Receiving Document

1. Receiving Document Information Technology Services http://www.nau.edu/its

2. Lesson objectives By completing this lesson, you will: • To understand Receiving Search (RSRCH). • How to refine Receiving Search (RSRCH). • Learn the process of receiving terms at NAU. • Required fields for processing a RC document. • Validating and Submitting RC document.

3. Receiving Document Before payment is allowed for purchase orders, goods and services must have been received and invoiced. According to NAU policy, the RC document must always reference a prior purchase order that has been accepted into Advantage 3.

4. What is RSRCH ? • This page enables you to search for PO/PD documents that correspond to the receipt of goods and services. • The following criteria is available to refine your search: • Document Code • Document Code • Document ID • Document Description • Vendor Code • Commodity Code • Issuer Code • Requestor Code • Browse displays the PO/PD the meets the criteria selected.

5. What is Receiving Search – Select Lines? • Receiving Search – Select Lines allows you to select the lines that you want to receive.  You can do this in one of three ways: • Individually select the lines that you want to receive • Select the Receive All Lines option - This will select all of the lines for you. • Select the Receive All Unselected Lines option - This will receive only those lines that you do not have selected.  Use this option if you have multiple lines that you want to receive and only a few lines that you do not want to receive. • After you have made one of the above listed selections, you can click on the Receive link, or select Cancel to return to the Receiving Search page.

6. What are RC document? • The sole purpose of a RC document is to record the receipt of goods/services against specific purchase order commodity lines. • The RC document is generated by the requesting end-user department. • The Receiver document has a Header section and two Detail sections

7. Header • Displays general information associated with the entire procurement

8. Vendor • Displays Vendor information that provided the goods/services.

9. Commodity • Display all commodities associated with the document. Commodity line information appears within the commodity groups that were established. • Display Commodity - The identification code assigned to the commodity. • Display Line Type - Indicates if the commodity line is for an item or service. • Display Quantity - The number in units. • Display Unit - The identification code assigned to the unit of measure.

10. Shipment Indicator • This field can have one of the following four options: • 1.)  Partial – When a referencing document should close only a part of the referenced document, then the partial type is used. This is the default reference type for most situations. • 2.) Final – When a referencing document should close out the remainder of a referenced document, then the final type is used. Common logic determines this reference type in the certain situation where the referencing line amount is equal to or greater than the referenced.

11. Condition • Identifies the condition of goods/services.

12. Course summary Validating and Submitting RC document. Required fields for processing a RC document. To understand Receiving Search (RSRCH). Learn the process of receiving terms at NAU. How to refine Receiving Search (RSRCH).