Purchase Order Receiving Process

Once products have been received and or services have been completed by a supplier, use the following steps to record receiving of items for a supplier invoice. If you are not able to access Create Receipt in Workday, please email the Purchasing team at purchasing@acu.edu for assistance.

Instructions

From the Home Page:

1. In the Workday search bar, search for Create Receipt and select the task.
2. In the Document Number field, view Most Recent Documents and choose the Supplier PO from the drop down list. The other option is to search by POs in the last 24 months by Supplier to select the purchase order per the supplier.
   
   • The receiver can check the fully receive checkbox at this step if all items have been received from the supplier or if services have been completed.
3. Select OK
4. Navigate to each line from the Goods or Services lines on the left side of the screen.
5. Please note one REC receipt entry in Workday should be created by the requestor receiver per vendor invoice. For example, if the vendor does not consolidate the invoice for multiple PO lines, multiple REC entries would be needed, one receipt entry for each invoice attachment. Contact Accounts Payable or Procurement if you have any questions
6. Per line type in the quantity received. If your department is ready to fully receive on each line item, select the Fully Receive checkbox on each line.
   • Please only receive on the number of delivered goods or after services are provided.
7. (Optional) add additional information to the Memo field per line item.
8. Scroll to the top of the screen to attach a copy of the invoice in the Attachments tab. Select Edit.
9. Upload the relevant invoice.
10. Click Save.
11. Click Submit.

Notes: If an invoice is not available from the vendor, please contact accountspayable@acu.edu to review the payment process. Contact purchasing@acu.edu if you have additional questions about the receiving or purchase order process.

Receipt Adjustment

To adjust a receipt quantity received when needed, complete the following processes for a Receipt Adjustment in Workday. Please email the Purchasing team at purchasing@acu.edu for assistance.

Create Receipt Adjustment

From the Home Page:

1. In the Workday search bar, search for Create Receipt Adjustment and select the task.
2. In the Receipt to Adjust field, select Receipts by PO or Receipts by Supplier and select the corresponding receipt. Receipts have an REC number assigned to each receipt.
3. In the Edit Receipt Adjustment screen, complete the following adjustments depending on the change needed:
   • Adjust the amount of the Actual Quantity Received if needed
4. Add in the Receipt Adjustment Reason on the line level for each line adjusted.
5. Submit

Cancel Receipt

If a receipt was completed for more lines or quantity per line than the Supplier’s invoice, Accounts Payable is unable to complete an adjustment so receipt cancellation may be needed. Please email Accounts Payable team at accountspayable@acu.edu for assistance.

Cancel Receipt Task

From the Home Page:

1. In the Workday search bar, search for My Receipts and select the task.
2. Type in the PO number in the Purchase Order field and select OK.
3. In the Receipt column, hover next to the REC for PO number to select the three dots to navigate to the Related Actions menu.
4. In the Actions Menu, select Receipt> Cancel.
5. In the Confirm Cancel Receipt screen, select OK.