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Processes: "How To For
Performing Receiving"
Command Reference:
Online Functions
BASIS Development Team
June 12, 2001
Note: The PO Max can be exceeded by the taxes and, in some cases, miscellaneous charges. This control feature plus the fact that the department can identify the items which can be paid eliminates the need for departments to physically receive and review the vendor invoices. Furthermore, the invoice imaging system will give departments the ability to view any invoices logged by Accounts Payable. Also, BASIS provides various ways to track the status of invoice payments.
Other purchase orders that do not require receiving to be performed are:
Any payments processed through the UPAY (Direct Pay Function) are payments that don't require a purchase order.
You must manually match dollar receivers to invoice entries in order for payment to the vendor to occur. When you enter and save a dollar amount received against an invoice entry, automatic approval to pay the invoice for that dollar amount is given. (This is in contrast to the quantity receiving function (QRPO) which requires you to specifically authorize payment to the receiver.) The dollar amount entered must also include any tax or freight associated with the line.
A "$" entered in the Unit of Measure field on the requisition and ultimately the PO, designates a purchase order line as requiring Dollar Receiving.
Note: All blanket purchase orders must be set up using Dollar Receiving. Other purchase orders in which you may choose to perform Dollar Receiving are Professional Service Contracts.
Note: You will be able to receive more than the Ordered Amt on the line. The PO Max established from the Tolerance % you specified on the requisition determines how much can be paid on an invoice without requiring a supplement. No invoice that exceeds the PO Max will be paid until a supplement is processed.
For further information on the DRPO (Dollar Receiving for a Purchase Order) function, please refer to the appropriate segment of the "Command Reference" section of this manual.
The system will automatically match up quantity receiving entries with unmatched invoice entries, splitting either one as necessary to create a quantity match that can be paid.
G | Good, Payment is approved for the Qty Received |
D | Damaged, HOLD payment |
I | Installation not complete, HOLD payment |
S | Shipment incorrect, HOLD payment |
F | Further follow-up action required, HOLD payment |
Note: If any of the Hold codes are used, you must later update the Payment Approval Cd to G whenever you determine the invoice should be paid.
Note: You will have the ability to receive more than what the Ordered Qty of the line was set up for. The PO Max established from the Tolerance you specified on the requisition determines how much can be paid on an invoice without a supplement. No invoice that exceeds the PO Max will be paid until a supplement to the PO is processed.
Figure 1. Data Entry Screen -
DRPO
6002249:001 Entry 0001 displayed; please enter new key fields Next Record after 6002249:000 Entry 0000 retrieved DRPO 05/06/97 08:35 Command: Action: V Req: : PO: 6002249 : 1 TA: Rec/Inv Entry No: 1 ------------------------------------------------------------------------------- Action: V PO No: 6002249 : 1 Rec/Inv Entry No: 1 Desc: Hardware supplies Vendor Item No: Requestor: Trish Watkins Ph: 501/575-3909 BU: FLAN FOREIGN LANGUAGE Vendor ID: 101242-01-002 Westlake Hardware =============================================================================== AP ID: Invoice No: : Date Invoice: Entry Status: R Recving entry; No inv activity Inv Line Amt: ORDERED Amt: (incl tax and freight) Amt Received: 18.20 Dt Received: 04/30/1997 Ticket No: 123456 Comm: hammer, pliers, screwdriver Entered By: GWSMITH On: 04/30/1997 10:08 Updated By: On: Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Help Suspd Quit DCode NextR |
Figure 2. DeCode Window -
DRPO
Buyer: GWSMITH Greg W. Smith Vendor Addr: Westlake Hardware 2301 W. 6th Street City: Fayetteville State: AR Zip: 72701 Ship To: Agronomy Dept Altheimer Lab 276 Atheimer Dr City: Fayetteville State: AR Zip: 72701 Bill To: ATTN: Accounts Payable Division Handling: |
Figure 3. Cost Center
Distribution
--CCC No------------------------Name----------------------------%--Category--PR- 9999-99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXX XXXXXXXX XX 9999-99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXX XXXXXXXX XX 9999-99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXX XXXXXXXX XX 9999-99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXX XXXXXXXX XX 9999-99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXX XXXXXXXX XX 9999-99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXX XXXXXXXX XX 9999-99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXX XXXXXXXX XX 9999-99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXX XXXXXXXX XX 9999-99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXX XXXXXXXX XX 9999-99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXX XXXXXXXX XX PF10=Save |
The following sections describe the DRPO (Dollar Receiving for a Purchase Order) function.
View | {V} |
Update | {U} |
Delete | {D} |
When receiving by dollar amount, if it is possible that the invoice has already been entered by Accounts Payable, the user should access the LUIP (List Unmatched Invoices for a Purchase Order) function. Users should access LLPO (List Lines of a Purchase Order) before beginning the receiving process. The system will display the appropriate Command in which to begin receiving. If the invoice has been entered, the Command LUIP will be displayed. By selecting and pressing PF2, the system will take the user to the LUIP function in order to view all invoice entries. If the invoice is listed that matches what is to be received, the user will select that line and press PF2. The system will take the user to the DRPO function with an Action of U. The user can also go directly to DRPO and enter the Rec/Inv Entry No with an Action of U to update.
If the invoice has not been entered, the user will go to DRPO with an Action of A to add the receiving entry.
The Date Received will default to the current date but is modifiable.
When receiving against the lines of the purchase order a Rec/Inv Entry No will be assigned by the system in order to make receiving entries unique in order to permit partial receipts of an order. The following information will be displayed from the purchase order:
The following fields will be required entry by the user:
A Receiving entry may be updated in order to modify any of the following information:
If the invoice has been received and entered by Accounts Payable, the following information pertaining to the Invoice will be displayed:
A receiving entry may not be updated if the invoice line has been approved for payment by the Disbursing Office.
The PO Max on the purchase order is a result of the Tolerance specified on the requisition. When receiving against the lines of a purchase order, the system will allow the user to receive dollar amounts in excess of what is shown on the purchase order if using an Action of A. If you are using an Action of U to update an invoice entry, the dollar amount you are receiving must match the dollar amount of the invoice entry. In either case, if the total amount received and invoiced exceeds the PO Max, an update (supplement) to the purchase order will be required, before the invoice can be paid.
A receiving entry may be deleted up until the point the Disbursing Office has approved payment of the invoice. Some examples of why a Receiving entry may require deletion are:
Alternate Entry Formats | Valid entry formats for dates and amounts |
Accounting Rules | Expense Dates Associated with General Ledger |
The following commands perform processing functions related to the DRPO function. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens:
LUIP | List Unmatched Invoices for a PO |
LLPO | List Lines of the Purchase Order |
QRPO | Quantity Receiving for a Purchase Order |
Pressing PF1 while the cursor is in the Command field of any Menu screen will produce a pop-up window from which help can be selected on how to use menus, commands, key fields, PF keys, and list functions.
Figure 4. Data Entry Screen -
QRPO
6002118:001 Entry 0001 displayed; please enter new key fields Next Record after 6001150:001 Entry 0001 retrieved QRPO 05/06/97 09:00 Command: Action: V Req: : PO: 6002118 : 1 TA: Rec/Inv Entry No: 1 ------------------------------------------------------------------------------- Action: V PO No: 6002118 : 1 Rec/Inv Entry No: 1 Desc: Floppy Disk (3.5") DS/HD (1.44MB) Vendor Item No: KAO#390-32070 Requestor: Drk Ph: 501/575-5317 BU: AVCB ASSO VICE CHAN B Vendor ID: 101306-01-001 Carolina Ribbon =============================================================================== AP ID: Invoice No: : Date Invoice: Entry Status: R Recving entry; No inv activity Invoice Qty: ORDERED Qty: 2.000 UM: BOX Item Packed Qty: RECEIVED Qty: 2.000 Date Received: 04/14/1997 Ticket No: Payment Approval Cd: G Good; Payment is approved Comm: Entered By: DKEITH On: 04/14/1997 10:50 Updated By: On: Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Help Suspd Quit DCode NextR |
Figure 5. DeCode Window -
QRPO
Buyer: GWSMITH Greg W. Smith Vendor Addr: Westlake Hardware 2301 W. 6th Street City: Fayetteville State: AR Zip: 72701 Ship To: Agronomy Dept Altheimer Lab 276 Atheimer Dr City: Fayetteville State: AR Zip: 72701 Bill To: ATTN: Accounts Payable Division Handling: |
Figure 6. Cost Center
Distribution
--CCC No------------------------Name----------------------------%--Category--PR- 9999-99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXX XXXXXXXX XX 9999-99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXX XXXXXXXX XX 9999-99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXX XXXXXXXX XX 9999-99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXX XXXXXXXX XX 9999-99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXX XXXXXXXX XX 9999-99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXX XXXXXXXX XX 9999-99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXX XXXXXXXX XX 9999-99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXX XXXXXXXX XX 9999-99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXX XXXXXXXX XX 9999-99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXX XXXXXXXX XX PF10=Save |
The following sections describe the QRPO (Quantity Receiving for a Purchase Order) function.
View | {V} |
Update | {U} |
Delete | {D} |
G | Good, Payment is approved for the Qty Received |
D | Damaged, Hold Payment |
I | Installation not complete, Hold Payment |
S | Shipment incorrect, Hold Payment |
F | Further follow-up action required, Hold Payment |
When receiving against the lines of the purchase order, a Rec/Inv Entry No will be assigned by the system to make receiving/invoicing entries unique in order to permit partial receipts of an order. The following information will be displayed from the purchase order:
If the invoice has been received and entered by Accounts Payable, the following information pertaining to the invoice will be displayed:
The following fields will be required entry by the user:
A receiving entry may be updated in order to modify any of the following information:
The PO Max on the purchase order is a result of the Tolerance specified on the requisition. When receiving against the lines of a purchase order, the system will allow the user to receive quantites in excess of what is shown on the purchase order. When the invoice is entered for payment, if the total amount of the invoice exceeds the amount of the purchase order maximum, a supplement to the purchase order will be required. If the additional quantities received are not allowable due to the method of procurement, the user will be asked to update the receiving entry and modify the quantity received to the allowable amount, with additional quantities to be paid for via another method if an invoice has not been matched to the entry. If an invoice has been matched, the user will be requested to cancel the receiving entry and enter a new receiving entry for the quantity allowable.
A receiving entry may be deleted up until the point the Disbursing Office has approved payment of the invoice. When a receiving entry is to be deleted, you will be required to use an Action D, which will result in a deletion of the receiving entry. Some examples of why a receiving entry may require deletion are:
Alternate Entry Formats | Valid entry formats for dates and amounts |
The following commands perform processing functions related to the QRPO function. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens:
LLPO | List Lines of the Purchase Order |
DRPO | Dollar Receiving for a Purchase Order |
Pressing PF1 while the cursor is in the Command field of any Menu screen will produce a pop-up window from which help can be selected on how to use menus, commands, key fields, PF keys, and list functions.
Figure 7. LURP - List Unmatched
Receivers for a Po
Select an entry, or enter new keys UPOLURP 1 DEMO List Unmatched Receivers for a PO - LURP 05/11/97 17:09 Command: Action: V Req: : PO: 6002128 : 1 TA: ------------------------------------------------------------------------------- List of Unmatched Receivers for PO 6002128 : 1 PO Vendor: Westlake Hardware Line Status: O Open Line Desc: Miscellaneous Hardware Supplies PO Line Tot: 0.00 Cmd Rec/Inv Pymt Date Receiver w/Action Entry No Apprvl Received Ticket Number Quantity/Amount _ PAYD A 1 G 04/21/97 58.10 _ PAYD A * NO MATCH * _ _ _ _ _ _ Rec/Inv Entries 1 thru 2 of 1 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Help Suspd Quit DCode RStrt |
The following sections describe the LURP functions:
This list when used in conjunction with LUIP (List Unmatched Invoices for a PO) and LUSP (List Unmatched ap entries by Status and PO line), may help determine if an invoice has been received, if any receivers have been entered and why payment has not occurred.
Suspend | Using PF2 (Suspd) to suspend to related functions. |
Alternate Entry Formats | Valid entry formats for dates and amounts |
Standard Validations | Validations performed on data entered in Invoice Log records |
Accessing Invoice Images | Using the image database to view imaged invoices |
The following commands perform processing functions related to the invoices. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens.
LUIP | List Unmatched Invoices for a PO |
LUSP | List Unmatched ap entries by Status and PO line |
DRPO | Dollar Receiving for a PO |
QRPO | Quantity Receiving for a Purchase Order |
PAYD | invoice PAYment line by Dollar unit of measure |
PAYQ | invoice PAYment line by Quantity unit of measure |
ILOG | Invoice LOG |
PLOG | Paid invoice LOG |
Pressing PF1 while the cursor is in the Command field of any Menu screen will produce a pop-up window from which help can be selected on how to use menus, commands, key fields, PF keys, and list functions.
Figure 8. LUIB - List Unmatched
Invoice entries for a Budgetary unit
UPOLUIB 1 DEMO List Unmatched Invoice entries for a BU - LUIB 10/15/97 12:29 Command: Action: V Req: : PO: : TA: BU: ELEG Date Activity: 10/15/1997 ------------------------------------------------------------------------------- List Unmatched Invoice entries for Budgetary unit: ELEG ELECTRICAL ENGINEERING starting from oldest activity through invoicing activity on: 10/15/1997 PO PO Qty PO Item PO Item Rec/Inv App Cmd Num/Line UM Ordered Unit Price Extnded Price Entry No Cd -- ---- ----------- --- ---------- ---------------- -------------- -------- --- _ DRPO 6002558 001 $ 1.000 0001 Item: Miscellaneous hardware supplies Vndr Itm No: PO Vndr: Westlake Hardware AP ID: 000020390 Rqstr: Douglas Wilde Phone: 501-575-8604 _ DRPO 6002564 001 $ 1.000 0001 Item: Miscellaneous Hardware Supplies Vndr Itm No: PO Vndr: Westlake Hardware AP ID: 000020397 Rqstr: Mary Gail Reed Phone: 501-575-3009 Invoices 1 through 2 of 15 displayed Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Help Suspd Quit DCode RStrt Forwd Select an entry, PF8 to page forward, or enter new keys |
Figure 9. Decode Window -
LUIB
PO _____________ Invoice Item Information _____________ Cmd Num/Line UM | -- ---- ----------- --- | _ DRPO 6002558 001 $ | Qty/Amt: 50.00 Item: Miscellaneous har | Msc: Tax: 3.10 Frt: PO Vndr: Westlake Hardw | Rqstr: Douglas Wilde | Itm Totl: 53.10 Inv No: 6002558 | _ DRPO 6002564 001 $ | Qty/Amt: 50.00 Item: Miscellaneous Har | Msc: Tax: 3.10 Frt: PO Vndr: Westlake Hardw | Rqstr: Mary Gail Reed | Itm Totl: 53.10 Inv No: 6002564 Invoices Press ENTER to continue |
The following sections describe the LUIB (List Unmatched Invoice entries for a Budgetary unit
The appropriate receiving command will be displayed for each line, designating whether the line is to be received by dollar or quantity. This designation is based on the UM (unit of measure) field on the line for either DRPO or QRPO functions.
By pressing the PF4 (Decode) key, a window will be displayed which will show the Qty or Dollar amount invoiced for a particular line, along with any charge for Freight, Tax, Misc.
By selecting a line and pressing PF2, the system will take you to the appropriate Receiving function in order to perform Receiving. Once a Receiving entry has been entered, the system will match it to the Invoice entry and the invoice line will no longer appear on this list.
Figure 10. LURB - List Unmatched
Receiving entries for a Budgetary unit
UPOLURB 1 DEMO List Unmatched Receiving entries for BU - LURB 10/15/97 13:09 Command: Action: V Req: : PO: : TA: BU: ELEG Date Activity: 10/15/1997 ------------------------------------------------------------------------------- List Unmatched Receiving entries for Budgetary unit: ELEG ELECTRICAL ENGINEERIN starting from oldest activity through receiving activity on: 10/15/1997 PO PO Qty PO Item PO Item Rec/Inv App Num/Line UM Ordered Unit Price Extnded Price Entry No Cd -- ----------- --- ---------- ---------------- ------------- -------- --- _ 6002565 001 EA 1.000 369.00000 369.00 0001 Item: Steelcase bookcase Ticket No: 6002565 PO Vndr: Fort Smith Office Supply Vnd Ph: 501-455-5555 Rqstr: Douglas Wilde Phone: 501-575-8604 _ 6002569 001 EA 1.000 369.00000 369.00 0001 Item: Steelcase bookcase model 22940 Ticket No: 29287 PO Vndr: Fort Smith Office Supply Vnd Ph: 501-455-5555 Rqstr: mgr Phone: 501-575-3009 Invoices 1 through 2 of 5 displayed Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Help Suspd Quit DCode RStrt Forwd Select an entry, PF8 to page forward, or enter new keys |
Figure 11. Decode Window -
LURB
PO _____________ Receiver Entry Information _______________ Num/Line UM | and Comments -- ----------- --- | _ 6002565 001 EA | Qty/Amt: 1.000 Date Received: 07/01/1997 Item: Steelcase book | Entered: DWILDE Updated: DWILDE PO Vndr: Fort Smit | Bookshelf system, but damaged and am working with vendo Rqstr: Douglas Wilde | r to correct Resolved problem with vendor 21 May 97 | _ 6002569 001 EA | Qty/Amt: 1.000 Date Received: 07/01/1997 Item: Steelcase book | Entered: MGREED Updated: MGREED PO Vndr: Fort Smit | bookcase has hole in side. WOrking with vendor recieved Rqstr: mgr | good bokcase | Invoi Press ENTER to continue |
The following sections describe the LUIB (List Unmatched Invoice entries for a Budgetary unit
By pressing the PF4 (Decode) key, a window will be displayed which will show the Qty or Dollar amount Received for a particular line, along with any Comments, and also the User ID of the person who entered the Receiving entry. Once an Invoice has been received and entered by Accounts Payable, the system will match the invoice entry to the Receiving entry and the entry will no longer appear on the list.
Figure 12. LUSP - List Unmatched ap
entries by Status and Po line
Select an entry, or enter new keys UPOLUSP 1 DEMO List Unmatched AP entries by Status - LUSP 03/25/97 14:00 Command: Action: V Req: : PO: 6001550 : 1 TA: Status: I ------------------------------------------------------------------------------- List of Unmatched AP entries with status Invoiced; receiving incomplete for PO 6001550 : 1 PO Vendor: Wiggins; Frank Line Status: O Open Line Desc: Reimbursement for Lunch at the Haffbrau PO Line Tot: 72.06 Entry Rec/Inv Date Pmt Sta AP ID No Inv Number/Suffix Qty or Amount Rec/Inv Apvl Ticket No _ I 1550 1 72.06 11/05/96 _ _ _ _ _ _ _ Rec/Inv Entries 1 thru 1 of 1 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Help Suspd Quit DeCodeRStrt Forwd |
Figure 13. Decode window for
LUSP
VWR Scientific AP ID: 000475401 Div of VWR Corp Vendor Inv Amt: 481.94 PO Box 640169 Vendor Paid Amt: 479.81 Discount Amt: 4.81 Montclair CA 91052 Amount Paid: 475.00 BU: POSC POULTRY SCIENCE PO: 6029791 PO Code: AA PO Status: C PO Type: RE Log Problem Code: Invoice Status: A Rejection Code: Voucher: 1999 CR02 BMSFC 479.81 Check No: 10202160 Remittance Advice/Comment |
The following sections describe the LUSP function:
Valid Status Codes are:
R | Receiving entry recorded - no invoice activity |
I | Invoice line entered but either no receiving has been performed or payment approval is not provided. |
C | Credit memo line not yet approved by department. |
Note: Entries with a blank Statuscannot be viewed on this list. The definition of this Status is: Approved for payment, the receiving entry and invoice line have been matched.
Suspend | Using PF2 (Suspd) to suspend to related functions. |
Alternate Entry Formats | Valid entry formats for dates and amounts |
Standard Validations | Validations performed on data entered in Invoice Log records |
Accessing Invoice Images | Using the image database to view imaged invoices |
The following commands perform processing functions related to the invoices. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens.
LUIP | List Unmatched Invoices for a PO |
LURP | List Unmatched Receivers for a PO |
DRPO | Dollar Receiving for a PO |
QRPO | Quantity Receiving for a Purchase Order |
PAYD | invoice PAYment line by Dollar unit of measure |
PAYQ | invoice PAYment line by Quantity unit of measure |
Pressing PF1 while the cursor is in the Command field of any Menu screen will produce a pop-up window from which help can be selected on how to use menus, commands, key fields, PF keys, and list functions.
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