Receiving Purchase Order Items
1. From the Purchasing main menu, select
2. On the
Status screen, if needed, click the plus sign (+) next to a purchase order to view its items.
Figure 1 - Status screen
Select next to a purchase order.
4. Review the purchase order to compare it to the items received.
Print Preview RCVG if you want to view and/or print the entire purchase order details in PDF format.
6. If you have received all items, check the
Rcv check box next to each item.
Figure 2 - Items received
1. If any items ordered are not received or do not match the purchase order, click
Select next to the item.
2. Enter the
3. Select a reason why the items received or on the shipping list do not match the purchase order
You will be able to select only one. If you receive a shipment that has items broken
and items backordered, select Something is missing and add Notes to explain.
4. Enter the actual
Received. E.g., if something was missing, be sure to enter
Figure 3 - Items backordered
5. Click the
Line Item Notes icon to add explanatory notes, e.g., why items were not received or why items were returned, etc.
If needed, the purchaser can cancel or reject unavailable items, etc. from the purchase order.
If the agency administrator has enabled e-mail notification, an e-mail will be sent automatically when the receiver marks that something is missing, broken, backordered, or not available. See below
If you accidently mark items as received, or if a purchaser needs to send back (reject or cancel) an item that was received:
Correct next to the item(s)
Figure 4 - Correct a received item
Items will labeled on the purchase order with a status of
(Corrected). If any items are received later, you can select and mark then as received.
If some purchase order items are never going to be received, the purchaser can cancel the items on the purchase order that will not be received. The status of the purchase order will become “All items received or cancelled”.
Received/Something Missing -
Received (all) -
Not Available -