receiving · click on purchase orders. the search purchase orders window will be displayed. 5....

NMSU Senior VP for Administration and Finance 11/14/2019

Receiving Receiving provides an acknowledgement in AggieMart that the goods/services ordered have been received.

Receiving must be completed for all purchases as acknowledgement that a good has been physically

received or a service has been completed.

Open Orders require receiving for each invoice received.

Central Receiving / Taggable Items

Per NMSU policy, all Taggable items (those with a cost greater than or equal to $1000) will be shipped to

and received by Central Receiving. Once received, Central Receiving will call the contact person listed on

the order so that pick up or delivery of items can be scheduled.

Exceptions may be allowed if an item is extremely large, or requires set up and configuration by the vendor

at the department’s location.

During the AggieMart checkout process you must provide a valid reason for an exception in the

Internal Notes and Attachments section of the draft Requisition.

The Department will be responsible for receiving items in AggieMart.

Receiving Responsibility Chart

Amount ($)

Being shipped to

Central

Receiving?

Being shipped to

Dept. Address? Receiving Required By

< 1000 No Yes Receiving Not Required - Invoices will be paid by

due date unless Dept notifies AP not to pay.

>= 1000 No1 Yes Requester / Dept.

• Central Receiving will tag item at Dept. location.

>= 1000 Yes2 No

Central Receiving

• Central Receiving will call the contact person on

the Ship To address to schedule pick up or deliver.

1 Only allowed if item is extremely large, or requires set up by the vendor at the Department location.

2 Shoppers/Purchasers must select Central Receiving as the Ship To address during the AggieMart checkout process.

The Attn: and Department fields of the address are where the Contact person's name and Dept. are entered so Central

Receiving knows who to call.


Quantity Receiving

Quantity Receiving is used for goods such as office supplies, books, or other tangible items.

1. Log in to myNMSU Click on the AggieMart link on the left side of the screen.

2. From the AggieMart home page, click on the Orders icon.

3. Navigate to Search.

4. Click on Purchase Orders.

The Search Purchase Orders window will be displayed.

5. Quick Search: You can enter the PO number if known. Otherwise, you can leave it blank or enter

terms/partial terms such as: Vendor or Product information.

6. Click on My Purchase Orders to only view POs that you created.

7. A Date Range can be selected from the drop-down menu.

8. Click the Add Filter drop-down to choose filters. Some important filters are,

Vendor

Approved By

Department

Index

9. Click the Search icon to execute the search.

The search results will be displayed.

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10. Click the Purchase Order Number you are going to receive on.

11. Click on the Purchase Order drop-down arrow.

12. Click Create Quantity Receive.

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The Receive screen is divided into two sections: Header Information and Receive Lines.

13. Header Information allows the user to capture receive details including the Receive Date, Packing

Slip No., Vendor Name, Received by, Receipt Address, and Delivery information.

14. Scroll down to the Receive Lines section.

Important Note about Receive Lines

If you are not going to receive on a PO Line No., you must remove the line from receiving as shown below.

This does not affect the PO; it is only for receiving. For example, if you have physically received items in

line #2 but have not received items from line #1, then line #1 must be removed.

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15. On lines to receive Enter the Quantity you received. For example, if you purchased 5 items and

received all 5, then you would enter 5 in the Quantity box. However, if you purchased 5 items but

received only 3, then you would enter 3 in the Quantity box.

16. For lines where 0 (zero) items are being received Click the Remove Line button for those lines.

17. Click Complete.

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Cost Receiving

Cost Receiving is used for Consulting/Professional Services and other Open Orders. Typically these are

services provided by a vendor.

Invoices

View the invoice prior to receiving to ensure that the cost is accurate for the services delivered by the

vendor. AggieMart sends an email to the Purchaser when an invoice has been created and receiving is

required. Alternatively, invoices can be viewed from the PO as described below.

Invoice Look Up by PO Number

1. Log in to myNMSU Click on the AggieMart link on the left side of the screen.

2. From the AggieMart home page, click on the Orders icon.

3. Navigate to Search.

4. Click on Purchase Orders.

The Search Purchase Orders window will be displayed.

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5. Quick Search: You can enter the PO number if known. Otherwise, you can leave it blank or enter

terms/partial terms such as: Vendor or Product information.

6. Click on My Purchase Orders to only view POs that you created.

7. A Date Range can be selected from the drop-down menu.

8. Click the Add Filter drop-down to choose filters. Some important filters are,

Vendor

Approved By

Department

Index

9. Click the Search icon to execute the search.

The search results will be displayed.

10. Click the PO Number you will receive on.

The Purchase Order will be displayed.

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11. Click on Related Documents.

12. Click on the Invoice number.

The Invoice will be displayed.

13. The Document Total shows the invoiced amount.

14. Scroll down to view all details of the invoice.

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15. Go back to the PO by scrolling to the top of the invoice Click View Related Documents.

16. Click View to the right of the Purchase Order number.

17. Click on the Purchase Order drop-down arrow.

18. Click Create Cost Receive.

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The Receive screen is divided into two sections: Header Information and Receive Lines.

19. Header Information allows the user to capture receive details including the Receive Date, Packing

Slip No., Vendor Name, Received by, Receipt Address, and Delivery information.


Important Note about Receive Lines

If you are not going to receive on a PO Line No., you must remove the line from receiving as shown below.

This does not affect the PO, it is only for receiving. For example, if you have been invoiced for line #1 but

have not been invoiced for line #2, then line #2 must be removed.

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21. On lines to receive Enter the Cost received. For example, if you have an Open Order line in the

amount of $1,200 and need to process a Cost Received in the amount of $100, then in the Cost box

you would enter $100.

22. For lines where 0 (zero) is received Click the Remove Line button for those lines.

23. Click Complete.

To make it easier to cross-reference you can click Show Receive Details and then

enter the invoice number in the Notes field.

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Correcting Receiving

If the quantity or cost is over-received, you will have to correct it by doing another receive with a negative

value. For example: If $400 on an open order was received but the invoice was only $300, then another

receive has to be done in the amount of –$100. The same principle applies to quantity receives.

1. Open the PO.

2. Click on the Purchase Order drop-down menu.

3. Click on the appropriate receive type:

a. Create Quantity Receive

b. Create Cost Receive.

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5. Enter the negative value in the Cost field (or Quantity field if for a quantity receive).

6. You may want to add a note to describe why a correction was necessary.

7. Click Complete.

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