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Viewing Receipts


In this topic you learn how to view the receipts that are associated with a transaction. After completing this topic, you should be able to:

- Search for receipts using the receipts search criteria

- Read the information on the review receipts page

- Find information on the additional documents associated with the transaction

Note: You must be signed in to the Supplier Portal in order to view your receipts.

Steps:

  1. To view your receipts you need to navigate to the View Receipts Lines page. This page is located on the Manage Orders Menu page. Click the Main Menu link, located at the top left of the Supplier Portal homepage, below the Search box.

  2. The Manage Orders menu page opens. There are usually three links on the Manage Orders menu page: Purchase Orders, View Order Summary, and View Receipts. The other topics in this lesson cover how to use the Purchase Orders and View Order Summary pages. This topic covers only how to View Receipts. Click the View Receipts link.

  3. When you click the View Receipts link you may see the View Receipts/Select Vendor page. You will see this page only if your Vendor ID has access to respond to bids for other vendors. If so, this page displays a list of vendors that might have Receipts you need to view. If your Vendor ID does not have this access, you will go directly to the View Receipts/Filter Options page. The View Receipts/Select Vendor page is a list of all vendors this Vendor ID has access to, arranged in two columns: Vendor Name and Vendor ID. The list is sorted by Vendor ID and you cannot sort by Vendor Name. Also, only the vendor names are clickable links.

  4. The View Receipts/Filter Options page is used to establish the search criteria to be used when searching for a receipt. At the top of the page the Vendor Name is shown and below that instructions on using the search criteria page. Below this is the Search Criteria section, which contains the following fields that you can use to limit your search:

    From Receipt Date-This field allows you to enter the date range you want to start your search on

    To Receipt Date-This field allows you to enter the date range you want to end your search on
    Note: By default the To Receipt Date is the current date and the From Receipt Date is one month prior to the current date. You can accept these dates, change either date, or blank out the fields to search for receipts on any date.

    From PO ID-This field allows you to enter the PO ID range that you want to begin your search on. The From PO ID field has a lookup option to help you locate valid purchase order numbers. You can also leave this field blank.

    To PO ID-This field allows you to enter the PO ID range that you want to end your search on The To PO ID field has a lookup option to help you locate a valid purchase order number. You can also leave this field blank.

    Shipment Number-The Shipment Number is the freight or transportation number. This field may be populated if it was available at time of receipt.

    Item ID-The Item ID allows you to search for a State Item ID that was used on the receipt.

    Vendor Item ID-The Vendor Item ID allows you to search by your Vendor Item ID.

    Receipt Status-This is a dropdown list to view the different receipt statuses that can be included in the search criteria. You have the option of leaving this field blank. The possible receipts status options are:

    - Canceled-The receipt has been cancelled. Typically occurs when the receipt was incorrectly entered.

    - Closed Receipt-The receipt has been moved to Inventory or matched to an invoice. Nothing further is needed on the part of the Vendor or the State of Minnesota

    - Fully Received-All lines associated with the receipt have been validated. Nothing further is needed on the part of the Vendor

    - Hold Receipt-The receipt has been placed on hold. Additional work is being performed by the State of Minnesota and possibly the Vendor.

    - Moved to Destination-All product associated with the receipt have been moved to Asset Management. Nothing further is needed on the part of the Vendor.

    - Open-The product has been received but not all of the edits have passed. Additional work is being performed by the State of Minnesota.

    - PO Not Received-Product has not yet been received for the purchase order

    - PO Partially Received-Some of the product has been received for the purchase order

    Click the Search button to initiate the search.
  5. Clicking the Search button opens the Review Receipts/Receipt Lines page. This page displays all of the receipts that meet your search criteria.

    At the top of the Receipts Lines page the Vendor Name is displayed and just below that are the Set filter options link and the Return to Vendor List link. Use the Set filter options link to return to the Filter options page and change your search criteria. Use the Return to Vendor List link to return to the Select Vendor page to select a different vendor and then view receipts for that vendor.

    Just below these links is the Receipt Lines section, which contains the following columns:

    Receipt Number-The State record number for the receipt transaction. This is the only column that is clickable.
    Received Date-
    PO Number-
    Ship No-
    Item ID-
    Description-
    Received-
    UOM-Unit of Measure
    Status-

    Locate the receipt number you need to find more information for and click it.

  6. Clicking the Receipt Number on the Receipt Lines page opens the Receipt Details page for that receipt. The Vendor Name is shown first, and then the following fields: Receipt Number, Packing Slip Number, Receipt Datetime, PO Number, Receipt Status, Item ID, and Vendor ID.

    Below these fields are fields indicating what was received and its disposition. The fields are: Quantity Received, Quantity Inspected, Quantity Accepted, Quantity Returned, Quantity Rejected, Net Receipt Quantity, Reason for Rejection, RMA Number, and RMA Authorization. The RMA Number and RMA Authorization fields would show the return material authorization number and name if an order needs to be returned to the vendor. The vendor supplies the RMA number.

    Below the receipt information are two sections. The first is Purchase Order Schedule and the other is Invoice Lines.

    The Purchase Order Schedule section shows the purchase order that is associated with the receipt. It includes the following columns: PO Number, Due Date, Quantity, Ship To, Freight Trm (Terms), Price, Merchandise Amt, Currency (this column is not labeled).

    The Invoice Lines section shows the invoice that is attached to the receipt if it has been invoiced and successfully matched to the invoice or invoices. The Invoice Lines section contains the following columns: Invoice, Description, Statistic Amount, Unit of Measure (column not labeled), Unit Price, Merchandise Amt, and Currency (column not labeled).

    Below the Invoice List section is a single link, Return to Receipt List. When you are done reviewing the receipt details, click the Return to Receipt list to select a different receipt to review.
  7. Back on the Receipt List page, you can select another receipt to review, or click the Set filter options link to return to the search criteria. You may also have the option to click the Return to Vendor list to select a different vendor and review receipts for that vendor.

Congratulations! You have successfully completed the topic, Viewing Receipts.

In this topic you learned how to view the receipts that are associated with a transaction. Having completed this topic, you should now be able to:

- Search for receipts using the receipts search criteria

- Read the information on the review receipts page

- Find information on the additional documents associated with the transaction

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