Enter Receipts Using Manage Requisitions in NUFinancials

Here are the steps to enter receipts using the Manage Requisitions page.

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 of non-catalog orders. Receiving helps the University pay for only those goods and services that were provided to your department as ordered.

When are receipts required?

Enter receipts at the time goods or services are provided to your department.

Which purchase orders require receipts?

Non-catalog purchase orders with requisition totals of $500 or more require receipts.

You do not need to enter receipts for:

• iBuyNU orders
• Non-catalog orders with requisition totals less than $500. (Receipts are considered optional for these orders. However, only a two-way match process is applied. A payment will be triggered after the purchase order and voucher are matched, whether or not a receipt is entered.) 

 

Enter a receipt based on quantity

Navigation: Access NUPortal (Employee Self-Service) > Requisition > Manage Requisitions. 

Alternatively, you may access this page from the NavBar: NUPortal > NavBar > Navigator > eProcurement > Manage Requisitions.

Search for requisition

1. In the Date From field, delete the default date to expand the date range of your search.

2. In Request Status, select PO(s) Dispatched from the drop-down menu. (Note: Receiving is initially performed on requisitions with request status PO(s) Dispatched. If a requisition has already been partially received, select Partially Received to find the requisition).

3. Click Search.

You can also search for requisitions using the search criteria described below:

Select requisition and go to receive options

4. A list of requisitions appears. Locate the requisition you wish to receive, and click the arrow to the left of the requisition number. You have received a box with 10 t-shirts in it. Since you have 20 ordered, and you just received 10, you’ll need to enter a receipt for 10 shirts.

5. Click the Select Action drop-down menu and select Receive and Go.

Select line items

6. 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.

7. Click Receive Selected.

  

Enter a receipt based on quantity

8. An editable version of the Receive Items screen appears.  Change the quantity received to the quantity you received (ex. In this example a quantity of 10).  Click Save Receipt.

Note: If all 20 t-shirts arrived in acceptable condition, you need only save the receipt.

Note: Do not use the Reject Shipment link (not shown). If merchandise is not in acceptable condition, contact the vendor for a return/exchange.

A confirmation message appears containing the receipt ID number.

To go back to Manage Requisitions to enter receipts for additional line items, if needed, click Return to Manage Requisitions.

Repeat steps 1-8 to find the requisition and enter a receipt for any remaining line items from the shipment.

• 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 requisitions Request Status is Received.

Enter a Receipt based on Amount

Follow steps 1-7 above.  Blankets, Subcontracts, Receive by Dollar Amount or requisitions that you create as ‘Amount Only’ requisitions are received by the dollar amount (not quantity).

1. In Receipt Price, type the actual quantity delivered/invoiced for the line item, if different than the default value:

   • In this example, if the original PO price is $600, the Receipt Price defaults to $600.  If you are invoiced for $50 dollars of water service, type $50.

   • Enter the actual amount of the invoiced service do not perform addition or subtraction.

   • You cannot enter a greater amount than the default value shown in Receipt Price.

2. Click Save.  A new receipt ID is generated.

   • For each subsequent delivery or provision of service, repeat these steps to enter a new receipt.  You will have multiple receipts for the purchase order.

   • If only one installment or provision of the service is needed, just enter the one receipt.

For purchase orders with lines that have a remaining amount left to receive, enter a new receipt for the actual amount of the service, as 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 Purchase Order Change in NUFinancials.

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 > Financials tab > System Login > 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 in your order. Note that Options are set to Starts with any of these keywords. Select another option to expand or restrict your search.

  • From 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 servicedesk@northwestern.edu.