Receiving Inventory

Once inventory requisitions have been converted into purchase orders and sent to vendors, items will be delivered to the appropriate warehouse locations. Warehouse managers then record the receipt of goods in the NCAS. The receipt of goods in the NCAS is referred to as receiving. Receipts must be entered into the NCAS carefully to ensure that the NCAS accurately reflects current inventory levels and that timely payment is issued to vendors. For agencies that match purchase orders to invoices and receipts, the NCAS will not allow the vendors to be paid until the items are received and invoices are recorded in the NCAS.

The processing of receipts and invoices in the NCAS involves six steps:

1. An item or items are physically received.
2. The receipt for the item is entered online either by purchase order line or by item number.
    Note: If the purchase order number is unknown and the receipt must be entered by item number, the receipt is automatically placed on hold until the buyer can match the receipt to a purchase order line. 
3. The Accounts Payable department enters the invoice for the item in the NCAS.
4. When all of the items ordered on a purchase order line have been received, the Purchasing module closes the line to further receiving.
5.  The NCAS matches the receipt and the invoice to the purchase order from which it was ordered. The NCAS will not allow payment for items if the receipt has not been entered online.
6. Once a receipt is verified and the specified payment terms are satisfied, the Accounts Payable module issues a check to the vendor.
 
This completes the Purchasing process. Refer to the Receiving CBT and Handbook for additional details on how to receive items at your warehouse.
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