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Oracle Financials Procure to Pay Goods Receipting in Core Version 4 http://www.manchester.ac.uk/finance/ 22nd February 2007 Table of Contents 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 INTRODUCTION............................................................................................................................... 1 SEARCHING FOR ORDERS ........................................................................................................... 2 RECEIPTING GOODS ...................................................................................................................... 5 CREATING ONE RECEIPT FOR MORE THAN ONE LINE ....................................................10 PART RECEIPTS ..............................................................................................................................13 VIEWING RECEIPTS ......................................................................................................................15 CORRECTING OR CANCELLING RECEIPTS ..........................................................................16 RETURNING GOODS ......................................................................................................................19 RECEIPTS THAT REQUIRE INSPECTION ................................................................................21 PURCHASE ORDER SUMMARY ..................................................................................................23 CREATING A RECEIPT FOR A SERVICES PURCHASE ORDER .........................................26 FREQUENTLY ASKED QUESTIONS ...........................................................................................27 APPENDIX A – SHORTCUTS AND FUNCTION KEYS .............................................................28 APPENDIX B – TOOLBARS ...........................................................................................................31 APPENDIX C – LIST OF HOW TO SHEETS ...............................................................................32 FINANCIAL REGULATIONS AND PROCEDURES...................................................................33 APPENDIX D – DOCUMENT STORAGE .....................................................................................34 1 Introduction This is a step-by-step guide to receipting goods on the new finance system. It‟s the reference manual for staff receipting goods in Stores or Goods Inward Bays or any other receipting point. You need to be logged on as ‘PO Goods Receipting User’. For more information about the new finance system and for information about Financial Procedures and Financial Regulations, please visit the finance website: http://www.manchester.ac.uk/finance/ The finance website will be updated regularly to include how-to sheets of some of the main functions in the new system as well as other training materials. If you have any questions about training, please visit this web page: http://www.campus.manchester.ac.uk/finance/Sys/OracleSystem/Training/PU%20 Training/PO%20Training%20Index.shtml If you need support in using the system please raise a call on the ARS system by following the link labelled: “Click here to raise a support call via ARS” For help in raising a call follow the link next to it labelled: “guidance on this”.  DISCLAIMERS: This course covers the key business processes involved in goods receipting in Oracle, the requirements of the Financial Regulations and Procedures where they are relevant and how to use the Oracle Financials software. It does not cover purchase orders or requisitions. It does not cover any additional local faculty or school procedures for goods receipting. The Oracle Financials system is still under development as this manual is being written. Some details of the system may change in future; updated versions of the manual will be made available on the Finance web site as changes are made. ca8f67fc-be18-4349-afaa-beac2589b67f.doc PROC4B Page 1 Introduction 2 Searching for Orders Select the responsibility „PO Goods Receipting User‟. Then select „Receipts‟ from the menu options.  NOTE: Only create a receipt if you accept the items and are happy for the supplier to be paid. If you’re not happy to accept the items, you’ll need to contact the supplier to arrange collection/delivery of the items. Only when you’ve received the correct goods should you go ahead and receipt them in Oracle Financials.  Below is the initial screen for receipting. You can search for the goods you want to receipt. You can search by:    Purchase order number Receiving Location Supplier and Receiving Location  NOTE: If you search using any other criteria, a list of all matching purchase orders from the whole of the University will be displayed. The list will be too long. Make sure you search at least by receiving location. ca8f67fc-be18-4349-afaa-beac2589b67f.doc PROC4B Page 2 Searching for Orders Searching by Purchase Order Number  Type in the purchase order number and then click „Find‟. Searching by Receiving Location „Receiving location‟ is the same as the „Ship-To‟ address. This is wherever you work as a receiver.  Enter or search for your „Receiving Location‟ then click „Find‟. ca8f67fc-be18-4349-afaa-beac2589b67f.doc PROC4B Page 3 Searching for Orders  NOTE: This screen may default the supplier in on the receipt header. Change this to the correct supplier. Otherwise you‟ll see a message saying that the supplier on the purchase order does not match the supplier on the receipt. Searching by Supplier and Receiving Location  Use the three dots to search for the supplier name and site. Search for the „Receiving Location‟ in the same way. TIP: If you know the supplier name, type part of the name and then press the tab key, the system will fill in the rest or pick from the list that appears. ca8f67fc-be18-4349-afaa-beac2589b67f.doc PROC4B Page 4 Searching for Orders 3 Receipting Goods Select the responsibility „PO Goods Receipting User‟. Then select „Receipts‟ from the menu options. 1. Search for the order details in one of the ways shown in section 2 on page 2. This will bring up the „Receipt Header‟. Yellow fields are mandatory. These fields should be completed (some will have defaulted in for you): Field Name Packing Slip Description This is a mandatory field. Enter the packing slip from the delivery note or GRN. This will default in but check it matches. Optional. The receiver may enter comments here. Today‟s date will default in. You can change this if necessary. This will default in from the username. Supplier Comments Receipt Date Received By TIP: Create one receipt per Delivery Note (GRN). ca8f67fc-be18-4349-afaa-beac2589b67f.doc PROC4B Page 5 Receipting Goods 2. First enter the „Packing Slip‟.  NOTE: The Packing Slip is the GRN (Goods Received Note) or Delivery Note. If you don‟t have the GRN follow your local procedures e.g. use initials/date or the invoice number and date. This field is mandatory and must be recorded here to continue with the receipt. Make sure you record the packing slip correctly! If you make a mistake and enter the wrong Packing Slip you cannot change it after you’ve saved the receipt. Enter the correct packing Slip in the field called Waybill instead before you exit this receipt in Oracle.  Check if these goods have a „Hazard‟ Class.  Check if there is a „Shipment Receiver Note‟ for your information. ca8f67fc-be18-4349-afaa-beac2589b67f.doc PROC4B Page 6 Receipting Goods 3. Click anywhere in the „Receipts‟ window (the grey space behind the ‘Receipt Header’ pop-up box) to see the screen behind.  NOTE: If you are taken back to the „Receipt Header‟, you haven‟t entered the „Packing Slip‟. This must be entered first. 4. This now brings up details of the line. 5. Select the line/s you want to receipt by ticking in the box or boxes. You must make sure you select the lines using the tick boxes! ca8f67fc-be18-4349-afaa-beac2589b67f.doc PROC4B Page 7 Receipting Goods 6. Finally, click the „Save‟ icon on the Toolbar.  NOTE: After clicking Save you will see a message at the bottom of the screen like this: Transaction Complete: 2 records applied and saved. If you don‟t see a message that says “Transaction complete” click „Save‟ again. 7. This line has now been receipted!  NOTE: Delivery Notes must be retained for 3 years. Follow your local procedures. ca8f67fc-be18-4349-afaa-beac2589b67f.doc PROC4B Page 8 Receipting Goods 8. Click on „Header‟. This now shows a Receipt number that is automatically generated by Oracle Financials.  NOTE: Click on the window behind then click on the Torch icon on the toolbar. This takes you back to the „Find Expected Receipts‟ screen. Enter your search and click on „Find‟. Now repeat from step 2 to create a new receipt.  NOTE: If you work in Stores and it is a stores item this may say „Inventory‟ rather than „Expense‟. After clicking „Save‟ you may be taken to the „Subinventory‟ field. Click on the three dots to select from the Subinventories list e.g. Main VAT. Click Save and the receipt will be created. ca8f67fc-be18-4349-afaa-beac2589b67f.doc PROC4B Page 9 Receipting Goods 4 Creating One Receipt for More Than One Line Select the responsibility „PO Goods Receipting User‟. Then select „Receipts‟ from the menu options.  NOTE: You can receipt several lines from same supplier on one receipt. Receipt goods that appear on the delivery note. 1. Search by supplier and receiving location (see page 4). 2. Select the lines you want to include on the receipt by ticking in the boxes. ca8f67fc-be18-4349-afaa-beac2589b67f.doc PROC4B Page 10 Creating One Receipt for More Than One Line    NOTE: If you see this sign it means that this line has two or more Deliver-To locations. The Destination Type shows as „Multiple‟. You cannot receipt the line with the + icon. You must open up the lines first. Click on the icon to show the individual lines within this order.  The „Expense‟ lines can now be receipted in the usual way.  NOTE: Receipt these lines together, unless only one has been received. ca8f67fc-be18-4349-afaa-beac2589b67f.doc PROC4B Page 11 Creating One Receipt for More Than One Line 3. Click „Save‟.  NOTE: After clicking Save you will see a message at the bottom of the screen like this: Transaction Complete: 5 records applied and saved. If you do not see a message that says “Transaction complete” click on Save again. These lines have now been receipted! Click on „Header‟ to see the Receipt number that is automatically generated by Oracle Financials.   NOTE: Remember, Delivery Notes must be retained for 3 years. Follow your local procedures. NOTE: Click on the Torch icon on the toolbar. This takes you back to the Find Expected Receipts screen. Enter your search and click on „Find‟. Now repeat from step 2 to create a new receipt. ca8f67fc-be18-4349-afaa-beac2589b67f.doc PROC4B Page 12 Creating One Receipt for More Than One Line 5 Part Receipts Select the responsibility „PO Goods Receipting User‟. Then select „Receipts‟ from the menu options. 1. Search for the order details in one of the ways shown in section 2 on page 2. This will bring up the „Receipt Header‟. 2. Enter the „Packing Slip‟. 3. Then click anywhere in the „Receipts‟ window (the grey space behind the ‘Receipt Header’ pop-up box) to see the screen behind. This brings up details of the lines. ca8f67fc-be18-4349-afaa-beac2589b67f.doc PROC4B Page 13 Part Receipts 4. Change the „Quantity‟ and then select the line by ticking in the box. 9. Finally, click on the „Save‟ icon on the Toolbar.  NOTE: After clicking Save you will see a message at the bottom of the screen like this: Transaction Complete: 2 records applied and saved. If you do not see a message that says “Transaction complete” click on Save again. This line has now been part receipted! Click on „Header‟ to see the Receipt number that is automatically generated by Oracle Financials.  NOTE: Click on the Torch icon on the toolbar. This takes you back to the Find Expected Receipts screen. Enter your search and click on „Find‟. Now repeat from step 2 to create a new receipt. ca8f67fc-be18-4349-afaa-beac2589b67f.doc PROC4B Page 14 Part Receipts 6 Viewing Receipts Select the responsibility „PO Goods Receipting User‟. Then select „Receiving Transactions Summary‟ from the menu options. 1. On the „Find Receiving Transactions‟ screen that appears you can search by:    Purchase Order Number Receipt Number Supplier and Receiving Location 2. Enter your search and then click „Find‟. This will bring up the „Receipt Headers‟ screen which shows you a summary of the receipts. 3. Click in the line you want to view and then click „Transactions‟. This will show you a breakdown of the transactions for the order. Each line on the receipt will have a ‘Receive’ and a ‘Deliver’ line! 4. Here you can see the quantity on the receipt („Amount‟ is shown per line) and the date the receipt was created. 5. Click „Header‟ to view details such as the name of the „Receiver‟, „Packing Slip‟ or „Receipt Number‟. ca8f67fc-be18-4349-afaa-beac2589b67f.doc PROC4B Page 15 Viewing Receipts 7 Correcting or Cancelling Receipts You can correct or cancel receipts that have been created. This is done by adjusting the quantity, either positive or negative.  NOTE: If a purchase order needs to be cancelled but it has already been receipted in Oracle Financials, you’ll need to cancel the receipt by following the steps in this section. Select the responsibility „PO Goods Receipting User‟. Then select „Corrections‟ from the menu options.  Search by purchase order number, supplier or receipt number. For example search by purchase order number.  Enter one of these criteria to search then click „Find‟. ca8f67fc-be18-4349-afaa-beac2589b67f.doc PROC4B Page 16 Correcting or Cancelling Receipts Correcting a Receipt 1. Record the correct „Quantity‟. The „Parent Qty‟ field shows you the quantity that is currently on the receipt.   NOTE: If the correction is less than the quantity on the receipt use a negative number. For example, reduce a 10 item delivery to 9 by entering -1 in the „Quantity‟ field on the „Deliver‟ line.   NOTE: If the correction is more than the quantity on the receipt use a positive number. For example, increase a 10 item delivery to 11 by entering 1 in the „Quantity‟ field on the „Deliver‟ line. 2. Click „Save‟. ca8f67fc-be18-4349-afaa-beac2589b67f.doc PROC4B Page 17 Correcting or Cancelling Receipts Cancelling a Receipt 1. Record the correct „Quantity‟. The „Parent Qty‟ field shows you the quantity that is currently on the receipt. 2. To cancel a receipt, enter the „Quantity‟ as a negative. This should match the amount in the „Parent Qty‟ field. 3. Click „Save‟.  In „Receiving Transactions Summary‟ you‟ll see the corrections made on this receipt as in the example below. (See Section 6 Viewing Receipts on page 15) ca8f67fc-be18-4349-afaa-beac2589b67f.doc PROC4B Page 18 Correcting or Cancelling Receipts 8 Returning Goods Select the responsibility „PO Goods Receipting User‟. Then select „Returns‟ from the menu options.  NOTE: The returns process is used if you‟ve created a receipt but on later inspection decided that the goods are not suitable. Complete the return in the system and then follow your local procedures for returning goods to the supplier. 1. Enter the purchase order number and then click „Find‟. 2. Enter the „Quantity‟ you want to return. 3. Select „Return To Supplier‟. Use the three dots to search. 4. Click on the „Details‟ tab and select a „Reason‟ using the three dots to search or type in a „Comment‟. Examples of „Reason Codes‟ available are: Damaged on receipt Damaged by supplier Duplicated order by us Goods not requested Incorrect goods supplied Page 19 Returning Goods ca8f67fc-be18-4349-afaa-beac2589b67f.doc PROC4B 5. Click „Save‟ on the toolbar.  NOTE: After clicking Save you will see a message at the bottom of the screen like this: Transaction Complete: 1 record applied and saved. If you do not see a message that says “Transaction complete” click on Save again.  NOTE: You cannot input returns against a Finally Closed or Cancelled purchase order. ca8f67fc-be18-4349-afaa-beac2589b67f.doc PROC4B Page 20 9 Receipts that Require Inspection Select the responsibility „PO Goods Receipting User‟. Then select „Receiving Transactions‟ from the menu options.  NOTE: You must have created a receipt for the goods before you enter the inspection on the system. 1. Enter the purchase order number and then click „Find‟. 2. Click on „Inspect‟. 3. Scroll along this screen and select a „Reason‟ code using the three dots to search or type in a „Comment‟.  For example, Passed Inspection or Failed Inspection – Goods not in Proper Working Order. ca8f67fc-be18-4349-afaa-beac2589b67f.doc PROC4B Page 21 Receipts that Require Inspection 4. Click on „Save‟.  NOTE: After clicking Save you will see a message at the bottom of the screen like this: Transaction Complete: 1 record applied and saved. If you do not see a message that says “Transaction complete” click on Save again.  You have now recorded that inspection has taken place and input the results of this inspection.  NOTE: Click on the Torch icon on the toolbar. This takes you back to the „Find Receiving Transactions‟ screen. Enter your search and click on „Find‟. Now repeat from step 1 to for a new inspection. ca8f67fc-be18-4349-afaa-beac2589b67f.doc PROC4B Page 22 Receipts that Require Inspection 10 Purchase Order Summary Follow these menu options to view details of purchase orders that have already been created. These are enquiry only screens. Select the responsibility „PO Goods Receipting User‟. Then select „Purchase Order Summary‟ from the menu options.  You can search for purchase orders by: Purchase Order Number Bill-To address Buyer name  NOTE: Searching using any other criteria may bring back purchase orders for the whole University. The search is not set by Purchasing Unit. If you want to search using any other criteria such as supplier, make sure that your search also includes one of the three mentioned above.  Enter the purchase order number and click on „Find‟. ca8f67fc-be18-4349-afaa-beac2589b67f.doc PROC4B Page 23 Purchase Order Summary How can I tell if the order has been paid? Scroll along this window until you see „Closure Status‟. Open means that the order has not yet been matched at the invoice stage. Closed means that the order has been successfully matched at the invoice stage and is now ready for payment. How can I tell if an invoice is on the system for this purchase order? The „Matched Amount‟ column shows you how much the invoice has been put on the system for.  Click „Lines‟ to see the line details, such as the „Category Code‟ and the item. Page 24 Purchase Order Summary ca8f67fc-be18-4349-afaa-beac2589b67f.doc PROC4B How can I tell if the purchase order has been receipted? From the „Lines‟ window, click on „Shipments‟. The „Quantity Due‟ columns shows if you have any outstanding items that haven‟t yet been receipted. „Quantity Received‟ shows you how many of the items on this line have been receipted in Oracle Financials. Here we can see that all of the items on this line have been receipted on the system.  Click „Distributions‟ to see details such as the „Charge Account‟. ca8f67fc-be18-4349-afaa-beac2589b67f.doc PROC4B Page 25 Purchase Order Summary 11 Creating a Receipt for a Services Purchase Order 1. Select the responsibility „PO Goods Receipting Unit User (UOM)‟. Then select „Receipts‟ from the menu. 2. On the „Find Expected Receipts‟ screen that appears you can search by Purchase order number, Receiving Location or Supplier and Receiving Location. 3. Enter your search and click „Find‟. This will bring up the „Receipt Header‟ screen. 4. Enter the „Packing Slip‟. Use the Invoice Number and the Invoice Date.  The lower part of the screen may show a „Shipment Receiver Note‟. 5. Click anywhere in the grey space behind the „Receipt Header‟. This brings up details of the line. 6. Change the ‘Quantity’ field to the NET AMOUNT received on the invoice for this period. Select the line by ticking in the box next to it. 7. Click on the „Save‟ icon on the Toolbar. This line has now been receipted!  NOTE: The message at the bottom of the screen will say: Transaction Complete: 2 records applied and saved. If you do not see this message click „Save‟ again. ca8f67fc-be18-4349-afaa-beac2589b67f.doc PROC4B Page 26 Creating a Receipt for a Services Purchase Order 12 Frequently Asked Questions  How can I find expected receipts? You can search using different criteria, such as receiving location or purchase order number. See Section 2 Searching for Orders on page 2. How do I create a receipt? You find the purchase order and enter the Packing Slip. Remember this field is mandatory. See Section 3 Receipting Goods on page 5. Can I create one receipt for more than one line? Yes. Create a receipt for items on the delivery note. See Section 4 Creating One Receipt for More Than One Line on page 10. If a receipt is incorrect, can I change it? Yes, you can change the quantity. See Section 7 Correcting Receipts on page 16. How can I see all the receipts I have created? You can view all your receipts by following the steps in Section 6 Viewing Receipts on page 15. What if only part of the order is delivered? You would enter the number of items that you‟ve received. This is covered in Section 5 Part Receipts on page 13. How can I record that I’ve inspected the goods? The inspection stage is covered in Section 9 Receipts that Require Inspection on page 21. If the goods require an inspection stage, this step must be completed so that the invoice can then be processed and the supplier will be paid. How can I return goods? Returns can be entered onto the system and then you‟ll need to follow your local procedures for returning goods. See Section 8 Returning Goods on page 19. How can I check back to the purchase order? You can look at a summary of the purchase order and view the header, line and shipments details. See Section 10 Purchase Order Summary on page 23. Do I have to keep the delivery notes? How long for? Yes. Delivery notes need to be retained for 3 years and must be available for inspection by the auditors. See Section 17 Document Storage on page 34.          ca8f67fc-be18-4349-afaa-beac2589b67f.doc PROC4B Page 27 Frequently Asked Questions 13 Appendix A – Shortcuts and Function keys Keyboard Shortcuts % wildcard used in searching Description Block Menu Clear Block Clear Field Clear Form Clear Record Commit Count Query Delete Record Display Error Down Duplicate Field Duplicate Record Edit Enter Query Execute Query Exit Function 0 Function 1 Function 2 Function 3 Function 4 Function 5 Function 6 Function 7 Function 8 Function 9 Help Insert Record List of Values List Tab Pages Next Block Next Field Next Primary Key Next Record Next Set of Records Previous Block Previous Field Previous Record Print Return Scroll Down Scroll Up Show Keys Up Update Record ca8f67fc-be18-4349-afaa-beac2589b67f.doc PROC4B %% takes you straight to the results of your search Shortcut Key Ctrl + B F7 F5 F8 F6 Ctrl + S F12 Ctrl + Up Shift + Ctrl + E Down Shift + F5 Shift + F6 Ctrl + E F11 Ctrl + F11 F4 Shift + Ctrl + F10 Shift + Ctrl + F1 Shift + Ctrl + F2 Shift + Ctrl + F3 Shift + Ctrl + F4 Shift + Ctrl + F5 Shift + Ctrl + F6 Shift + Ctrl + F7 Shift + Ctrl + F8 Shift + Ctrl + F9 Ctrl + H Ctrl + Down Ctrl + L F2 Shift + Page Down Tab Shift + F7 Down Shift + F8 Shift + Page Up Shift + Tab Up Ctrl + P Return Page Down Page Up Ctrl + K Up Ctrl + U Page 28 Appendix A – Shortcuts and Function keys Menus: File Menu Command New Open Save Save and Proceed Next Step Export Place on Navigator Log on as a Different User Switch Responsibility Print Close Form Exit Oracle Applications Description Creates a new record in the active form Opens the detail screen for the current selection Saves any pending changes in the active form Saves any pending changes in the active form and advances to the next record Updates the process workflow in the navigator by advancing to the next step in the process Exports information in your current form to a browser Creates an icon in the Documents tab of the Navigator which can be used to recall the active form and its current record Allows you to log on to Oracle Applications again as a different user Allows you to change the responsibility in effect for your current log on Prints your current window. An application may override this action to instead allow printing of one or more specific reports Closes all windows of the current form Quits Oracle Applications Edit Menu Command Undo Typing Cut Copy Paste Duplicate Record Above Duplicate Field Above Clear Record Clear Block Clear Form Delete Select All Deselect All Edit Field Preferences Change Password Preferences Profiles ca8f67fc-be18-4349-afaa-beac2589b67f.doc PROC4B Description Undoes any typing done in a field before the field is exited and returns the field to the most recent value Cut Copy Paste Copies all values from the prior record to the current record Copies all the values of the current field from the prior row Erases the current record from the current field Erases all records from the current block Erases any pending changes from the current form Deletes the current record from the database Selects all records (for blocks with multiselect) Deselects all selected records except for the current record (for blocks with multi-select) Displays the Editor window for the current field Displays the Change Password dialogue box Displays the Profiles window Page 29 Appendix A – Shortcuts and Function keys View Menu Command Show Navigator Zoom Find… Find All Query by Example Enter Query by Example Run Query by Example Cancel Query by Example Show Last Criteria Query by Example Count Matching Records Record First Record Last Translations Attachments Summary/Detail Description Displays the Navigator window Invokes custom defined zooms Displays the Find window to retrieve records Retrieves all records Invokes „Enter Query‟ mode to enter search criteria for a query-by-example Executes the query-by-example Cancels the query-by-example by exiting from „Enter Query‟ mode Recovers the search criteria used in the previous query-by-example Counts the number of records that would be retrieved if you ran the current query-byexample Moves the cursor to the first record Moves the cursor to the last record Displays the translations window Displays the attachments window Switch between the summary and detail views of a combination block Tools Menu May contain up to 15 product-specific entries Window Menu Command Cascade Tile Horizontally Tile Vertically 1 (Title of Open Window) Description Displays any open windows in a „cascaded‟ or stair-stepped fashion Displays any open windows in a horizontally „tiled‟ (non-overlapping) fashion Displays any open windows in a vertically „tiled‟ (non-overlapping) fashion Displays a list of open windows titles in the order in which they are stacked Help Menu Command Window Help Oracle Applications Library Keyboard Help Diagnostics Record History About Oracle Applications Description Displays help for the current window Displays a window that lists all available Oracle Applications Help text Displays the current mapping of specific functions and menu options There are multiple Diagnostics menus used for the coding and debugging Displays information about who created and updated the current record Displays information about the current window and application Page 30 Appendix A – Shortcuts and Function keys ca8f67fc-be18-4349-afaa-beac2589b67f.doc PROC4B 14 Appendix B – Toolbars New Find Show Navigator Save Next Step Switch Responsibility Print Close Form Cut Copy Paste Clear Record Delete Edit Field Zoom Translations Attachments Folder Options Window Help ca8f67fc-be18-4349-afaa-beac2589b67f.doc PROC4B Page 31 Appendix B – Toolbars 15 Appendix C – List of How To Sheets The „How To‟ sheets link can be found on the web at: http://www.campus.manchester.ac.uk/finance/Sys/OracleSystem/Training/PU%20Tr aining/PO%20Howtosheets.shtml       PROC4-01 How Do I Create a Receipt? PROC4-02 How Do I Correct or Cancel a Receipt? PROC4-03 How Do I View Receipts? PROC4-04 How Do I Return Goods? PROC4-05 How Do I Create a Receipt for Goods that Require Inspection? PROC4-06 How Do I Create a Receipt for a Draw Down Purchase Order for Services? ca8f67fc-be18-4349-afaa-beac2589b67f.doc PROC4B Page 32 Appendix C – List of How To Sheets 16 Financial Regulations and Procedures  Where possible, schools should specify that goods are delivered to one location where they should be physically inspected and agreed to the supplier‟s delivery note. The delivery note must be signed and dated by the individual receiving the goods. If only part of an order has been delivered this must be indicated on the delivery note. Where it is not possible to inspect the goods at the time of delivery the person receiving the goods should write “Goods unchecked” on the delivery note before signing for the receipt of the goods. The goods should then be checked to the delivery note as soon as possible thereafter.   Once checked against the goods or service, the delivery should be recorded on the Oracle Financials system. Until this is done, invoices must not be paid. Any discrepancies or damaged or unsatisfactory goods must be noted and taken up with the supplier immediately. Delivery notes must be retained for reference and must be available for inspection by the auditors.  ca8f67fc-be18-4349-afaa-beac2589b67f.doc PROC4B Page 33 Financial Regulations and Procedures 17 Appendix D – Document Storage This document is intended to guide users as to what paper documents they need to store, where they should be stored, and for how long. Type of document Delivery notes Where kept? How long? Any further comments Follow your local procedures for storage of delivery notes. Delivery notes must be retained for reference and must be available for inspection by the auditors. 3 years ca8f67fc-be18-4349-afaa-beac2589b67f.doc PROC4B Page 34 Appendix D – Document Storage