Receiving an Order
Overview
Receiving is done for an order once the goods or services are received or delivered to your
location.
CR’s or PO’s must be Entered, an Edit List run and the entry has been Approved in
Cayenta before you can receive it online.
Once receiving is done in Cayenta, the Accounts Payable department will be allowed to pay
the invoice.
Receive your order online, even if you have ordered the wrong items.
Logging In
1. For first time users, go to Cayenta Financials
URL
http://techtraining.dpsk12.org/PLACEHOLD
ER/
If you already have a shortcut established
on your desktop, you can continue to use
that.
The Cayenta Login window appears
2. Type in your User Name and Password.
3. Select OK.
Receiving
Receiving Information
1. Gather the receiving information such as: What has been received, inspect the goods for damage.
2. Record the receipt of goods into the Cayenta Financials System. This is online receiving.
3. When you receive online, you are telling Accounts Payable you have received the goods you
ordered and it is OK to pay the vendor.
4. Receiving must be entered, edited and approved.
5. Online receiving is done only on Contract Releases (CR) and Purchase Orders (PO)
6. What method are you going to use?
1. Receive the entire order – the entire order has been received.
2. Receive a line item - Example: you placed an order containing five lines, but only two lines
have arrived thus far.
3. Receive a part of a line - Example: you ordered five classroom desks, but only two desks
have arrived thus far.
4. Receive online – you can see the line items available to be received in the Cayenta system.
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Receiving an Order
Receive Entry Receive the entire order
Use this method when the entire order has been
delivered and you wish to receive the entire
purchase order, and all the lines it includes, at once.
1. Select the Purchasing Management Icon.
2. Expand Receiving by clicking on the plus sign
.
3. Expand Data Entry by clicking on the plus
sign .
4. Double click on Receiving Entry.
The Purchase Order Receiving Batch Header
Entry screen opens.
From the menu bar:
1. Select the Add icon .
2. Tab through Batch Date (defaults to today’s
date).
3. Change the Receiving Warehouse to your
ship-to code.
Note: An A and the school number is the
code for schools (A284).
4. Select the Save icon .
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Receiving an Order
The Purchase Order Receiving Entry screen
opens.
1. Select the Add Icon . The Receiving
Number populates.
From the top section of the screen
2. Record the Batch number! (This is the
number you will use to run the edit list and
approval register).
3. Record the Receiving Number!
From the middle section of the screen:
4. PO/PO Line Number – Enter the PO or CR
Number in the first two boxes.
CR
PO
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Receiving an Order
5. From the command options select Entire PO
.
6. Select “Receive all PO Li…”
.
The bottom command line verifies the lines
received .
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Receiving an Order
Entering the Invoice or Packing Slip
information
1. From the command options select Header
Comments .
The Order Receipt Comments window opens
2. Enter the invoice or pack slip number in the
space provided.
3. Select accept to accept the entry.
The screen returns to the Purchase Order
Receiving Entry screen.
4. The bottom command line displays
.
5. Select accept to accept the entry.
6. Select save .
The bottom command line displays
.
7. Select the Exit icon to exit the receiving
entry screen.
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Receiving an Order
The screen returns to the Batch Header
screen.
8. Select the Exit icon to exit to the main
menu.
Next steps
Generate and Print an Edit list (Receiving
an Order Pg 11).
Approve the receiving, the receiving
approval is done by you (Approval QRG).
Receiving Entry - One or More
Receiving Entry
Lines or Part of a Line
1. Double click on Receiving Entry.
The Purchase Order Receiving Batch Header
Entry screen opens.
From the menu bar:
2. Select the Add icon .
3. Tab through Batch Date (defaults to today’s
date).
4. Change the Receiving Warehouse to your
ship-to code. An A and the school number is
the code for schools (A284).
5. Select the Save icon .
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Receiving an Order
The Purchase Order Receiving Entry screen
opens.
1. Select the Add Icon . The Receiving
Number populates.
From the top section of the screen
2. Record the Batch number! (This is the
number you will use to run the edit list and
approval register).
3. Record the Receiving Number!
From the middle section of the screen:
4. PO/PO Line Number – Enter the PO or CR
Number in the first two boxes.
CR
PO
3. Enter the line number to receive on in the
PO Line Number box (3rd box)
.
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Receiving an Order
4. Enter the quantity received in the Quantity
field.
Receiving additional lines:
1. Select enter on the keyboard to bring up
a blank Receipt Line #.
2. Enter the line number to receive on in
the PO Line Number box (3rd box)
.
3. Enter the quantity received in the
Quantity field.
Once all lines have been entered:
5. Select the Accept icon.
6. Select the Save icon.
The bottom command line displays
.
7. Select the Exit icon to exit the receiving
entry screen.
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Receiving an Order
The screen returns to the Batch Header screen.
8. Select the Exit icon to exit to the main
menu.
Next steps
Enter the Invoice or Packing Slip
information (Pg 5).
Generate and Print an Edit list (Receiving
an Order Pg 13).
Approve the receiving, the receiving
approval is done by you (Approval QRG).
Viewing / Receiving the Order Online Receiving
Online
Use the online form method to select or deselect
Contract Release or Purchase Order lines for
receiving. This method displays all outstanding
lines for the purchase order or contract release.
1. Double click on Receiving Entry.
The Purchase Order Receiving Batch Header
Entry screen opens.
From the menu bar:
2. Select the Add icon .
3. Tab through Batch Date (defaults to today’s
date).
4. Change the Receiving Warehouse to your
ship-to code. (An A and the school number
is the code for schools (A284)).
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Receiving an Order
The Purchase Order Receiving Entry screen
opens:
5. Select the Add icon .
6. Select the Save icon .
From the top section of the entry screen:
1. Record the batch number! (This is the
number you will use to run the edit list and
approval register)
2. Record the Receiving Number.
In the Receipt Line # section (the middle section of
the window):
3. PO/PO Line Number – Enter the purchase
order or CR Number in the first two boxes.
Example:
CR
PO
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Receiving an Order
4. From the command options select Select Vdr
Pos to view the CR or PO
online.
The Vendor Purchase Order Receiving Selection
screen opens:
5. Place a next to the line you wish to
receive.
6. Edit the quantity of each line item being
received in the Quantity Received field. This
field defaults to the outstanding quantity but
can be changed to reflect the actual quantity
being received.
7. Select accept to accept your record.
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Receiving an Order
The screen returns to the Receiving Entry screen.
8. Select accept to accept your record.
9. Select the Save icon .
The bottom command line displays
.
10. Select the Exit icon to exit the receiving
entry screen.
The screen returns to the Batch Header screen.
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Receiving an Order
11. Select the Exit icon to exit to the main
menu.
The Budget Dept. requires the approval or
cancellation of all unapproved transactions Next steps
by the fifth business day of the month
following entry, including unapproved PR’s, Enter the Invoice or Packing Slip
PO’s, CR’s and Receiving’s. Any information (Pg 5).
unapproved transactions existing beyond the Generate and Print an Edit list (Receiving
fifth business day will be cancelled. an Order Pg 13).
Approve the receiving, the receiving
approval is done by you (Approval QRG).
Generating and Printing a Receiving Edit List
An edit list report must be generated to complete the ordering process (approval
and receiving) in Cayenta.
An edit list should be printed as an audit trail for your files.
The order will not be allowed to be completed until the edit lists has been generated.
Edit List Generating the Receiving Edit List
1. Double click on Receiving Entry Edit List.
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Receiving an Order
The Purchase Order Receiving Edit List
Selection screen opens.
2. Enter the receiving batch number in the “Batch
Number from” field.
3. Select .
4. Select .
The edit list is generated and the system will return
to the main menu page.
Viewing the Receiving Edit List
From the Main Menu:
1. Select View from the Main Menu tool bar.
2. Select Print File Display.
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Receiving an Order
The Print File Display screen opens
1. Select the Contract Release edit list by double
clicking on the Receiving Edit List report
number.
Note: If more than one Contract PO edit list
report is listed, the report with the largest
number is the most recent report generated.
2. Select Open from the File Download pop up
box.
Word Opens and displays the report
3. Review the Edit List report onscreen for
accuracy.
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Receiving an Order
Printing the Receiving Edit List
From the Word menu:
1. Select File, Print.
2. Select the printer from the Print dialog box
3. Close the Word window by selecting the
in the upper right hand corner of
the report.
Next steps
Approve the receiving. The receiving
approval is done by you (Pg 16).
Receiving Entry Approval
The Receiving Approval must be done to
complete the receiving entry. The Receiving
Approval is done by you.
1. Double click on Receiving Entry Approval.
The Purchase Order Receiving Approval Selection
screen opens.
2. Enter the Receiving batch number in the
“Batch Number from” field.
3. Select Approval, .
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Receiving an Order
Both the Batch Number From and To fields
populate.
4. Select Generate List, .
The edit list is generated and the system will return
to the main menu page
The Edit list is sent to the Print Files Display
window. It is not necessary to print this file,
however it is recommended that you delete any
unneeded reports from the display list.
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