Receiving a Line
Purpose: Use this document as a reference for partially or fully receiving against a PO line but not the entire Purchase Order (PO) in ctcLink.
Audience: Buyer's, Receiver's, Finance - Purchasing staff
You must have at least one of these local college managed security roles:
- ZZ Receipt Entry
You must also set these User Preference Definitions:
If you need assistance with the above security roles or User Preference Definitions, please contact your local college supervisor or IT Admin to request role access.
The ctcLink Purchasing Receiving business process enables you to receive, inspect and return received goods. You can receive with or without associated Purchase Orders (POs).
Receiving a Purchase Order Line Item(s)
Navigation: Purchasing > Receipts > Add/Update Receipts
- The Receiving search page displays. Enter criteria to find an existing value or select the Add a New Value tab.
- Enter or select Business Unit. In the Receipt Number field - leave the default value of NEXT.
- Leave the PO Receipt checkbox selected.
- Select Add.
- The Select Purchase Order page displays. Enter your search criteria and select Search. The search functionality of this page enables you to perform a broad or narrow search on purchase orders based on a variety of search criteria.
- In the Receipt Qty Options section of the Select Purchase Order page, choose from one of the following to determine the receipt quantity to appear (these fields specify quantities to transfer to the receipt):
- No Order Qty (no order quantity) – Select this option to signify that the receiver must enter the actual quantity received. This selection requires a live count of the items prior to receipt in the system. If selected, the copy function does not transfer order quantities to the receipt. You will need to manually enter all receipt quantities.
- Order Qty (order quantity) – Select this option to automatically make the received quantity the purchase order quantity. This selection makes the receipt quantity the purchase order quantity regardless of any prior receipt quantity.
- PO Remaining Qty (purchase order remaining quantity) – Select this option to have the receipt display the numeric difference between the quantity ordered and the current quantity received. Selecting this option replaces the received quantity with the quantity that has not yet been received.
- Select the Line(s) of the PO that you want to receive then select OK.
- The Receiving page displays. On the Receipt Lines tab, enter or validate the Receipt Quantity, Unit of Measure, and Receipt Price.
- Use the Header Comments/Attachments link to add backup documentation.
In the Receipt Lines section, optional to select other tabs to enter and/or review additional information.
- More Details: for rejects or return information
- Links and Status: for line comments/attachments, chart string
- Optional Input: Invoice number, packing slip and/or checkbox to place line on hold, if necessary
- Source Information: PO data
- Per your local college business practice decision;
- Interface Receipt when "Checked" the system automatically runs the receipt processes which includes Asset Interface processing. "Unchecked" means it must be manually run.
- Note: Run Close Short checkbox is not currently in use for our system.
Note: If a receipt is for an Asset, select the Interface Asset Information link to access the Load Preview - Pre-AM page. Use this page to preview and correct data that is being sent to Asset Management. If the stock is to be tracked as an asset, enter asset information, including serial, asset IDs, and asset tag information, using the Asset Management Information page.
- Select the Save button to generate a Receipt ID and updates the Receipt Status of the PO Line(s) as Fully Received.
Video Tutorial
The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.
View Tutorial via Panopto
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