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Lesson 4: Receiving Process

Lesson 4: Receiving Process. (. Lesson 4: Overview and Agenda. Lesson Overview

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Lesson 4: Receiving Process

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  1. Lesson 4: Receiving Process

  2. ( Lesson 4: Overview and Agenda Lesson Overview The Receiving Process involves entering all items that have been ordered through a PO and delivered to the university into the Banner system. When working with the Procurement module, in addition to adding the items you have received, you can add text messages, perform inquiries and adjust over-received items. Lesson Agenda Topic 1: PO Inquiry Process Topic 2: Entering a Receiver Topic 3: Viewing Text Messages Topic 4: Adjusting an Over-Received PO Lesson 4: Receiving Process Overview and Agenda

  3. ( Discussion: PO Inquiry Process A query is the process of looking to see what information is already entered into the PO. The inquiry form allows you to inquire on items that have been received on a PO. You can inquire on vendor information, shipping information, number of items ordered, unit cost, description, FOAPAL, etc. • What you will learn in this topic: • How to view an existing PO Lesson 4: Receiving Process Topic 1: PO Inquiry Process

  4. Procedure: PO Inquiry Process • Type FPIPURR into the Direct Access field on the Banner Main Menu and press Enter. The Purchase/Blanket Inquiry Form appears. • Type the PO number that you want to query. • Press Ctrl + Page Down to go to the next block. 2 Lesson 4: Receiving Process Topic 1: PO Inquiry Process

  5. Procedure: PO Inquiry Process • Press Ctrl + Page Down to go to the next block. Note: This screen will give you a look at all of the PO information. Lesson 4: Receiving Process Topic 1: PO Inquiry Process

  6. Procedure: PO Inquiry Process • Press Ctrl + Page Down to go to the next block. Note: This screen will give you shipping or delivery information. Lesson 4: Receiving Process Topic 1: PO Inquiry Process

  7. Procedure: PO Inquiry Process • Press Ctrl + Page Down to go to the next block. Note: This screen will give you vendor information. Lesson 4: Receiving Process Topic 1: PO Inquiry Process

  8. Procedure: PO Inquiry Process • Press Ctrl + Page Down to go to the next block. • Click on the Exit button. Note: This screen will give you description, cost, quantity and FOAPAL information. 7 Lesson 4: Receiving Process Topic 1: PO Inquiry Process

  9. 7 Topic 1, On Your Own Activity: Perform an Inquiry Now it’s your turn! Lesson 4: Receiving Process Topic 1: PO Inquiry Process

  10. ( Topic 2: Entering a Receiver Once an order has been received by the university, you will need to add the number of items received into Banner. You can also add a text message if a discrepancy or comment needs to be noted. • What you will learn in this topic: • How to enter items that have been received • How to add a text message Lesson 4: Receiving Process Topic 2: Entering a Receiver

  11. Procedure: Entering a Receiver • Type FPARCVD into the Direct Access field on the Banner Main Menu and press Enter. The Receiving Goods Form appears. • Type NEXT in the Receiver Document Code. • Press Ctrl + Page Down to go to the next block. 2 Note:The Date Received and the Received By fields will populate. Lesson 4: Receiving Process Topic 2: Entering a Receiver

  12. Procedure: Entering a Receiver • Double click in the Receiving Method field. This is a mandatory field. • From the drop-down list of choices, select the appropriate delivery method. • Press Ctrl + Page Down to go to the next block. Note: The Carrier field is not a mandatory field. 4 5 Note: The Banner System will assign a Receiving Document Number. Lesson 4: Receiving Process Topic 2: Entering a Receiver

  13. Procedure: Entering a Receiver • In the Packing Slip field, enter the packing slip number. This is a mandatory field. • Press Ctrl + Page Down to go to the next block. 7 Note:If no packing slip number can be found, you can use your initials and the date. The Bill of Lading field is not a required field. Lesson 4: Receiving Process Topic 2: Entering a Receiver

  14. Procedure: Entering a Receiver • In the Purchase Order field, enter in the PO number. • Tab to the next field. • Click the Save button. • From the Options menu, select Select Purchase Order Items. 12 11 9 Note:After you enter the PO number and tab to the next field, the Buyer and Vendor fields will populate. Lesson 4: Receiving Process Topic 2: Entering a Receiver

  15. Procedure: Entering a Receiver • Select the item you want to receive. • Go to the Add Item column and place a checkmark in the box. • Click the Save button. • Click the Exit button. 15 16 14 13 Lesson 4: Receiving Process Topic 2: Entering a Receiver

  16. Procedure: Entering a Receiver You return to the Receiving Goods Form. • Press Ctrl + Page Down to go to the next block. Note: This will take you to the Commodity Form. Lesson 4: Receiving Process Topic 2: Entering a Receiver

  17. Procedure: Entering a Receiver • Click in the Current field and enter the quantity of items you are receiving. Note: If you want to add a text message continue with the next step. Otherwise, go to step 27. • From the Options menu, select Header Information. 20 19 Note:On a standing PO, you will enter a dollar amount instead of the quantity. If there are more items to be received, use the scroll bar to move to the next commodity item. Lesson 4: Receiving Process Topic 2: Entering a Receiver

  18. Procedure: Entering a Receiver 22 • Click in the Receiving Method field. • From the Options menu, select View Receiving Text. 21 Lesson 4: Receiving Process Topic 2: Entering a Receiver

  19. Procedure: Entering a Receiver • Type the text message. • Click the Save button. • Click the Exit button. • Press Ctrl + Page Down three times to go back to the Commodity form. 24 25 23 Note:When entering text, you need to click in the next line to advance forward or use the down arrow. The text does not wrap from line to line. Lesson 4: Receiving Process Topic 2: Entering a Receiver

  20. Procedure: Entering a Receiver • Press Ctrl + Page Down to go to the next block. Note:Before you exit, make note of the Document Code number for future reference. Lesson 4: Receiving Process Topic 2: Entering a Receiver

  21. Procedure: Entering a Receiver • Click the Complete button. • Click the Exit button. 29 28 Lesson 4: Receiving Process Topic 2: Entering a Receiver

  22. 7 Topic 2, On Your Own Activity: Enter a Receiver Now it’s your turn! Lesson 4: Receiving Process Topic 2: Entering a Receiver

  23. 7 Topic 2, On Your Own Activity: Enter a Receiver (continued) Lesson 4: Receiving Process Topic 2: Entering a Receiver

  24. 7 Topic 2, On Your Own Activity: Enter a Receiver (continued) Lesson 4: Receiving Process Topic 2: Entering a Receiver

  25. ( Topic 3: Viewing Text Messages If there is a message attached to a receiver in either the Receiver or Packing Slip block, you can view the contents of that message. • What you will learn in this topic: • How to view a text message Lesson 4: Receiving Process Topic 3: Viewing Text Messages

  26. Procedure: Viewing Text Messages • Type FOIDOCH in the Direct Access field on the Banner Main Menu and press Enter. The Document History Form will appear. • Type RCV in the Doc Type field. • Tab to the Doc Code field. • Type the Doc Code number that you want to query. 4 2 Note:You need to know the Doc Code number. Lesson 4: Receiving Process Topic 3: Viewing Text Messages

  27. Procedure: Viewing Text Messages • Click in the Receiver block and highlight the Doc Code number. • From the Options menu, select Receiver Information. 5 4 Lesson 4: Receiving Process Topic 3: Viewing Text Messages

  28. Procedure: Viewing Text Messages • Press Ctrl + Page Down to go to the next block. • From the Options menu, select Receiver Text. 7 Note:If you have a text message in either the Receiver or Packing Slip block, you will see a “Y” in the Text Exists field. Lesson 4: Receiving Process Topic 3: Viewing Text Messages

  29. Procedure: Viewing Text Messages • Click the Exit button three times. 8 Lesson 4: Receiving Process Topic 3: Viewing Text Messages

  30. 7 Topic 3, On Your Own Activity: View a Text Message Now it’s your turn! Lesson 4: Receiving Process Topic 3: Viewing Text Messages

  31. ( Topic 4: Adjusting an Over-Received PO When an item has been entered into the system for more than was actually received, an adjustment is needed. The adjustment must be entered into the system as a reverse or negative transaction. The adjustment may not be used for an amount that is greater than the total received. • What you will learn in this topic: • How to adjust items that have been over received Lesson 4: Receiving Process Topic 4: Adjusting an Over-Received PO

  32. Procedure: Adjusting an Over-Received PO • Type FPARCVD in the Direct Access field on the Banner Main Menu and press Enter. The Receiving Goods Form will appear. • Type NEXT in the Receiver Document Code. • Press Ctrl + Page Down to go to the next block. 2 Note: The Date Received and the Received By fields will populate. Lesson 4: Receiving Process Topic 4: Adjusting an Over-Received PO

  33. Procedure: Adjusting an Over-Received PO • Double click in the Receiving Method field. This is a mandatory field. • From the drop-down list of choices, select the appropriate delivery method. • Press Ctrl + Page Down to go to the next block. Note: The Carrier field is not a mandatory field. 4 5 Note: The Banner System will assign a Receiving Document Number. Lesson 4: Receiving Process Topic 4: Adjusting an Over-Received PO

  34. Procedure: Adjusting an Over-Received PO • In the Packing Slip field, enter the packing slip number. This is a mandatory field. • Press Ctrl + Page Down to go to the next block. 7 Note: If a packing slip number cannot be found, you can use your initials and the date. The Bill of Lading field is not a required field. Lesson 4: Receiving Process Topic 4: Adjusting an Over-Received PO

  35. Procedure: Adjusting an Over-Received PO • In the Purchase Order field, enter the PO number. • Click the radio button to change from Receive Items to Adjust Items. • Click the Save button. • From the Options menu, select SelectPurchase Order Items. 12 11 10 9 Note: This is the only time you can change the form from receive to adjust. If you move ahead, you cannot return and make a change. Lesson 4: Receiving Process Topic 4: Adjusting an Over-Received PO

  36. Procedure: Adjusting an Over-Received PO • Click the description field of the item you want to adjust. • Go to the Add Item column and place a checkmark in the box. • Click the Save button. • Click the Exit button. • Click Yes to close the form. 15 16 13 14 Lesson 4: Receiving Process Topic 4: Adjusting an Over-Received PO

  37. Procedure: Adjusting an Over-Received PO You return to the Receiving Goods (FPARCVD) Form. • Press Ctrl + Page Down to go to the next block. Note: This will take you to the Commodity Form on the next page. Lesson 4: Receiving Process Topic 4: Adjusting an Over-Received PO

  38. Procedure: Adjusting an Over-Received PO 20 • Click in the Current field and enter the adjusted quantity. Note: If you want to add a text message, continue on. Otherwise, go to step 27. • From the Options menu, select Header Information. 19 Note:The amount you enter must be in the form of a negative number to make an adjustment. On a standing PO, you will enter a negative dollar amount instead of a negative number. Lesson 4: Receiving Process Topic 4: Adjusting an Over-Received PO

  39. Procedure: Adjusting an Over-Received PO • Click in the Receiving Method field. • From the Options menu, select View Receiving Text. 22 21 Lesson 4: Receiving Process Topic 4: Adjusting an Over-Received PO

  40. Procedure: Adjusting an Over-Received PO • Type the text message. • Click the Save button. • Click the Exit button. • Press Ctrl + Page Down three times to go back to the Commodity form. 24 25 23 Lesson 4: Receiving Process Topic 4: Adjusting an Over-Received PO

  41. Procedure: Adjusting an Over-Received PO • Press Ctrl + Page Down to go to the next block. Note: Before you exit, make note of the Document Code number for future reference. Lesson 4: Receiving Process Topic 4: Adjusting an Over-Received PO

  42. Procedure: Adjusting an Over-Received PO • Click the green Complete button. • Click the Exit button. 29 28 Lesson 4: Receiving Process Topic 4: Adjusting an Over-Received PO

  43. 7 Topic 4, On Your Own Activity: Adjust an Over-Received PO Now it’s your turn! Lesson 4: Receiving Process Topic 4: Adjusting an Over-Received PO

  44. 7 Topic 4, On Your Own Activity: Adjust an Over-Received PO (continued) Lesson 4: Receiving Process Topic 4: Adjusting an Over-Received PO

  45. 7 Topic 4, On Your Own Activity: Adjust an Over-Received PO (continued) Lesson 4: Receiving Process Topic 4: Adjusting an Over-Received PO

  46. Break time!

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