Create a Receiver
After your order has been received, you should create and submit a receiver in ShopBlue to indicate that the items have been received.
How to Create a Receiver
1. Locate Purchase Order Number
When an order has been received, it is your responsibility to submit a receiver signifying the items have been received. To initiate the process, locate the Purchase Order (PO) Number on the packing slip provided by the supplier upon delivery. Type the PO number into the search bar at the top of the page and click search (Figure 1).
Figure 1
2. Create a Receiver
Next, click the “Document Actions” dropdown at the top of the page and select “Create Quantity Receiver.” In this example we are purchasing goods, however, if we were to be purchasing a service, then it might ask you to “Create Cost Receiver.” All service POs should have a Unit of Measure (UOM) of United States Dollars (USD) – doing so will allow for partial payments where the quantity is 1 (Figure 2).
Figure 2
3. Complete Receiver
If you have received your entire order, click “Complete.” However, if only one item was received and the other item is still out for delivery, you can create a partial receiver. To create a partial receiver, enter “0” for the lines that have not been received, click “Save Updates” and then click “Complete.” In this example let us assume that line item one was received and line item two is on back order (Figure 3).
Figure 3
4. Review Completed Receiver
After clicking “Complete,” you will come to a screen to view the completed receiver (Figure 4).
Figure 4
5. Return to Home Page
When you have finished reviewing your receiver, click “Home” at the top of the page to exit. To return to the PO view, repeat step 1 or in “Document Search” click “My Purchase Orders” (Figure 5).
Figure 5
6. Review Your Purchase Orders
Review the list of your Purchase Orders. Find and select the most recent PO that you have been working on and click the PO number (Figure 6).
Figure 6
7. Complete Receivers for Additional Line Items
If you recall from step 3, in the example we did not receive line item two. To complete a receiver for line item two, repeat steps 1 and 2 to return to the receiver form. This time you will notice line item two has populated with the exact quantity and line item one is 0. To finish, click “Save Updates” then click “Complete” (Figure 7).
Note: Once a receiver has been submitted, it is matched to the Purchase Order and Invoice. If the match is successful, payment will be initiated. If unsuccessful, Accounts Payable will reconcile any discrepancies.
Figure 7