Close Receipts Using Batch Process or Receiver Workbench
Purpose: Use this document as a reference for closing a receipt using a date period or utilizing the Receiver Workbench in ctcLink.
Audience: Purchasing staff
You must have at least one of these local college managed security roles:
- ZZ Receipt Processing
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.
Why run the Close Receipts process? Closing a receipt prevents maintenance from being performed on the receipt because the receipt is no longer visible in the receipt update option.
How does the process determine if a Receipt should be Closed? The receipt line has a Closed status when all the required interfaces for the line have been satisfied (moved to inventory, assets, and / or manufacturing, as well as matching). The receipt header has a Closed status when all line items have been identified Closed. A receipt can have some lines in an Open status and other schedules and lines that have been Closed. Canceled lines are ignored in determining the status of the receipt.
Can receipts be reopened once closed? Yes, by using the Receiver Workbench.
Navigation: Purchasing > Receipts > Close Receipts
- The Close Receipt run control ID search page displays.
- If you have run this process or report in the past, select the Find an Existing Value tab to enter an existing Run Control ID and select the Search button. If this is the first time running this process or report, select the Add a New Value tab to create a new Run Control ID and select the Add button.
- NOTE: It is important to note that Run Control IDs cannot be deleted. Do not include spaces in your Run Control. We encourage the Run Control ID to have the same process naming convention but unique to the step; because of this, including your institution code and a short process description in the Run Control ID is recommended--e.g., WA010_CLOSE_RECEIPTS (College, Process).
- The Close Receipts page displays. Enter Business Unit.
- Optional to search or lookup for a specific Receipt Number.
- Enter Close Days.
The Receipt Close process uses the Close Days field value from the run control when determining if a receipt is eligible for closing. The process subtracts the Close Days value from the current date time value and compares it to the receipt header Last Change Date field value. The system does not change the receipt status to a Complete status unless the last change date on the receipt header is less than or equal to the current date minus the Close Days field value.
- Select the Run button.
- The Process Scheduler Request page displays. Select the OK button.
- The updated Close Receipts page displays with the Process Instance number. Select Process Monitor. Please refer to the QRG Process Scheduling/Process Monitor for further instructions. Select Refresh until your Process Instance shows a Run Status of "Success" and a Distribution Status of "Posted".
- Process complete.
Video Tutorial
The video below demonstrates the process actions described in steps listed above. There is no audio included with this video. Select the play button to start the video.
Video Tutorial via Panopto
View the link to Close Receipts by Batch Process. This link will open in a new tab/window.
Navigation: Purchasing > Receipts > Receiver Workbench
- The Receiver Workbench search page displays.
- Select the Add a New Value tab.
- Enter a new WorkBench ID.
- Select Add.
If you have already created a new run control for your Receiver Workbench, select the Find an Existing Value tab and select Search.
- The Receiver Workbench main search page displays.
- Enter a Description.
- Enter relevant dates of inquiry or any other filter criteria to locate specific results. (The following example uses a date range of PO Receipts.)
- Select Search.
Note the PO Receipt box defaults to checked.
Depending upon your results, a window displays notifying that 'Max rows value is set for 100 rows' and you may need to refine search criteria.
- Select OK to return to view results or optional to refine search criteria.
- The Receiver Workbench Search Results displays.
- Review results as desired.
- Note additional actions can be taken for individual receipts or as a batch process. Please refer to QRG 9.2 Using the Receiver Workbench.
Select the column header (i.e. Received Date or Receipt Status) to sort results for better analysis. The following is sorted by Receipt Status viewing the Closed Receipts. Note the blue Receipt Numbers are links that can drill down into the specific number.
- Process complete.
Navigation: Purchasing > Receipts > Receiver Workbench
- The Receiver Workbench search page displays.
- If you have run this process or report in the past, select the Find an Existing Value tab to enter an existing Run Control ID and select the Search button. If this is the first time running this process or report, select the Add a New Value tab to create a new Run Control ID and select the Add button.
- NOTE: It is important to note that Run Control IDs cannot be deleted. Do not include spaces in your Run Control. We encourage the Run Control ID to have the same process naming convention but unique to the step; because of this, including your institution code and a short process description in the Run Control ID is recommended--e.g., WA010_RECEIVERWB (College, Process).
- The Receiver Workbench main search page displays. Enter a Description.
- Enter desired search criteria and select the Search button.
- Select one or multiple receipt number boxes that you would like to 'Close'.
- Select the Close Receipt button.
Optional to view the Receipt Number details by selecting the blue number hyperlink. OR go back and expand the Search Criteria options by selecting the Search Criteria drop down arrow icon.
- The Process Request Options window opens. Select the OK button.
- The Processing Results page displays whether the selected Receipt box or boxes are qualified to close or not.
- Select an action button to Proceed:
- Yes: Select the 'Yes' button to proceed to close all listed qualified receipts.
- No: Select the 'No' button to decline (returns to the Receiver Workbench main page).
If you need to remove one Qualified Receipt from the list, select the Receipt Number minus [-] icon to remove from the process.
If the Processing Results returns receipt(s) in the 'Not Qualified' section, select the Log Message Detail icon for additional details for reasons unable to close receipt. More work maybe needed in order to run the Close Receipt process. Select OK will close out the window.
- After selecting the Yes button, a process window displays notifying that the request has been scheduled. Select OK.
- The main Receiver Workbench main page displays. Select the Process Monitor link to verify if processed successfully.
- A new tab opens displaying the Process Monitor page and select Refresh button as needed. Please refer to the Process Schedule Request steps for further instructions. If the process ran to success, it will display a Run Status of 'Success' and a Distribution Status of 'Posted'.
- Optional to navigate back to the Receiver Workbench using the same previous search criteria. Select Search to populate the search results below.
- Verify the receipts have a Receipt Status of 'Closed Receipt'.
At the bottom of the Receiver Workbench Search Results page, additional Action buttons are available to run processes such as Cancel Receipt or Re-Open Receipt. For more information on using the Receiver Workbench, please see QRG Using the Receiver Workbench.
- Process complete.
Video Tutorial
The video below demonstrates the process actions described in steps listed above. There is no audio included with this video. Select the play button to start the video.
Video Tutorial via Panopto
View the link to Closing Receipts Using Receiver Workbench. This link will open in a new tab/window.
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