PO Receiving Basics

Using Receiving-
Introduction
Copyright The George Washington University. All rights reserved.

Entering Purchase Order Receipts
Section Objectives
At the end of this section, you should be able to:
• Understand the basic concepts of using receiving within Oracle Purchasing
• Receive and match items

Overview of Receiving
With Oracle Purchasing you can:
• Receive goods and services
• Transfer goods
• Return goods
• Review your transaction history
With Oracle Purchasing, you can control the items you order using the receiving, inspections, transfer, and
delivery features. You can use these features to control the quantity, quality, and internal delivery of your
items. These features specifically provide you with the capability to:
• Define receiving tolerances and rules at the organization, supplier, item, and order level, with the
lowest level overriding previous levels
• Record delivery of items from receiving locations to their final destination
• Record transfers of items to different locations in the receiving area
• Define which of items require inspection. Accept or reject items and provide detailed information
about your inspection results
• Record returns to suppliers
• Correct receiving transaction errors
• Review your transaction history
• Receiving is a transaction that signals the goods ordered on a purchase order have arrived.
• Receipt Types:
-Standard Receipt: A receipt routing in which shipments are received into a receiving location
and then delivered to an interim or final destination in a separate transaction. Standard
receipts can be inspected or transferred before delivery.
-Direct Receipt: Direct receipt limits receipt of items directly to the final destination; also
known as dock to stock receipt. The final destination includes the requester, or the inventory.
• Receipt Routing is the method of controlling transaction entry by specifying routing steps for
receipts:
-Standard Receipt: Goods must be received and delivered in separate transactions.
-Direct Receipt: Goods are received and delivered in one transaction.

Entering Purchase Order Receipts
Receiving is a transaction that signals that the goods ordered on a purchase order have arrived.
Creating the Receipt Header
Use the Receipt Header form to enter header information for all types of receipts.
1. Select the SC Responsibility from your list of responsibilities.
2. Navigate to the Receipts form by choosing Receiving and then Recepts from the Navigator list.

3. Open the Receipts form.
Opening a Form
You can open a form in Oracle one of three ways: (1) highlighting the form and clicking
the Open button; (2) double-clicking on the form; (3) highlighting the form and pressing
the Enter key on your keyboard.
4. Enter the Purchase order number you want to receive against.
5. Click the Find button.

6. Select the New Receipt option, if you want to create a new receipt.
7. Select the Add to Recipt option, if you want to add your receipt to an existing receipt.

If you select the Add to Receipt option, a List of Values form appears prompting you to
select an existing receipt. Once you select a receipt number, Shipment number, Packing
Slip, Freight Carrier, Supplier and Received By fields default according to the receipt
selected.
8. Enter the Receipt Date, if different from the one that defaults.
9. Optionally, select the Shipment number.
10. Optionally, enter the Shipped Date.
11. Enter the Packing Slip number, if applicable.
12. Enter the Waybill or Airbill number, if applicable.
13. Optionally, select information in the Freight Carrier field using the List of Values.
Accessing your List of Values

You can access your list of values in Oracle one of two ways: (1) Clicking on the
button in the field; (2)pressing [Ctrl] + [L].
14. Optionally, enter the Bill of Lading.
15. Optionally, enter the Containers information.
16. Optionally, select the Supplier using the List of Values.
17. Optionally, select the Received By using the List of Values, if it different from the one that defaults.
18. Optionally, enter Comments.
19. Save your work.

Saving a document
You can save a document in Oracle one of three ways: (1) selecting Save from the File
menu; (2) clicking on the Save toolbar button; (3) pressing [Ctrl] + [S].

Entering Receipts
There are five tabs: Lines, Details, Order Information, Outside Information, and Shipment Processing.
In the Lines tab region:
1. Select the goods you want to receive by clicking on the small box to the far left of the corresponding
line.
2. Enter the Quantity to be received in the Quantity field.
3. Select the Unit of Measure using the List of Values, if different from the one that defaults.
4. Select the Destination Type using the List of Values, if different from the one that defaults.

• Select Receiving as the Destination Type if you are performing a standard receipt.
• Select Expense as the Destination Type if you are performing a direct receipt.
5. Enter the Item number, if available.
6. Enter the Description, if different from the one that defaults.
7. Select a Location using the List of Values, if different from the one that defaults.
8. Select a Requestor using the List of Values, if different from the one that defaults.
The Item Category defaults.
In the Details tab region:
10

9. Optionally, enter the Packing Slip number.
10. Optionally, enter the Supplier Lot number.
11. Optionally, enter the transaction Reason Code.
13. Check the Receipt Exception box if you want to enter a receipt exception for this receipt.
14. Save your work.
Saving a document
In the Order Information tab region:
11

You can view the following information about the shipment:
• Order Type, PO Number, Release number, Line number, Shipment number, Supplier, Quantity
Ordered, UOM, Due Date, and Supplier Item number
In the Shipment Information tab region:
12

• Carrier Code, Container, Truck, Bill of Lading, and Bar Code Label, Waybill/Airbill number and
Freight Bill number
13

Summary
You should now be able to do the following:
• Understand the basic concepts of using receiving within Oracle Purchasing
• Receive and match items
Should you have any questions, contact the Help Desk at 994-5530, Option #4.
14

Correcting Receiving
Transactions and
Entering Returns
Chapter 2

Correcting Receiving Transactions and Enter-
ing Returns
Section Objectives
• Return goods to a supplier
• Perform receiving corrections

Overview of Returns and Corrections
Returns
With Oracle Purchasing you can return delivered externally sourced items to the supplier if the purchase
order has neither been canceled nor finally closed. You can also optionally specify additional return infor-
mation such as a reason code and RMA (Return Material Authorization) number.
Corrections
From time to time, receiving transactions will require correction. Oracle Purchasing provides you the capa-
bility to correct any receiving transaction. Each transaction is done individually, correcting the previous
transactions until all applicable transactions are corrected.

Finding Returns
The more search criteria you include, more restrictive your search will be. You may choose not to enter
any search criteria. In this case, click on the Find button and all the returns will be displayed.
You can click the Clear button to clear any existing search criteria.
2. Navigate to the Returns form by choosing Receiving and then Returns from the Navigator list.

3. Open the Returns form.
The Find Returns form opens:
2. Select the receipt Source Type using the drop down arrow.
3. Select the Receipt number using the List of Values.

4. Select the Purchase Order number using the List of Values.
5. Select the Shipment number using the List of Values.
6. Select the Supplier using the List of Values.
7. Select the Supplier Site using the List of Values.
8. Select the Current Location using the List of Values.
9. Optionally, enter Item, Revision, Category, Description, and Supplier Item information in the Item
alternative region.

10. Optionally, restrict the search to lines that are due today or enter from and to Due-By dates in the
Date Ranges alternative region.
11. Optionally, restrict the search to include Transaction Dates and Transaction Type in the Transaction
Details alternative region.
12. Click the Find button to initiate the search and open the Receiving Returns form.

Entering Returns
The Receiving Returns form contains five tab regions: Transactions, Details, Return From, Order Informa-
tion and Outside Processing – this region is not used by GW.
Use the Receiving Returns form to enter and match returns against receipts, deliveries, transfers, accep-
tances, and rejections.
1. Open the Returns form.
The Find Returns form opens:
The Receiving Returns form opens:

In the Transactions tab region:
3. Enter the return Quantity.
Oracle Purchasing selects the line and places a

check in the Line Selector check box.
4. Select the Unit of Measure of the goods being returned using the List of Values, if different from the
one that defaults.
5. Select Receiving or Supplier in the Return To field using the List of Values. If you select Supplier, the
supplier and location information defaults.
6. Optionally, add the RMA number information.
The remaining fields are for viewing reference.
In the Details tab region:

7. Enter the Transaction Date, if different from the one that defaults.
8. Tab through the transaction Reason field.
9. Optionally, enter the Supplier Lot.
11. Save your work.
Saving a document
In the Return From tab region:

All information on this form defaults, it is to be viewed only.
In the Order Information tab region:
• Order Type, Order number, Release number, Line number, Shipment number, Supplier, Quantity
Ordered, UOM, Due Date, and Supplier Item number
10

Shipment Status of a Returned Line
Shipments: Purchase Order Status
2. Navigate to the Purchase Order Summary form by choosing Purchase Orders and then Pur-
chase Order Summary from the Navigator list.
11

3. Open the Purchase Order Summary form.
Opening a Form
The Find Purchase Orders form opens:
4. Select Shipments in the Results region.
12

The Purchase Order shipments form opens:
You can check the status of your shipment on the Purchase Order Shipments form for the following related
fields: Shipment Amount, Quantity Due, Quantity Received, Quantity Accepted, Quantity Rejected, Quan-
tity Billed, Quantity Cancelled etc.
13

Finding Corrections
The more criteria you include, more restrictive your search. You may choose not to enter any search crite-
ria. In this case, click on the Find button and all the receipt corrections will be displayed.
You can click the Clear button to clear any existing search criteria
2. Navigate to the Corrections form by choosing Receiving and then Corrections from the Navigator
list.
14

3. Open the Corrections form.
Opening a Form
The Find Corrections form opens:
4. Select the receipt Source Type using the List of Values.

5. Select the Receipt Number using the List of Values.
6. Enter the Purchase Order number using the List of Values.
7. Optionally, enter the Shipment number using the List of Values.
8. Optionally, enter the Supplier using the List of Values.
15

9. Optionally, enter the Supplier Site using the List of Values.
10. Optionally, enter the Current Location using the List of Values.
11. Optionally, enter Item, Revision, Category, Description, and Supplier Item information in the Item tab
region.
12. Optionally, restrict the search to lines that are due today or enter from and to Due-By dates in the
Date Ranges tab region.
13. Optionally, restrict the search to include Transaction Dates and Transaction Type in the Transaction
Details tab region.
14. Click the Find button to initiate the search and open the Receiving Returns form.
16

Entering Corrections
Use the Receiving Corrections form to record correction transactions against prior receiving transactions.
Each line correction requires a separate transaction.
1. Enter the search criteria to find the transaction you want to correct.
The Receiving Corrections form appears.
3. Select the line you want to correct by clicking on the small box to the far left of the corresponding
line.
You will see two lines for the PO receipt you want to correct on the Corrections form.
Select the line that has “Deliver” as the Transaction Type to enter corrections.
4. Enter the correction Quantity.
Make sure that this quantity is the number of items not received. The Quantity myst be
entered as a Negative number in the field.
5. Save your work.
17

Saving a document
The previous transaction must be processed and the form needs to be reaccessed before
you can enter your next correction to complete this process.
To reaccess the form:
6. Select Query from the menu bar.
7. Choose Find.
The Find Corrections form appears.
8. Enter the search criteria to find the transaction you want to correct.
9. Click the Find button. The Receiving Corrections form appears.
10. Select the line you were correcting by clicking on the small box to the far left of the corresponding
line.
18

You will see two lines for the PO receipt you want to correct on the Corrections form.
Select the line that has “Deliver” as the Transaction Type to enter corrections.
11. Enter the correction Quantity.
Make sure that this quantity is the number of items not received. The Quantity myst be
entered as a Negative number in the field.
12. Save your work.
Saving a document
19

Summary
• Return goods to a supplier
• Perform receiving corrections
20

Performing Receiving
Inquiry
Chapter 3

Performing Receiving Inquiry
Section Objectives
• Find transactions for receipts
• Use available receiving reports

Overview of Receiving Inquiry
Finding Receiving Transaction Information
You record receipts by entering receiving transactions. From the time of receipt, many transactions may be
required to record the movement of an item through the receiving process. These transactions provide a
history that allows you to track an item from its source to its destination. You can use the Receipt Transac-
tions Summary form to review these transactions.
Receiving Reporting
You can use the report options available in Oracle Purchasing to access numerous reports to answer the
following questions regarding receiving information:
• What goods are expected today, tomorrow, next week?
• Has a particular order been received?
• What shipments are overdue?
• What suppliers have sent more than what was ordered?

Using the Find Receiving Transactions Form
Find Receiving Transactions
Use the Find Receiving Transactions form to find receiving transactions. You may choose not to enter any
search criteria. In this case, click on the Find button and all the receiving transactions will be displayed.
You can click the Clear button to clear any existing search criteria.
2. Navigate to the Receiving Transaction Summary form by choosing Receiving and then Receiv-
ing Transaction Summary from the Navigator list.

3. Open the Receiving Transaction Summary form.
Opening a Form
The Find Receiving Transactions form opens:

4. Select the Source Type using the List of Values.

5. Select the Purchase Order number, Line number, Supplier, and Receipt number using the List of Val-
ues.
6. Optionally, enter Item, Rev, Category, Description, and Supplier Item information in the Item alterna-
tive region.
7. Optionally, restrict the search to include Packing Slip, Receiver, Freight Carrier, and Bill of Lading infor-
mation in the Receipt Details alternative region.
8. Optionally, restrict the search to include Transaction Date and Receipt Routing information in the
Transaction Details alternative region.
9. Click the Find button to initiate the search.

Reviewing Receiving Transactions
Receipt Transaction Summary
1. Select the line you wish to view for transaction summary information.
2. Click the Transactions button.
The Receipt Transaction Summary form appears.
3. Click the Header button to view the header information for the receipt you selected.
4. Close the forms.

Receiving Information Reports
Receipt Information Reports
You can use the report options available in Oracle Purchasing to access numerous reports to provide you
with receiving information. Please refer to the Reporting chapter in your manual for navigation instructions
on how to run a report.
The table below has some examples of receiving reports available in Oracle Purchasing. Please note that
this is not a complete list of all the receiving reports in Oracle Purchasing.
Report Names Use
Expected Receipts Report Use this report to review all or specified

expected receipts for a particular date
or a range of dates.
Unordered Receipts Report Use this report to review all or selected

unordered receipts. Unordered receipts
refer to received items that receiving
personnel could not match to POs.
Receiving Transactions Register Use this report to review detail

information about your receiving
transactions.
Receiving Exceptions Report Use this report to review receipts you

placed on exception hold.
Overshipments Report Use this report to find purchase order

receipts with a quantity received
greater than the quantity ordered. You
can also use this report to identify
service overcharges or suppliers who
deliver more than the requested
quantity.
Uninvoiced Receipts Report Use this report to review all or specific

uninvoiced receipts.
Receipt Adjustments Report Use this report to review purchase

order shipments with corrections or
returns to the supplier.
Quality Code Listing Use this report to review the inspection

quality codes.
Receipt Traveler Report Use this report to facilitate receiving

inspection and delivery of goods you
received within your organization.

Summary
• Find transactions for receipts
• Use available receiving reports

PO Receiving Basics

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Using Receiving-

Copyright The George Washington University. All rights reserved.

• Understand the basic concepts of using receiving within Oracle Purchasing

• Receive and match items

Copyright The George Washington University. All rights reserved.

• Receive goods and services

• Review your transaction history

• Record delivery of items from receiving locations to their final destination

• Record transfers of items to different locations in the receiving area

• Record returns to suppliers

• Correct receiving transaction errors

• Review your transaction history

-Direct Receipt: Goods are received and delivered in one transaction.

Copyright The George Washington University. All rights reserved.

Creating the Receipt Header

1. Select the SC Responsibility from your list of responsibilities.

Copyright The George Washington University. All rights reserved.

4. Enter the Purchase order number you want to receive against.

5. Click the Find button.

Copyright The George Washington University. All rights reserved.

Copyright The George Washington University. All rights reserved.

9. Optionally, select the Shipment number.

10. Optionally, enter the Shipped Date.

11. Enter the Packing Slip number, if applicable.

12. Enter the Waybill or Airbill number, if applicable.

Accessing your List of Values

14. Optionally, enter the Bill of Lading.

15. Optionally, enter the Containers information.

16. Optionally, select the Supplier using the List of Values.

18. Optionally, enter Comments.

19. Save your work.

Copyright The George Washington University. All rights reserved.

Copyright The George Washington University. All rights reserved.

In the Lines tab region:

2. Enter the Quantity to be received in the Quantity field.

Copyright The George Washington University. All rights reserved.

5. Enter the Item number, if available.

6. Enter the Description, if different from the one that defaults.

The Item Category defaults.

In the Details tab region:

Copyright The George Washington University. All rights reserved.

10. Optionally, enter the Supplier Lot number.

11. Optionally, enter the transaction Reason Code.

12. Optionally, enter Comments.

14. Save your work.

In the Order Information tab region:

Copyright The George Washington University. All rights reserved.

In the Shipment Information tab region:

Copyright The George Washington University. All rights reserved.

Copyright The George Washington University. All rights reserved.

• Understand the basic concepts of using receiving within Oracle Purchasing

• Receive and match items

Copyright The George Washington University. All rights reserved.

Copyright The George Washington University. All rights reserved.

• Return goods to a supplier

• Perform receiving corrections

Copyright The George Washington University. All rights reserved.

Copyright The George Washington University. All rights reserved.

1. Select the SC Responsibility from your list of responsibilities.

Copyright The George Washington University. All rights reserved.

The Find Returns form opens:

3. Select the Receipt number using the List of Values.

Accessing your List of Values