how to verify an invoice receiving exception - uw...

How to Verify an Invoice Receiving Exception

Why hasn’t my invoice been paid for my eProcurement Order? With the introduction of the Receiving functionality for select departments, it is possible that inaction of the user in receiving the order is blocking invoice processing. When you get a call from a supplier or someone on campus inquiring about the status of an invoice payment, it is important that you DO NOT refer them to Accounts Payable as a first step. First, you must determine if the invoice processing is delayed because the department has not yet received the items. It could be that the items have not been physically received. It is also possible that the items were received by the department, but that neither the preparer nor the requester has completed the receiving process in eProcurement. To determine the receiving and invoicing status of an eProcurement order:

1. Login to eProcurement.

eProcurement displays the Home Page. Make sure you are on the Procurement tab (click on it to make sure):

2. In the blue command bar, click on Search and select Purchase Order from the drop down menu:


eProcurement displays the Search page:

3. Ensure the Date Created is set to No Choice, enter the EI Number in the Order ID field, and click the Search button as shown above.

eProcurement displays the EI in the Search Results:


4. NOTE: A status of Ordered or Receiving indicates that the order has not been marked yet as fully

received in eProcurement. Click on the EI Id Link.

eProcurement displays the EI Summary page:

5. Click on the Invoices tab as shown above.

eProcurement displays the Invoices page. If an invoice for this EI is in the eProcurement system, it will appear as pictured here. This invoice has as status of Reconciling so the next step is to check to see if items have been received.


6. Click on the Receipts tab. eProcurement displays the receipt status for the EI order. The status of Composing indicates that items on the order have not been marked as received by the department.

7. To determine the Preparer/Requester contact information, click the Print button on the EI as

pictured above. eProcurement displays an HTML page of the EI order, which contains the name of the preparer and requester (the latter only if the preparer and requester are different individuals).

Click Print to see the preparer and requester

contact information


8. Send an email referencing the EI to the Preparer (and Requester if they are different) and copy

whoever originally contacted you regarding the issue (i.e., department contact and/or supplier) and tell them process the receipts accordingly. If there original inquiry was by email, be sure to include it in your correspondence. In your message, tell the individuals to work together to resolve any disputes between the requester and supplier related to actual receipt of the goods or services.

IMPORTANT

If the requester is a different individual from the preparer, then processing will be faster if the requester does the receiving. This is because the system enforces “separation of duties” and if the preparer receives, then the Receipt Approver for the organization must approve that receipt. If the requester or someone in the Central Receiver group for the organization receives items for the order, no additional approvals are required for that receipt.

Invoices can only be processed against the items that have been received. What this means is that if 10 items have been ordered and only 6 have been received, the supplier can invoice and be paid for 6 items. Payment will be held for the other 4 until those items have been received.

If all items have been received, both the requisition (S-Number) and the Order (EI) number will have a status of Received. The receiving invoice exception is cleared by the system.

If none or only some of the items have been received, both the requisition (S-Number) and the Order (EI-number) will have a status of Receiving.

NOTE: Once the receiving invoice exception is cleared, AP will handle any other types of non-receiving invoice exceptions, such as under/over tax variances or shipping costs that are too high.

ADDITIONAL USEFUL TIPS How to Determine Who Needs to Receive To determine who needs to receive items on an order: 1. Search for the EI in eProcurement. 2. In the search results, click on the EI Order ID link or Title. 3. Click on the Receipts tab. Below is the Receipts tab for EI 380201 that was used in the above

example:

Click on Receipts tab to view receipts


4. Click on the RC Receipt ID link as pictured previously. Below is the Receipt Summary tab.

To see who needs to receive, click on the Approval Flow tab as pictured above. The Preparer

(Robert J. Glesne), the Requester (Stephen M. Linker) or the Central Receiver for Organization 3120302010 can receive items for the order. NOTE: If the requester is a different individual from the preparer, then processing will be faster if either the requester or a central receiver does the receiving. This is because the system enforces “separation of duties” and if the preparer receives, then the Receipt Approver for organization 3120302010 must approve that receipt. If the requester or a central receiver receives, no additional approvals are required. eProcurement displays the Receipt Approval Flow tab.

Click the Approval Flow tab to who needs to

receive.

Click the link to see the list of central receivers for

the organization


5. To see which users belong to the Central Receiver group for the organization, click the name of the group in the Approval Flow as pictured previously.

eProcurement displays the individuals who are assigned to the Central Receiver group for the organization:

When a Preparer Receives Items: How Do You Determine Who Needs to Approve the Receipt? When the preparer of an EI order receives items, that receipt must be approved by the organization Receipt Approver. To determine who needs to approve a receipt: 1. Search for the EI in eProcurement. 2. In the search results, click on the EI Order ID link or Title. 3. Click on the Receipts tab. Below is the Receipts tab for a test EI Order:

Click the link to view the

receipt summary.


4. Click on the RC Receipt ID link as pictured previously. Below is the Receipt Summary tab.

eProcurement displays the Receipt Approval Flow tab.

6. To see which users belong to the Receipt Approver group for the organization, click the name of the group in the Approval Flow as pictured previously.

Click the Approval Flow tab to who needs to

approve the receipt.

Click the link to see the list of Receipt Approvers

for the organization


eProcurement displays the individuals who are assigned to the Receipt Approver group for the organization:

7. Click Done and logout when you are finished.

how to verify an invoice receiving exception - uw...

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