Online Requesting and Receiving Training Manual 4/18/2012 i
University of Notre Dame. All rights reserved. Reproduction or translation of any part of this work without the permission of the copyright owner is unlawful. Requests for permission or further information should be addressed to Procurement Services, University of Notre Dame. All registered trademarks, trademarks, and service marks are the property of their respective owners. 4/18/2012 ii
Table of Contents INTRODUCTION... 1 MODULE 1: THE BASICS... 2 Learning Objectives... 2 Logging In... 2 Navigating... 3 Creating a Profile... 3 Setting Up Your Profile - You will be changing two ***Tabs*** - Custom Fields and FOAPAL and Addresses tabs - Example... 4 Learning Summary... 8 MODULE 2: SHOPPING AND CREATING A REQUISITION USING A PUNCHOUT SUPPLIER... 9 Learning Objectives... 9 Overview... 9 Shopping via Punchout Catalogs... 10 Punchout Shopping example:... 11 Copy Cart feature:... 15 Understanding the Requisition... 16 Change the FOAPAL:... 18 Change Codes and FOAPAL for All Lines... 19 Learning Summary... 20 MODULE 3: CREATING A REQUISITION USING A NON-CATALOG SUPPLIER... 21 Learning Objectives... 21 Overview... 21 Creating a Non-Catalog Requisition:... 21 Learning Summary... 22 MODULE 4: SEARCHING/TRACKING YOUR REQUISITIONS AND PURCHASE ORDERS... 23 Learning Objectives... 23 Overview... 23 There are two ways to use Document Search: Simple Search (shown above) and Advanced Search.... 23 Learning Summary... 26 MODULE 5: RECEIVING AGAINST YOUR PO IN BUYND... 27 Learning Objectives... 27 The Importance of Receiving... 27 Receiving a Purchase Order Example:... 29 Learning Summary... 30 4/18/2012 iii
Introduction Introduction What benefits can you expect from buynd? Savings: Online catalogs with negotiated pricing Convenience: A paperless requisition process, accessible anywhere and anytime Speed: Automated approvals and electronic links to suppliers Training classes, online assistance, and a live help desk Three Types of Shopping Punchout - The vendor has the technical capabilities of allowing the connection to their on-line catalog Hosted Catalogs - The vendor supplies us with their product information -- Products; Description; Cost; Etc. Non-Catalog - Only the name and addresses of the vendors, No product listing. When using a non-catalog supplier you will need to fill in the product description, etc. Three Simple Steps to Success Shopping Requisitioning Receiving Key Terms: Requisition An online requisition is an electronic document, which can be originated by the requester and then using the company workflow or hierarchy rules, can be submitted to the subsequent levels, until it is finalized or approved and then converted to a purchase order. Purchase Order - Purchase orders allow you to clearly and explicitly communicate your intentions to suppliers. Purchase orders also help manage incoming orders and pending orders. Every order you submit in buynd will have two numbers, a requisition number and a purchase order number. 4/18/2012 1
Module 1: The Basics - buynd Profile Module 1: The Basics Learning Objectives In this module, you will learn how to: Log in to the system Navigate through the system Create a profile Logging In To log in from your office you will: 1. Launch your Web browser. 2. Log into insidend, use the buynd quick app on the Home tab, this will take you directly into buynd, OR 3. Access the buynd web site from the Administrative tab of insidend (http://inside.nd.edu) 4. Review any announcements on the buynd Bulletin Board. 5. Scroll to the bottom of the screen and Click on the Launch Pad. 6. Log into buynd with your NetID and password. 4/18/2012 2
Module 1: The Basics - buynd Profile Navigating Navigation options appear as tabs at the top of the screen. The user can quickly navigate by clicking the appropriate tabs. Home/Shop: This is the first screen after login where you can begin tasks. You will see the Select Preferred Supplier Showcase as well as other Punchout suppliers. Favorites: This tab allows you to store and access frequently ordered items. Carts: This gives you access to shopping carts (current, draft and new). Document Search: This tab gives you access to your requisitions and purchase orders. Profile: The user sets personal information for Ship To addresses and FOAPAL codes here. Creating a Profile The profile only needs to be set up one time unless your information changes. Changes for specific orders can be made at any time of creating a requisition. Your user profile allows you to: Enter multiple Ship To codes with nicknames. Select one of the Ship To codes to be the default code Enter a contact name (this will appear on shipping label) Enter room number and department name (these will appear on shipping label) Setup default FOAPAL information (this should be your most frequently used FOAPAL codes) Set up information for any additional FOAPAL codes that you use so they can be accessed from a pull down menu Set up Code Favorites Modifying Ship To Addresses: When modifying the contact information of a Ship To address, remember the following guidelines: Always enter a contact name (your user name is the default). This is important because it will print on the shipping label. Use only one Ship To address per requisition. This will avoid incurring additional shipping charges. Setting FOAPAL and Custom Codes: See your Budget Admin for your approved FOAPAL list. Remember that not all departments require Activity and Location values in the FOAPAL Code setup. The buynd system allows you to use drop down menus to choose appropriate FOAPAL codes for an order. Through the Profile setup process you can choose your approved FOAPALs from a larger system list and add them to your drop down menus to make requisition creation quick and easy. 4/18/2012 3
Module 1: The Basics - buynd Profile Setting Up Your Profile - You will be changing two ***Tabs*** - Custom Fields and FOAPAL and Addresses tabs - Example ACTION SYSTEM RESPONSE 1. Click the Profile tab. The My Profile dialog box appears, showing your user profile and a list of profile categories. My Profile Categories 2. To add a Ship To address to your list, click on the Codes, FOAPAL, Addresses tab. The Addresses tab and Select Addresses for Profile button will appear. The Address Dialog Box 3. Make sure the Ship To tab is selected. You will not need to edit the Bill To address. 4. Click Select Addresses for Profile button The Address Search screen appears. 4/18/2012 4
Module 1: The Basics - buynd Profile The Address Search Screen 5. Enter your building name in the address text field. A list of search results appears which shows all of the Ship To addresses presently set up in the system (see the following illustration). 100 Mason Center will appear automatically for most campus addresses. Ship To Search Results 6. Select the address of your choice by clicking on the radio button left of the address 7. To replace it with a nickname of your choice, type a recognizable nickname for your new address. See illustration below. Notice that the four-digit code for the address now appears in the Nickname field and other address information has been entered in the appropriate address fields. The address number is replaced with the nickname you just entered. 4/18/2012 5
Module 1: The Basics - buynd Profile 8. Put a check in the Default checkbox. This will make this address the default in the Shipping Addresses list (it will be bolded). 9. In the Room No./Dept Name field, enter your office number and department name. Click Save. Enter your FOAPAL codes example: 1. Click on Codes, FOAPAL, Addresses 2. Click the Custom Fields and FOAPAL tab and then Codes and FOAPAL sub-tab. Contact your department s Business Manager for your FOAPAL information. This information is necessary for the shipping label and will help in correct and timely delivery. You will need to add your codes and set each with a default so they populate in your requisition automatically. Codes and FOAPAL screen 3. To add your Fund, Org, Account and Program Example below shows adding an codes, click Edit at the end of each line Account number 4. Click Create New Value. A Search For Value box appears to the right. 4/18/2012 6
Module 1: The Basics - buynd Profile The User s Current Account Code List and the Code Search Box 5. In the Search For Value section, in the Value field type code number in box. 6. Click Search. One search result is returned. Code Search Box with Search Results 7. Check the box to the left of the number and click Add Values. The value is added to the list on the left Set a default value 8. To enable a default number, select the number from A dialog box appears on the right the list on the left 9. Click the default box on the right of the screen 10. Click Save 11. Repeat this process to add your Fund, Organization and Program numbers 4/18/2012 7
Module 1: The Basics - buynd Profile NOTE: Commodity Codes can be added when completing requisition. Grant Review information will be provided by your Budget Admin. If you will not be charging to a grant, please choose No Grant Review in the profile. Code Favorites: Use Code Favorites for quick access to accounting code combinations saved to your profile during checkout. 1. Click on Codes, FOAPAL, Addresses 2. Click the Custom Fields and FOAPAL tab and then Codes and FOAPAL sub-tab. 3. Click the Code Favorites sub-tab See image below Click the Add button to enter commonly used combination of accounting codes with or without splits. You can assign a nickname for each FOAP combination. Code favorites are accessed during checkout by editing the codes section or by selecting it as your default account codes in your profile. Learning Summary You have just learned how to: Log in to buynd Navigate in the system Create your profile 4/18/2012 8
Module 2: Shopping and Creating a Requisition using a punchout supplier Module 2: Shopping and Creating a Requisition using a Punchout Supplier Learning Objectives In this module, you will learn how to: Request items from an online catalog Complete a requisition Change FOAPAL codes Change / Select Commodity Codes Change Ship To information Submit the cart Overview Follow these steps to easily create a requisition: Check for Active Cart Verify/Change Add FOAPAL Codes Items/Shopping and Ship To Information Complete Requisition Submit Check for an Active Cart: Before beginning to shop, it s important to first check the Cart Status field in the upper right-hand corner. You can begin shopping if: The cart status indicates Add item to cart A cart is active but the cart is empty (total=$0.00 and 0 items) A cart is active and has one or more items and you wish to add more items from the same supplier 4/18/2012 9
Module 2: Shopping and Creating a Requisition using a punchout supplier Shopping via Punchout Catalogs Access to online punchout catalogs is provided to make shopping easy. This can be done from the Home/Shop tab. Though each supplier s catalog may vary in appearance and functionality, use these tips to help you navigate an online catalog: Use the Search function to locate items directly. To select an item, enter a quantity and click Add to Cart. Complete the checkout process to bring your items back to buynd. NOTE: A special icon will indicate if a punchout catalog is running slowly (yellow warning triangle icon) or is unavailable (red X icon). X? 4/18/2012 10
Module 2: Shopping and Creating a Requisition using a punchout supplier Step-by-Step Punchout Catalog Overview: Check for Active Cart Add Verify/Change Items/Shopping FOAPAL Codes And Ship To Information Complete Requisition Submit Search or Browse for Items Click Buy or Add to Cart or Basket Repeat for All Items Desired Go to Cart or Basket to Review Complete Checkout Steps Punchout Shopping example: ACTION 1. From the Home/Shop Tab, check the Cart Status field in the upper right-hand corner to see if you have a cart currently active. SYSTEM RESPONSE If it says Add Item to Cart, you can start shopping. You can also add to an active cart that is either (1) empty ($0.00 and 0 items) or (2) has products in it from the same supplier you plan on using. 2. Click the Office Depot icon from the Select Supplier Showcase section and choose punchout from the menu The Office Depot online catalog appears. 3. In the Search Tools text box in the upper left-hand corner, type: 495200 This is the catalog number for white copy paper with 3-whole punch. 4. Click Search (or press Enter). The detailed product information appears with a blank Quantity field. Notice how you can compare the List Price with the Notre Dame negotiated price (see following illustration). 4/18/2012 11
Module 2: Shopping and Creating a Requisition using a punchout supplier 5. In the Quantity field, type: 4 and then click Add to Cart. An updated cart appears (see below). 6. Since you want to order another item from Office Depot, click Continue Shopping. 7. To do a text search for the next product (item: Highlighters), in the Search For field, type: highlighters. Click Search (or press Enter). 8. Choose any highlighter listed. 9. In the Quantity field, type: 2. Click Add to Cart. You are returned to the home page of the Office Depot catalog. A Search Results list appears. Notice that the order has been updated with the new item and subtotal (see below). 4/18/2012 12
Module 2: Shopping and Creating a Requisition using a punchout supplier 10. Complete the checkout process (click Checkout, then click Continue). A Shopping Cart screen displays showing the current information associated with your cart. (An illustration of the Cart screen and a discussion of its elements can be found in the next section of this document.) Shopping Cart Screen 9. To create a cart name (optional) for reference, in the header section, highlight the assigned Cart Name and type a name of your choice. Save. 10. Click the Proceed to Checkout button to move on to the next action in the submission process. Naming your cart will help you identify it more easily later on. A detail of the cart appears with the default information from your profile This allows verification or changes to your Ship To, Bill To, and FOAPAL codes.. The cart items appear at the bottom of the cart, 4/18/2012 13
Module 2: Shopping and Creating a Requisition using a punchout supplier 11. Examine the details of your cart, checking the Ship To, Codes and FOAPAL information. If any required information is missing on the requisition, the system will default to that section. 12. If there is any missing information, enter the correct information. 14. Now you re ready to submit your order! Click Submit Requisition button. If all required information has been completed you will see an All done message at the top of the requisition. A screen appears indicating that your requisition is complete and showing the assigned requisition number (yours will look similar but not exactly like the illustration below). The screen also shows the cart name that the requisition was created from. Links to facilitate continued work in buynd are provided. 4/18/2012 14
Module 2: Shopping and Creating a Requisition using a punchout supplier New Requisition Information Screen Copy Cart feature: Copying a cart saves you time. If you need to order the same items on a monthly or quarterly basis, simply copy the requisition with the items you previously ordered and submit the new requisition. ACTION (You Do) 1. From the Home screen, click on the Document Search tab and choose My Requisitions from the simple search screen. 2. Choose the Requisition you want to copy by clicking on the number. 3. From the Available Actions drop down, choose Copy to new Cart 4. Your requisition appears on the screen. Verify the information. 5. You can now make any changes needed to the requisition. SYSTEM RESPONSE (Comments) All your requisitions will appear. The requisition appears on the screen. The requisition is duplicated with the exact information. 4/18/2012 15
Module 2: Shopping and Creating a Requisition using a punchout supplier Understanding the Requisition Headers Header Codes & FOAPAL Items 4/18/2012 16
Module 2: Shopping and Creating a Requisition using a punchout supplier In the Requisition you have the choice to edit and add information in the headers. Header Information Internal Information (for Notre Dame buynd users to view): User can: Click edit to add internal (not the supplier) information. Enter a pricing source (optional). Add an internal note (optional). Enter up to 1,000 characters of information; click Save to return to cart. Include an attachment: Click on add attachment and attach a.pdf document. In punchout orders these are not supported. You can add information or change information in each header by clicking on the Edit button within the header section. Adding to Favorites / Removing a Line Item: By clicking the box to the right of a line item, you can use the drop down menu next to For Selected Line Items to either add the selected item(s) to your Favorites list or remove the item(s) from your cart. The Details Drop Down Menu To add items to your Favorites: Click the box on the item detail and choose Add to Favorites and then click GO. In the dialog box click Submit, and then Save and Close. NOTE: Be aware that when you add a favorite to your cart, you are also adding the current pricing, which might become obsolete. It s a good idea to update your Favorites list on a regular basis. To remove a line item: Click the line box on the right, select Remove Selected Items from the For Selected Line Items drop down box and select GO. 4/18/2012 17
Module 2: Shopping and Creating a Requisition using a punchout supplier Change the FOAPAL: Click edit in the Accounting Codes (FOAP) or Custom Codes sections to access the workspace that allows change for the entire order. You can change the FOAP by typing in your selection or choosing from your profile values. You can also choose from your code favorites. (See next section) Editing: You can view each header section in your cart by clicking the appropriate sub tab at the top of the screen: Internal Info Shipping Billing Codes and FOAPAL Supplier NOTE: Always check the FOAPAL codes and make sure they are correct and no yellow warning signs appear. This is where you would correct any error messages. If you need RSPA (Restricted and Sponsored Program Accounting) approval, see your Budget Admin for the assigned Grant Review code. FOP Look up Tool: The Controller s Office has provided an FOP look up tool to help verify valid Fund, Organization, Program code combinations prior to submitting requisitions. Please click on the link and enter your fund number to view the organization and program linked to that fund. FOP Defaults Look Up Tool 4/18/2012 18
Module 2: Shopping and Creating a Requisition using a punchout supplier Change Codes and FOAPAL for All Lines ACTION 1. In the Codes and FOAPAL section, click the edit button next to Accounting Codes (FOAP). SYSTEM RESPONSE This accesses the FOAP Codes dialog box, where you can make changes to codes for just this cart. 2. You can charge to one set of accounting codes or multiple accounting codes. Charging to multiple Account, Fund or Organization numbers is called FOAP Code Splits. You can split numbers in one requisition up to 8 times. Creating FOAP Code Splits The dollar amount of the items can be split between multiple FOAP codes. The Activity (A) code, Location (L) and other custom codes (Commodity Code and Grant Review) can be split at the line level. At the header level (applied to the entire order), the split can be performed by % of price or quantity. This is done from the Accounting Codes (FOAP) area of the Codes and FOAPAL header section. 3. Example: You can charge to 2 different Account numbers in this Requisition. Click the Add Split button once. You could also choose from an existing split in you profile by clicking on code favorites. 4. Click Select from Profile Values under the Account number on the 2 nd line. Change the Account code on the 2 nd line to supplies (72251). Enter 70% for the first Account and 30% for the second Account (see illustration below). Save your changes. Total percentage has to equal 100% 4/18/2012 19
Module 2: Shopping and Creating a Requisition using a punchout supplier NOTE: To change the Codes and FOAPAL information per line item, click on the Codes and FOAPAL tab at top and then edit next to the account codes (FOAP) title or custom codes title (under the extended price). Learning Summary You have just learned how to: Request items from an online catalog Complete a requisition Change FOAPAL codes Split FOAP Change / Select Commodity Codes 4/18/2012 20
Module 3: Non-Catalog Order Module 3: Creating a Requisition using a Non-Catalog Supplier Learning Objectives In this module, you will learn how to: Add non-catalog items to a cart Complete a non-catalog requisition Overview The buynd system makes it easy to submit paperless requisitions for suppliers who do not have online catalogs. Check for Active Cart Add Verify/Change Items/Shopping FOAPAL Codes and Ship To Information Complete Requisition Submit To search for all non-catalog and hosted suppliers, click Browse Suppliers from the Home/Shop page NOTE: The supplier must be in the buynd database to be used on the non-catalog form. (If you do not find a supplier you want to order from, please fill out the Supplier Add Request form located on the Home/Shop page. Creating a Non-Catalog Requisition: To place an order with a non-catalog supplier, click on Non-Catalog Form from the Home/Shop screen. Example: ACTION SYSTEM RESPONSE The non-catalog form will appear as shown below. If you have an URGENT order use the Non-Catalog Form 1. From the Home/Shop tab click Non-Catalog Form. 2. In the Supplier Info section, click choose supplier. A Search dialog box appears that will allow you to search for the Supplier and add it to the Non- Catalog Item Form 4/18/2012 21
Module 3: Non-Catalog Order ACTION SYSTEM RESPONSE 3. Click Select to choose the supplier. The Non-Catalog Form appears with the supplier s name and fax number on it. 4. Enter the appropriate information in the product description field, catalog number, quantity and unit of measure. 5. Click Save and Add Another Item if you have another line item to enter 6. Click Save and Close when done entering your product The item is added to the cart and the Home Page screen appears. 7. To finish and submit the requisition, click on the cart on the top-right corner of the screen. Finishing the Non-Catalog Order: To complete the Non-Catalog order, follow the same procedures you would for a punchout catalog order or a hosted catalog order. Learning Summary You have just learned how to: Add non-catalog items to a cart Complete a non-catalog requisition 4/18/2012 22
Module 4: Searching/Tracking your Requisitions and Purchase Orders Module 4: Searching/Tracking Your Requisitions and Purchase Orders Learning Objectives In this module, you will learn how to: Search for you requisitions and purchase orders Define your search results Overview The Document Search feature allows users a more efficient and thorough search in buynd. Users can access their requisitions and purchase orders for the last 90 days by clicking on my requisitions or my purchase orders at the bottom of the Document Search simple search screen. New Simple Document Search There are two ways to use Document Search: Simple Search (shown above) and Advanced Search. For Simple Search there are three main selections: What type of documents do you want to search? Select to search on a specific document type (Requisition, Purchase Order, Receipt or ALL documents. The default is to search across all documents. What are you looking for? The following information can be entered in the search box: Requisition Number, Purchase Order Number, Catalog Number, Requisition Name, Supplier Name, Username, First Name, Last Name, Email Address, Commodity Code, Product Description, Receipt Number, Receipt Packing Slip Number, Receipt Tracking Number or Receipt Name. How do I find requisitions and purchase orders within a certain date range? Users can now select from relative date ranges for the query. They can choose by number of days, calendar span, fiscal year, or other, which allows custom date ranges. Examples of relative ranges include last 30 days, last 60 days, Last Year, etc. 4/18/2012 23
Module 4: Searching/Tracking your Requisitions and Purchase Orders Advanced Search offers users the option to enter very specific, detailed search criteria. Advanced search offers users the ability to pre-define your search criteria. You can perform an advanced search across multiple documents or select a specific document type. Users should use advance search when they know up front the criteria they are looking for. To switch to Advanced Search, click the Advance Search option in the upper right corner (see image above). Advanced Search Screen Important Features of Document Search: Relative Date Ranges are available when performing a document search. After the search results display, you can filter your search results by a different date range. Date range selection can happen four different ways: 1. Day: Last 7 days, Last 30 days, Last 60 days, Last 90 days, Last 120 days, Yesterday, Today, Last Week, This Week. 2. Calendar: Month To Date, Last Month, Year To Date, Previous Year. 3. Fiscal: Year To Date, Previous Year. This will look at the fiscal year settings on the individual org. It will take the starting month of your fiscal year and use that to calculate the date ranges for Fiscal. 4. Other: All Dates, Custom Date. 4/18/2012 24
Module 4: Searching/Tracking your Requisitions and Purchase Orders Filter Options after performing your initial document search: With Document Search, postsearch filters are available that allow the user to define additional criteria for the search results. The filter options, which display on the left side of the search results, function similar to those in Product Search. Post filtering allows the user to further narrow down their results. Searches can be saved and executed at any time. Saved searches use relevant date information (instead of static dates like history searches use). For example, if you save a search for all POs for the last 7 days, it will show exactly that, no matter what date it is executed. Saved searches are accessed through the Document Search tab, and are saved by name and description. Saved searches can be shared with other users within your department. Searching by Custom Fields. Users can search by custom fields (account codes, etc). Searching across documents by custom fields is available as part of the advanced search. 4/18/2012 25
Module 4: Searching/Tracking your Requisitions and Purchase Orders To view the details of a requisition, click the requisition number. The requisition screen will have four tabs to access various information about the req: Requisition Summary: Provides the Header information, the cart name, PO number, and basic information on the items ordered. Requisition Codes and FOAPAL: Provides FOAPAL header and line-item detail information as by supplier. PR Approval: This tab gives a graphical representation of the workflow process and status. History: This tab shows a chronological history of the actions taken on the requisition. It includes the date and time, the user name, the action taken and the steps, as well as any notes. PO Number shows here Learning Summary You have just learned how to: Search for your requisitions and purchase orders Simple and advance document search 4/18/2012 26
Module 5: Receiving Module 5: Receiving against your PO in buynd Learning Objectives In this module, you will learn how to: Recognize the importance of receiving Perform the steps of the receiving process View Receiving Document The Importance of Receiving Receiving indicates that products have been received or services have been completed. It is authorization for Accounts Payable to pay the supplier s invoice. Receiving should be done within 2 business days of physical receipt of most items. Receiving on high-cost items can wait until the items and their condition can be verified. The receiving process starts when a shipment is received at its destination (or a service is completed). In most cases you will have the PO number and can receive against it. If you do not have the PO number, you can search for it. Receiving with the PO Number: If you know your PO number, started by typing in the PO number under Search for just below your active cart on the home page. You can also type in your PO number by clicking on the Document Search tab. You simply enter the PO number indicated on your package slip to search for the PO. After you open the PO, click on Create Quantity receipt or Create Cost receipt from the Available Actions drop down in the upper right corner of the PO. The receipt page opens. Enter PO number here Receiving by Searching for PO Number: If the PO number is not available, other search parameters can be used from the Document Search tab to find the correct PO. Click on My Purchase Orders from the simple search page. From the search results, find the PO and check the box at the end of the PO line next to the dollar amount. Now choose Create Quantity Receipt or Create Cost Receipt from the drop down menu, then click GO. 4/18/2012 27
Module 5: Receiving In either of the above cases, scroll down to the editable number field displayed for each line item. The default quantity entered in the field reflects the quantity of the item that has yet to be received. (If you had ordered 5 and 2 had already been received and processed, the default number would be 3.) If you are receiving an order and a certain line item has not been received, simply enter zero in the quantity field for that item. Each line item also has an Action drop down menu with four options. Received: The item (service) has been received. Returned: The item was previously received, but now it is being returned. You will need to enter a reason for the return on the Review screen and notify the supplier. Received and Returned: The item was received in the shipment, but is being returned. You will need to enter a reason for the return on the Review screen and notify the supplier. Cancelled: The item ordered will never be received (such as a discontinued item or a back order time that is unacceptable). You will need to notify the supplier that you no longer need the items. To complete the receipt, click the Complete action button. A Receiving Document number will appear. Clicking the number will display the document. 4/18/2012 28
Module 5: Receiving Receiving a Purchase Order Example: ACTION SYSTEM RESPONSE 1. Click the Document Search tab. The PO Search dialog box appears (see illustration below). 3. To view all your purchase orders, click on the My Purchase Orders 4. From the search results, find the PO and check the box at the end of the PO line next to the dollar amount. Now choose Create Quantity Receipt or Create Cost Receipt from the drop down menu, then click GO. (See illustration above) A list of your PO s for the last 90 days appears on the screen. If you know the purchase order number, simply type it in the Search For box in the upper right corner of the home/shop page A New Qty Receipt screen appears (see the following illustration). Blanket PO s, choose Create Cost Receipt 5. Scroll down to the Receipt Summary section. The number in the Quantity field of a line item defaults to the quantity of the item that remains to be received. 4/18/2012 29
Module 5: Receiving 6. If the quantity received equals quantity ordered and there are no changes to be made, scroll to the top and click on the Complete action button. 7. If you want to return all or part of the order, click Receive & Return. A Qty Receipt appears displaying the recei An extra line appears and shows the item received and the same item returned. 8. Enter the quantity you are returning in second line. Click Save. 9. You will need to state a reason for the return. Click Save Updates and Complete. A Qty Receipt appears displaying the receipt no. Learning Summary You have just learned how to: Recognize the importance of receiving Perform steps of the receiving process View Receiving Document 4/18/2012 30
Procurement Services 709 Grace Hall Notre Dame, Indiana 46556 Help Desk: 574-631-4289 Email: buy@nd.edu Website: https://buy.nd.edu