This guide will walk Requesters through creating a receipt in NUFinancials via Add/Update Receipts. Follow the steps in the guide to learn how to receive against a Purchase Order.
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 Add/Update Receipts to enter receipts for any non-catalog purchase order?
Yes. Additionally, 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 Employee Self-Service > eProcurement > My Requisitions > Details> Purchase Order icon.
Creating Receipts Using Add/Update Receipts
Enter A Receipt Based on Amount
Navigation: NUFinancials > NavBar > Navigator > Purchasing > Receipts > Add/Update Receipts.
A Receiving page with search criteria will appear.
- Click Add under Add a New Value.
Note: Each time you enter a receipt for a shipment or delivery, click Add to create a new receipt.
- Enter the PO ID in the ID field.
- Click Search.
Search results appear for each line of the Purchase Order ID.
- Select the line that you want to receive on by putting a checkmark in the checkbox.
- Click OK.
The Maintain Receipts Page will appear. Now you can Receive on the PO line.
- In Receipt Price, enter the invoiced amount for the line if different than the default value:
- Enter the actual amount of the invoiced service.
- You cannot enter an amount that is greater than the default value shown in Receipt Price.
- Click Save.
After you save the receipt, the following fields are updated:
- Receipt ID number is generated when the receipt is saved.
- Receipt Status is now Fully Received even if one line has a remaining quantity. This status applies to the receipt, not the purchase order or requisition.
- Receipt Price is updated with any changes you entered.
- Status of the individual receipt lines is Received.
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 Request Form in NUFinancials.
Enter A Receipt Based on Quantity
Navigation: NUFinancials > NavBar > Navigator > Purchasing > Receipts > Add/Update Receipts.
- Follow the steps 1 through 5 on the Enter Receipts Based on Amount section.
- Change the Receipt Qty number to the quantity you received.
- Click Save.
Reject/ Return A Transaction
Follow the steps 1 through 5 on Creating Receipts Using Add/Update Receipt section.
- Click on the More Details tab.
- Click the Magnifying glass under Reject Action.
- Select Return For Replacement from the look up window.
- Click the Magnifying glass under Reject Reason.
- Click Save.
- A Receipt ID will automatically generate.
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.