice information in the Reconciliation screen. Required information includes: Invoice number Invoice received date Invoice total 1. Go to the Reconciliation screen (Main Menu > Procurement > Receiving). 2. Select the PO that has been received from the list of on the left side of the screen. Click on the PO number to load the PO on the right side of the screen. 3. Enter the Invoice number, Invoice received date and the Invoice subtotal amount. Invoice tax and freight amounts should also be entered at this time if necessary. 4. Select the PO status from the drop down menu. The PO status should be updated to Invoice Complete or Partially Paid. Do NOT select Closed for the PO status. PO Closed should only be used for POs that will never be invoiced. Page 11
5. Click the Update PO Status button to complete the reconciliation. Page 12
Daily Receiving Report Use the Invoice Balancing Report to balance your daily invoice batch with your POs. The Invoice Balancing Report calculates the invoice batch total for a particular day and should be used in the place of the Reconciliation Rollup Report. 1. Go to the Invoice Balancing Report from the Main Menu (Main Menu > Procurement > Reports > Invoice Balancing Report). 2. The filter selections available will be blank. You can create your own filter or use the filter that has been saved for all hotels. The saved filter, Daily Invoice Balancing Report, will be listed in the drop down menu an existing filter selection. Page 13
3. Selecting Daily Invoice Balancing Report will give you a report that has all information needed to balance your POs and invoices for a particular day. 4. The report sort order, invoice received date range, or any other field can be adjusted if desired before running the report. Page 14
5. The report format and delivery option can be modified on the Output Selection tab if needed. 6. Click the Run button to have the Invoice Balancing Report emailed to you. 7. The report will be delivered to your Birch Inbox and/or Hyatt email within a few minutes, and you can view your report immediately. The totals on the report should match the invoice total for the day. If not, determine which POs are missing from the report, making any necessary changes and re-run the report. Filtered by Invoice Received Date POs that have multiple GL accounts will be broken out by GL account on this report This total will match your invoice batch total for the day Page 15
Cancelling POs Cancelling a PO Not Received 1. Follow Steps 1, 2, and 3 for Receiving- Standard Procedure. 2. Click on the magnifying glass next to the Cancel reason code field. 3. Click the Select button to choose a reason code from the list of reasons. 4. Click the Cancel PO button to cancel the entire PO. Page 16
5. You will receive a warning before the PO is cancelled. Click the OK button. 5. Click the Receiving Record button to verify that the PO has been cancelled. The PO status will become Buyer cancelled, and the Can d qty column will show all the items that have been cancelled. Page 17
Cancelling a PO Fully or Partially Received 1. Locate the PO that needs to be returned on the Reconciliation Screen (Main Menu > Procurement > Reconciliation). 2. Once you have located the PO that needs to be cancelled, click on the PO number on the left side of the screen. If you do not see your PO, use the Search text field to locate the PO that needs to be returned. Click here to select the PO that needs to be returned. 3. Click the Edit link next to the items that have to be returned. 4. Change the Accepted quantity for each item to reflect the return. Click the OK after each negative quantity is entered. Enter a negative quantity here, and click OK when finished. Page 18
5. After all items have been returned, Click the Save button. Item quantities should look like this. 6. Change the PO status to Closed. 7. Click the Update POStatus button to cancel the PO. Page 19