Receiving by Item Number

Receiving by Item Number

At times, a vendors shipping documents do not reference a purchase order. This situation occurs for one of three reasons:

1. The purchase order number for the receipt is not known.

2. The item arrived at the receiving dock before the purchase order was entered online by the buyer. This happens if the
buyer and the vendor had a verbal agreement to be followed by a formal purchase order.

3. The purchase order has a budgetary control exception and is unavailable for receiving.

When shipping documents do not reference a PO number, you can either refuse or accept the shipment. If you decide to accept the shipment, you must receive the delivered goods by item number.

Note: An item number is used by the vendor to identify the item you are receiving. The vendors item number is generally included on the shipping documents. When a buyer completes a PO, he or she usually includes the vendor's item number on the PO to ensure that the vendor selects the proper item from his or her inventory for delivery.

Receiving by item number automatically puts the receipt for the items on hold. It is then the responsibility of the buyer to clear the hold. To clear the hold, the buyer must search the system for outstanding POs and apply the appropriate PO and PO line number to the held items.

Receiving by item number requires that you complete the Receipt Setup (RSU) and Held Receipts by Item Number (RBI) screens.

The RSU screen is used to set up a receipt header for the item(s) you are receiving. You must complete the RSU screen before you can access the RBI screen.

The Held Receipts by Item Number (RBI) screen is used to record information about a receipt without applying it to a purchase order line. This detailed information (including the vendors item number, quantity, and a brief note about the item) helps the buyer locate the appropriate PO.

1.	Type RSU in the NEXT FUNCTION field of any screen in the Purchasing module and press ENTER to access the Receipt Setup (RSU) screen.
2.	Type XXBG if you are buying goods, or XXBS if you are buying services, in the BUY ENTITY field. (Note that XX represents your agency identification number.)
3.	Type the packing slip number in the PACKING SLIP NO field.
4.	Type the three digit receipt location in the RECEIPT LOCATION field.
5.	Type the delivery date in the MMDDYY format in the DELIVERY DATE field (where MM = month, DD = day, YY = year). Note: You can also enter the date in MMDDYYYY format.
6.	Type X (or any other character) in the OR ITEM NUMBER field to indicate that you are receiving by item number rather than PO line.
7.	Press ENTER. A blank Held Receipts by Item Number (RBI) screen is displayed. Note that the buy entity defaults from the RSU screen:
8.	Type the vendor item number in the VENDOR ITEM NUMBER field. Note: If the vendor's item number is not listed on the shipping documents, type a description of the delivered items. If the vendor's item number is known, type a brief description in the NOTES field.
9.	Type the unit of measure in the UOM field. Note: For a listing of units of measure, access the Units of Measure List (UML) screen by typing UML in the NEXT FUNCTION field and press ENTER. Type R in the NEXT FUNCTION field and press ENTER to return to the RBI screen.
10.	Type the quantity delivered in the QUANTITY DELIVERED field. Note: After physically counting the quantity of items delivered, compare your count to the quantity on the vendor's package slip for verification. Then type the appropriate number in the QUANTITY DELIVERED field.
11.	OPTIONAL: Type the expiration date of the items received (if they are perishable or have a limited shelf life) in the EXP DT field.
12.	OPTIONAL: Type any notes concerning the delivery in the NOTES field (e.g., you can enter the vendor's item number in this field).
13.	OPTIONAL: Type the lot number in the LOT NO. field if the same item is being delivered in multiple shipments and has multiple packing slips. Note: If you leave the LOT NO. field blank, the system automatically assigns 000 to all receipts.
14.	Press ENTER. A blank RBI screen is displayed to record the next receipt. Note: The system clears the information you have just entered. This lets you know that the receipt for the item is on hold. When the buyer reviews his or her Daily Held Receipt report, he or she will identify the appropriate PO against which to apply the receipt.

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