RECEIVING by yurtgc548

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									     RECEIVING
   Frequently Asked
      Questions

Patricia Garcia
Office of State Finance
May 7, 2009
 Why the Topic, “Receiving?”

 March 12, 2009 DCAR Newsletter Article
     “Receiving Not Required” Option will not be
      available for new 2010 PO lines
     Preparing for transfer of receipt information
      into the Inventory and Asset Management
      modules
 Best Practice
      Why is Receiving a Best
             Practice?
 Reduces time and effort required for approval
    processes
   Reduces the number of point of entries needed
    to populate related information in PeopleSoft
   Obtain accurate cutoff of Accounts Payable
   Can eliminate paper-based PO and accounting
    processes
   Improves vendor relations
How Does Receiving Fit in the
Purchase To Pay Life Cycle?

                Payment             Request




                                          Purchase
      Invoice
                                           Order




                          Receipt
      What Can be Received?

 Goods and services not purchased with
  an Authority Order.
     Quantities
     Dollar Amounts
 Partial orders
 Entire orders
 PS matching will only use received
  quantities or amount to authorize
  payment
       Can Anyone Receive?

 No, receivers must have authorization.
     Agencies should achieve proper
      segregation of duties or implement
      mitigating controls when authorizing a
      person access to enter receipts.
     The person creating the receipt should be
      someone other than the requisition
      approver or the buyer
 EDT agencies cannot receive.
                   How Does Receiving Work?
                     Receiving                                             Approver                  Accounts Payable

                                           Receive Goods
                                            or Services



                                                                                                              From Vendor

                   Receiving person
             Yes                      No    Purchased      Yes
Receiving           has access to                                          Receiving
                                             on AO?                                                               Invoice
Documents             receive?                                             Documents           Signed
                                                                                                                 (Record
                                                                                               Invoice
                                                                                                                Receipt #)

                            No
                                                                          Comply with
                                                                      Title 74 O.S. § 86.1
  Create           Receiving                                                                                    Create PO
PeopleSoft         Documents                                                                  Create PO          Receipt
 Receipt                                                                                     Only Voucher        Voucher
                                                             From Vendor
                                                                                              (No Match)      (3-Way Match)

                                                                             Invoice
                    Send receiving                                          (Signed)
                   documentation to
                    business office
What Actions are Necessary to
 Make Receiving Successful?
 Begins with the PO
     Correct items and unit of measures
     Quantities and unit prices for items ordered
     Schedules
     Sum-of-one PO lines for variable amounts
 Vouchers
     Discontinue creating vouchers with zero
      quantities
        Are Agencies Already
             Receiving?
 Yes
     Department of Agriculture
     Department of Securities
     CLEET
     Office of Personnel Management
     Several agencies receive on a less
      frequent basis.
      Where Will Receiving
       Eventually Lead?
 Receipt Accrual
 Return to Vendor
 Inventory Put Away
 Asset Management Interface
 Evaluated Receipt Settlements
                   Testimonial
                     CLEET
There is the ability for satellite locations… to receive items in
the CORE system, giving the person authorizing the payment…
the security of knowing they are not breaking the law by paying
for an item on an invoice that the agency has not actually
received.
I am looking forward to the time when we can keep an inventory
in the CORE system… [and] know how much we have on hand
and how much should be ordered to keep the indicated level on
hand.

Receiving is not a difficult process in the CORE system… It
makes us lots better stewards…

Cherlyn J. Brown
         TESTIMONIAL
     Department of Securities
The Department of Securities’ overall experience with on-
line receiving has been favorable…

On-line receipt and purchase order queries enable the
determination of order status…

In summary, we believe on-line receiving strengthens
internal control and purchasing and accounts payable
administration with no additional resource requirement.

John Miner
RECEIVING



 Questions?

								
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