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Web Receiving

Web Receiving. November 28 th & 29 th , 2006 System Administration. Agenda. 09:30 – 10:00 Introduction & Overview 10:00 – 11:30 Web Receiving Power Point Presentation 11:30 – 11:45 Break 11:45 – 12:15 A/P payment authorization, voucher by receipt, A/P tools 12:15 – 12:30 Reports

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Web Receiving

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  1. Web Receiving November 28th & 29th, 2006 System Administration

  2. Agenda • 09:30 – 10:00 Introduction & Overview • 10:00 – 11:30 Web Receiving Power Point Presentation • 11:30 – 11:45 Break • 11:45 – 12:15 A/P payment authorization, voucher by receipt, A/P tools • 12:15 – 12:30 Reports • 12:30 – 1:00 Questions, Roll-Out plan, Conclusion • 1:00 – 1:30 Hands On

  3. University Controller’s Office Campus ContactsFax 518-443-5871 Amy Kahn 518-443-5461 Binghamton New Paltz Oswego Potsdam System Administration amy.kahn@suny.edu Mary Horner 518-443-5547 Albany Geneseo Plattsburgh Alfred State Delhi Farmingdale Alfred Ceramics Optometry Mary.horner@suny.edu • Mark Mulligan 518-443-5437 • University of Buffalo • HSC Brooklyn • Brockport • Fredonia • Oneonta • Purchase • Cobleskill • Morrisville • Cornell • mark.mulligan@suny.edu Christine Urschel 518-443-5457 Stony Brook HSC Syracuse Buffalo State Cortland Old Westbury SUNY IT Canton ESF Maritime Christine.urschel@suny.edu

  4. SUNYWEBRECV Discussion List • In order to send an email to the SUNYWEBRECV discussion list, send to sunywebrecv@ls.sysadm.suny.edu • You must be a member of the applicable lists to send or receive an email. • In order to review the membership of a specific list (you must be a member of the list); in the body of the message type: • review SUNYWEBRECV • A copy of the membership list will be sent to your email address under separate cover. Upon review, you may notice that names appear on the list more than once with different addresses. This indicates that the address has changed so they now appear on the list with the old address and the new address. This may result in receiving multiple copies of the same email. If any changes need to be done, please send an email to listserv@ls.sysadm.suny.edu. In the body of the email, use the following command format: • subscribe SUNYWEBRECV your name • unsubscribe SUNYWEBRECV • You will need to do both subscribe and unsubscribe if your address has changed. You can only unsubscribe before your actual address changes, if the address has already changed you will need to send the unsubscribe to the list owner. • Each time one of the above commands are sent a notification from the listserv will be returned to the sender acknowledging receipt. If an error is detected in the format used by the sender, a notification will also be sent back indicating the error.

  5. Types of Receiving(Needs applicable LEGACY Security) • Centralized receiving (Item Receipt) • receive materials at centralized loading dock or desktop (or both) • loading dock/desktop user needs to have access to Internet • items can be physically counted, logged or returned • receipt generated for each transaction • Decentralized receiving (Short Form Receipt) • items are brought directly to requesting office without physical count • minimal input by loading dock including: • PO number • office that merchandise was delivered to • receipt generated

  6. Header panel of PO 112806R.Note: Shipping info and ‘Attention Of’ field(Input by Purchasing via Web Procurement)

  7. Vendor panel (Input by Purchasing via Web Procurement)

  8. NYS Campus panel (Input by Purchasing via Web Procurement)

  9. PO Summary

  10. Change Order panelNote: 2 reqs on PO 112806R (Input by Purchasing via Web Procurement)

  11. Summary of req 112806 (Input by Purchasing via Web Procurement)

  12. Summary of req 112906

  13. Short Form ReceiptSee Web Receiving Sign On ProceduresNote: Sign on to www.test.suny.edu until campus goes live. Then use www.suny.edu.

  14. Short Form ReceiptNavigation: Finance/Receiving/New Short Form Receipt

  15. Short Form Receipt(Continued from previous slide.)

  16. Enter ‘Procurement Number’ (PO/Contract); Click ‘Search’.

  17. PO is returned

  18. Check the radio button next to the PO and click ‘select’.

  19. Note: The vendor, delivery and material description have been populated from Web Procurement. From commodity codedescription

  20. Select the delivery information brought over from the req or enter delivery info. This field has a 20 character limit. Able to select comments for ‘special review’. Can become campus specific.

  21. Fields for shipping and invoice numbers have a 20 character limit.

  22. Completed short form receipt

  23. Item Receipt

  24. New Item Receipt(Finance/Receiving/New Item Receipt)

  25. Enter Procurement Number (PO/Contract); click ‘Search’.

  26. Check the radio button next to the PO and click ‘select’.

  27. Complete required fields and other information. Clicking ‘save’ saves the receipt and assigns a receipt number. The receipt will be on the user’s work list. ‘Complete’ completes the receipt and ‘delete’ will cancel the receipt.

  28. Note the saved receipt number.

  29. Items to be received are brought forward from the item screen on the Procurement document. Quantity ordered not shown per audit requirement.

  30. Enter quantity received, counter’s initials, select any ‘Special Review’ options form the drop down menu or click ‘###’ to add a comment. ‘Save’ or ‘Complete’.

  31. The receipt can be completed and printed immediately or completed to be printed at a later time.

  32. To complete and print immediately, check the ‘Immediate Print’ box and click ‘Complete’. To complete only, click ‘Complete’ without checking the box.

  33. SURS Primary Option MenuOptions RPRN, RPDT and RPRR are all available in SURS for users who have mainframe access.

  34. Returns – Can be done at the time the receipt is complete or at a later time through ‘Receipt Search’. The search default is to search for both short form and item receipts. The user can uncheck either of the boxes to search for a specific receipt type.

  35. The results are returned. Select the receipt to work on.

  36. The Summary is displayed. To enter a return, click the ‘Return/Adjustment’ panel to view the items received.

  37. Enter the quantity of the item to be received, the counters initials and a return reason. Comments may also be added. Click ‘Save Return’.

  38. A Return Receipt number is assigned. The Return Receipt can be saved, completed or deleted. If completing, an immediate print may be done by checking the ‘Immediate Print’ box.

  39. A summary of the receipt, including return is displayed.

  40. Overshipment and Addition of Unordered Item Demonstrating Work List

  41. Enter Procurement document number; click ‘Search’.(Finance/Receiving/New Item Receipt)

  42. Select Procurement Document.

  43. Click ‘Save’.

  44. Enter quantity received and counter’s initials.

  45. Once quantity and counter’s initials are entered, click ‘Save’.

  46. Note: Overshipment indicator.

  47. At this point, the user can click ‘Save’ and come back to it later or ‘Complete’ to complete and print.

  48. ‘Save’ was chosen and the receipt is now on the user’s Work List.

  49. User Work List

  50. Forward Feature

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