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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