There are two different ways to create a receipt in Fluid NUFinancials in order to receive against a Purchase Order: My Requisitions and Create Receipt. Follow the steps in the guide to learn how to receive against a Purchase Order.
Note: Receipts for purchase orders that have been changed or rolled must be entered by using Add/Update Receipts. NUFinancials > Purchasing > Receipts > Add/Update Receipts.
Why is receiving performed?
Receiving is part of the three-way match process between the voucher (invoice), the purchase order, and receipt that is required to authorize payment for non-catalog orders. Creating a receipt enables Accounts Payable to only pay for those goods and services that were provided to your department as ordered.
When are receipts required?
Receipts are required for non-catalog orders of $5,000 or more. Please enter receipts as soon as possible after receiving the product or service.
Can you use My Requisitions or Create Receipt to enter receipts for any non-catalog purchase order?
No. Add/Update Receipts is the only way you can enter receipts for purchase orders that were changed as a result of a PO Change Request or were rolled as part of the PO Rollover process at the end of the Fiscal Year.
Are receipts always required for payments for orders?
- You do not need to enter receipts for:
- iBuyNU purchase orders
- Non-catalog purchase orders less than $5,000 are optional but not required.
How do I enter receipts on behalf of others?
If you need to enter receipts for another Requester, you can do it through Add/Update Receipts:
NUFinancials > Navigator > Purchasing > Receipts > Add/Update Receipts. You will need the Purchase Order number, which can be found in My Requisitions > Details> Purchase Order icon. For more information on entering receipts using the Add/Update menu, see the Classic - Enter Receipt via Add/Update Receipts in NUFinancials (Training Guide) Knowledge Base article.
Creating Receipts via My Requisitions Page
A receipt can be created from the My Requisitions page by searching for the Requisition ID. Once the requisition is found and in a dispatched status, create the receipt by selecting ‘Receive’.
Navigation: NUFinancials > Employee Self-Service > eProcurement > My Requisitions.
Note: Search Results will automatically default with the search criteria of your netID as the Requester, a From Date going back 3 months, and a Request State of "All but Complete".
Search for a Requisition
- To open/update the search criteria, click the Filter icon.
- In the Date From field, delete the default date. (It will expand the date range of your search)
- In Request State, select PO(s) Dispatched from the drop-down menu.
- Click Done.
Note: Receiving is initially performed for requisitions where the purchase order has a request status of PO(s) Dispatched. If a purchase order has already been partially received, select Partially Received to find the requisition and associated purchase order.
You can also search for requisitions and associated purchase orders using the search criteria described below:
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Search Criteria
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Business Unit
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Ensure NWUNV, the default value, is selected.
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Requisition ID
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Search for specific requisition by Requisition ID number.
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Date From / Date To
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Search for requisitions by a specific date range. The default date range is the last 7 days.
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Requester
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Search using your Requester NetID. By default, the Requester NetID is based on your NetID when you log in. You can also search using other Requester NetIDs to find requisitions other than your own. Note that the NetID must be capitalized to perform a search.
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Requisition Name
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Search by user-defined requisition name or a portion of the name, if known.
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Entered By
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Search for the user who created the requisition, if different.
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Budget Status
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Search by budget check status Error, Not Checked, or Valid.
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PO Number
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Search by Purchase Order ID number, if available. This is the PUR#.
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Create a Receipt from the My Requisitions Page
Follow the steps in Search for Requisition. A list of requisitions appears.
- Locate the requisition where the associated purchase order has a status of PO(s) Dispatched.
- Optional: Click the arrow arrow to the right of the requisition number to view the Requisition Lifeline and the line items for a requisition.
- Click Related Actions arrow and in the drop-down list, select Create Receipt.
Note: You can ONLY receive on purchase orders that are in Dispatched or Partially Received status.
- The Receive Items screen appears, containing each line item of the requisition. Click the checkbox to the left of the line you need to receive.
- Click Receive Selected.
Enter a Receipt Based on Quantity
- After clicking on ‘Receive Selected’, an editable version of the Receive Items screen appears. Change the Received Quantity amount to the quantity received.
- Click Save Receipt.
- A confirmation message appears containing the receipt ID number.
Note: To search for requisitions that have remaining lines and quantities to receive, you can search by the Request Status of Partially Received. When all lines of the requisition are fully received, the requisition's Request Status is Received.
Enter a Receipt Based on Amount
Follow steps above in the Search for a Requisition and Create a Receipt from the My Requisitions Page sections. Blankets, Subcontractor Receive by Dollar Amount requisitions are the ONLY requisitions you receive by the dollar amount and NOT quantity.
- In the Received Amount field, enter the invoiced amount for the line item:
- Enter the amount of the invoice.
- The received amount cannot be greater than the default value shown.
- Click Save Receipt.
- A confirmation message appears containing the receipt ID number.
Note: For each invoice received for item or service, repeat these steps to enter a new receipt. You will have multiple receipts for the purchase order.
- If the purchase order can be received in full, only one receipt needs to be created.
- For purchase orders that have a remaining amount left to receive, enter new receipts as completed and invoiced. Be sure to click Add each time you enter a receipt, and then search using the purchase order ID number. After you have finished entering all receipts for services provided, the amount-only purchase order may have a remaining balance encumbered. To close an amount-only order, you should request to close the PO using the PO Change Request Form in NUFinancials.
Creating Receipts Using Create Receipt
Enter A Receipt Based on Amount
Navigation: NUFinancials > Employee Self-Service > eProcurement > Create Receipt.
- The Receive Items screen appears, containing each line item of the requisition. Click the checkbox to the left of the line you need to receive.
- Click Receive Selected.
- After clicking on ‘Receive Selected’, an editable version of the Receive Items screen appears. In the Received Amount field, enter the invoiced amount for the line item:
- Enter the amount of the invoice.
- The received amount cannot be greater than the default value shown.
- Click Save Receipt.
- A confirmation message appears containing the receipt ID number.
Note: For each invoice received for item or service, repeat these steps to enter a new receipt. You will have multiple receipts for the purchase order.
- If the purchase order can be received in full, only one receipt needs to be created.
- For purchase orders that have a remaining amount left to receive, enter new receipts as completed and invoiced. Be sure to click Add each time you enter a receipt, and then search using the purchase order ID number. After you have finished entering all receipts for services provided, the amount-only purchase order may have a remaining balance encumbered. To close an amount-only order, you should request to close the PO using the PO Change Request Form in NUFinancials.
Enter A Receipt Based on Quantity
Navigation: NUFinancials > Employee Self-Service > eProcurement > Create Receipt.
- Follow the steps 1 through 2 on the Enter Receipts Based on Amount section.
- After clicking on ‘Receive Selected’, an editable version of the Receive Items screen appears. Change the Received Quantity amount to the quantity received.
- Click Save Receipt.
- A confirmation message appears containing the receipt ID number.
Receipt Reporting
How can you find a list of outstanding orders that need to be received?
If you have Cognos access, you can obtain a report of purchases that need a receipt based on the Ship To location:
Navigation: NUPortal > System Login tab > Cognos. Cognos Connection > Finance, Facilities, and Research Administration > School or Central > Supply Chain > SC020 Delivery Report.
- Under Ship To column, in the Keywords field, search for Ship To codes used on your order(s). Note that Options default to Starts with any of these keywords. Select another option to expand or restrict your search.
- From the search results, click your Ship To, then click the Insert button to move the Ship To into Choices.
- Click Finish to start report.
For additional assistance please contact the IT Support Center at 847-491-4357 (1-HELP) or email consultant@northwestern.edu.