PARTIALLY MATCHED RECEIPTS
A Purchase Order must be qualified to roll and this includes NOT having any partially matched (vouchered) receipts associated with it. Departments must identify these receipts and reduce them in order to qualify a PO to roll.
Receipts should always be done with the packing slip or service slip in mind as vendors tend to invoice based on separate shipments and service calls. Separate packing slips and service visits should be handled with different receipts all throughout the year in order to avoid this problem at fiscal year end.
Departments should
- Run the public queries
- Investigate transactions where necessary
- Reduce receipts to match existing vouchers
- Create new receipts for goods and services received but not yet vouchered
1 - NAVIGATE TO and RUN QUERY U_YE_PART_MAT_REC_BY_DEPT (or PROJ)
Navigate: Reporting Tools – Query – Query Viewer
Search by Query Name U_YE_PART_MAT_REC_BY_DEPT (or U_YE_PART_MAT_REC_BY_PROJ)
Click the HTML link to the right of the query name
Type in the Department ID number (or Project number) and click the View Results button
A number of results can be returned by these queries.
QUANTITY BASED RECEIPTS
The query result below shows a receipt quantity of 49 and a vouchered quantity of 45. The “Amt Only” column indicates that this is not an amount only line so the Received and Vouchered Amounts can be ignored.
This receipt needs to be reduced to a quantity of 45 in order for this PO to roll. A new receipt created for the 4 additional items should be done if they were, in fact, received.
AMOUNT ONLY RECEIPTS
The query result below displays a receipt amount of $889.43 and a vouchered amount of $471.42. The “Amt Only” column indicates that this is an amount only line so the Received and Vouchered Quantities can be ignored.
This receipt needs to be reduced to $471.42 in order for this PO to roll. A new receipt for the balance of $418.01 should be created if this is what will be invoiced at a later date.
2- INVESTIGATE WHERE NECESSARY
ODDITIES
Some receipts will appear odd. This is usually caused by a quantity based order being vouchered as an amount only order as seen by the example below.
Looking at this PO on the PO Inquiry page (Purchasing – Purchase Orders - Review PO Information – Purchase Orders) shows that the order was created to pay off a balance of invoices.
The Activity Summary only shows 1 voucher being processed against this PO. (Purchasing – Purchase Orders – Review Purchasing Information – Activity Summary. Search on PO. Click on Invoice Tab and then the Invoice Icon.
Apparently only 1 invoice was paid. But the order was not made an amount only order so the voucher picked up the receipt by quantity.
This order is old and it is unlikely additional invoices are being processed, it would be best for the department ask Purchasing to close this PO.
3 - REDUCE RECEIPTS
Navigate to Add/UpdateReceipts: Purchasing – Receipts – Add/Update Receipts – Find an Existing Value
Enter the Receipt Number and click the Search button
QUANTITY BASED RECEIPTS
Note that the Received Quantity box is open for change. Simply change the quantity from 49 to 45 and click the Save button.
Before:
After:
AMOUNT ONLY RECEIPTS
Note that the Price Box is open for change. Simply change the amount from 889.43 to 471.42 and click the Save button.
Before:
Note: If there is more than 1 PO line, click the Source Information Tab to see which line of the PO was involved if you are not sure:
Return to the receipt by clicking the Receipt Line tab.
After:
4 – CREATE NEW RECEIPTS FOR BALANCES
After reducing the existing receipt, click the Add button and create a new receipt for the reduced quantity or amount.
QUANTITY BASED RECEIPT
New Receipt
AMOUNT ONLY RECEIPTS
Will the balance be billed on one invoice? If so, click the Save button. If not, reduce the amount, save and use the Add button to create additional receipts to match anticipated invoices.
Partially Matched ReceiptsPage 1 of 10
Rev. 05/2008