Frequently Asked Questions by Receivers
|
1 |
Q: |
How do I get help with Receiving? |
|
|
A: |
For “how-to” questions on the Receiving page, contact OAAIS Customer Support 514-4100 Option 3. For Receipts issues, contact P2PReceipt@ucsf.edu to resolve. |
|
2 |
Q: |
How do I receive an order if I don’t know the purchase order (PO) number? |
|
|
A: |
At the Maintain Receipts page, search by other fields, e.g., Requisition ID, Requester, or Vendor. Alternatively, run Missing Receipts Report for your Dept Code to find PO #. |
|
3 |
Q: |
The PO has 9 lines and I can only see 5 on the search page. How do I receive all items? |
|
|
A: |
The page defaults to the first 5 lines. Click “View All” link in the upper right corner to expand the list to see all 9 lines. |
|
4 |
Q: |
On the Maintain Receipts page, the receipt quantity is defaulting to “3”, but my order has quantity of “5”. Why is it defaulting to “3”? |
|
|
A: |
The receipt quantity defaults to the remaining quantity on the PO. It is likely that a previous receipt was entered for the other quantity of “2”. |
|
5 |
Q: |
What if I received the wrong PO? |
|
|
A: |
Cancel the receipt and add a new receipt for the correct PO. If the receipt is closed, contact P2PReceipt@ucsf.edu for assistance. |
|
6 |
Q: |
What if the vendor shipped less than what I ordered? Should I wait until the whole order arrives? |
|
|
A: |
No, receive the quantity you physically receive. When the rest of the shipment arrives, record the remaining quantity with a new receipt. If the remaining items will not be shipped, coordinate with your department buyer to do a change order to reduce the quantity. |
|
7 |
Q: |
What if I receive more than I ordered? |
|
|
A: |
If the department wants to keep the extra quantity, record receipt for the quantity you physically receive and work with your department buyer to do change order to increase the quantity. |
|
8 |
Q: |
How quickly should I record receipts? |
|
|
A: |
Within 5 days of receipt of goods so vendors are paid in a timely manner. |
|
9 |
Q: |
Why do I get reminders from my department buyer to record past due receipts? |
|
|
A: |
Campus Procurement and Business Contracts sends reminder emails to department buyers on past due receipts on a regular basis. The department buyers are tasked to work with Receivers to bring past due receipts to current status. |
|
10 |
Q: |
What should I do if the packing slip is lost? |
|
|
A: |
Print and sign a copy of the purchase order as your documentation in lieu of a packing slip. The purchase order should list the items to be received. |
|
11 |
Q: |
What do I do if the P2P Purchase Order number is not on the packing slip? |
|
|
A: |
At the Maintain Receipts page, search by Vendor Name, Requisition ID, Requester ID and/or Procurement Dept Code to retrieve the PO to receive. Vendors are required to put PO number on packing slips. Report vendor non-compliance to OAAIS Customer Support 514-4100 Option 2, Option 2 and CPBC will resolve this issue with the vendor. |