How to Enter Receiving?

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Entering Receiving

Receiving should be done as items are actually received. Do not wait for the entire order; enter partial receipts as needed.

When the invoice is processed for a purchase order, the Requestor will get an email indicating that receiving is required.

  1. In the top right corner of the 49er Mart screen, use Search to enter the PO Number and press enter. Select Purchase Order Number.
  2. When the PO appears on the screen, look for Document Level Actions  on the right. Choose the action to Create Receipt. 
  3. The Create Receipt overlay will open, with all Purchase order line items automatically selected.
  4. Uncheck the checkbox next to any line items that should not be receipted.
  5. Create quantity Receipt (or Cost Receipt for Multi Invoice Service Orders).
  6. When the Receipt document opens, fill in the Header fields as necessary.
  7.  
    1. Receipt Name - automatically filled with the date and user ID. Change if necessary.
    2. Receipt Date - automatically filled with today's date but should be updated to the date the items were received.
    3. Packing Slip number - enter a number from the packing slip or shipping documents if available.
    4. Receipt Address - automatically filled with the shipping address from the Requisition.
    5. Carrier - select the appropriate option from the drop-down menu.
    6. Tracking Number, Attachments, and Notes are optional fields.
  8. Scroll down to the Receipt Lines section and note that the Quantity (Cost) defaults to the number of items left to be received for this order.
    1. Adjust the Quantities (Dollar Value) as needed. If there are multiple line items, enter 0 for any items not being received. Ensure that the Line Status is Received. (Note: Returned and Cancelled should only be selected by Purchasing Agents handling Change Requests. The Remove Line button should never be used.)
  9. At the top of the screen, click Complete.

49er Mart will record the receiving and display the receipt number along with the PO #. You can click on the PO# to view details about the PO, including the updated Receipt Status.

 

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