Page 33 - Participant Guide - Unanet GovCon Using Purchasing

Purchase Receipts

Navigate: Financials > Purchasing > Receipts

For Purchase Orders involving Items, (Purchasing) Receipt Users can create Purchase
Receipts when the Items has been received. Only Purchase Orders with an OPEN
status can receive Receipts. The use of this function is to facilitate 3-way matching of
received Items related to a Purchase Order which allow a Vendor Invoice to be created
from matched Item transactions.

Activity 4.1 Create a Purchase Receipt for Items

Login as Peter Purchaser (Receipts User) - ppurchaser / welcome

Activity Steps:
1. Navigate: Financials > Purchasing > Receipts and Click + Receipts
2. Locate and Select the Purchase Order of Receiving with the following criteria:
• DOCUMENT # PO# from Activity 3.1 for Items
• VENDOR V-MATERIALINC
• PROJECT ITEMS (CUST-08-UU ITEMS)

3. Enter Qty Received 200 and confirm Amount Received is 100,000

4. Add Comment Gizmos for PO #

5. Click Add (INUSE status)

6. Click Submit (Submitted receipts will be in COMPLETED status)

7. Confirm the Purchasing Receipt is now included on the list as Complete

A Completed Receipt indicates that the Item from the PO has been received and can be
used as a Matched transaction when the Accounts Payable department creates the
Vendor Invoice.

A Completed Receipt cannot be edited, and it cannot be deleted after it is matched on a
Vendor Invoice, unless that Vendor Invoice has been voided. If the created Vendor
Invoice is voided, the associated receipts can be retracted ONLY by an Administrator.
The items received on the retracted receipt can then be added to a new receipt with the
corrected information. The new receipt can be used to create a new Vendor Invoice.

(Note: If you need to enter a quantity amount that is greater than the quantity remaining, you
must first create a Modification to the Purchase Order (Lesson 5) to increase the amount on the
PO and then you will be able to submit the Receipt with the greater amount)

LESSON 4 PURCHASE ORDER ASSIGNMENTS & RECEIPTS
©2022 Unanet. All rights reserved.
33