receiving faqs - fi$cal - state of california · web viewbutton on the pop-up message window. step...

Receiving Frequently Asked QuestionsSupplemental Job Aid

Date: 09/11/2017

Revision History

Date Version Location Update Description

09/11/2017 1.0 Original version FAQs created with responses and screenshots

Target Audience: 2016/2017Release: Department PO Receiving ProcessorWave 1 and Wave 2: Department PO Receiving Processor, Department RTV Processor and Department Inspector Processor

Purpose: This document details the frequently asked questions and answers for receiving in FI$Cal. In addition to the responses, screenshots are included when appropriate

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FI$Cal.347 – Receiving FAQS Job Aid 1.0Created: 9/11/2017 of 42

Receiving Questions

1. What role do I need, in order to create a Receipt ID in FI$Cal?

The user who is assigned the Department PO Receiving Processor role will be able to create a Receipt ID in FI$Cal.

2. What role do I need, in order to create a Return to Vendor (RTV) ID in FI$Cal?

2016/2017Release: The user who is assigned the Department PO Receiving Processor role will be able to create a RTV ID in FI$Cal.

Wave1/2: The user who is assigned the Department PO RTV Processor role will be able to create a RTV ID in FI$Cal.

3. What role do I need, in order to create an Inspection ID in FI$Cal?

2016/2017Release: The user who is assigned the Department PO Receiving Processor role will be able to create an Inspection ID in FI$Cal.

Wave1/2: The user who is assigned the Department PO Receiving Inspector role will be able to create an Inspection ID in FI$Cal.

4. I cannot locate my PO ID to create a Receipt ID against?

Listed below are the possible reasons why you are not able to find your PO ID: The PO ID has not been dispatched yet The Receiving Required field on the PO ID has been changed to DO NOT A Change Order being processed and PO ID has yet to be dispatched

5. How do I delete an existing Receipt ID?

Step 1: Navigate to the Add/Update Receipts page:

Navigate to Main Menu Purchasing Receipts Add/Update Receipts


Step 2: Click the Find an Existing Value tab, verify your defaulted 4 digits BU #, select your Receipt ID and then click the Search button.

Step 3: Click the big red X to the right of the Receipt Status.

Step 4: Click the Yes button on the pop-up message window.


Step 5: The Receipt Status on Receipt ID is now displayed as Cancelled.

6. I tried to delete my Receipt ID but I got this message “This Receipt/Receipt Line is tied to an active voucher, therefore it is not allowed to cancel”. What does this means?

The system will not allow a Receipt ID that has already been copied into a Voucher ID to be deleted/cancelled.

7. Why is the system allowing me to create multiple Receipt IDs for the item/service already received?

The receiving tolerance is not a configuration item so a Dept. PO Buyer can decide at the PO ID level whether or not to check the checkbox for the Reject Qty Over Tolerance field.

If the Reject Qty Over Tolerance field is checked, then the system will only allow the user to receive the Qty ordered. However, if the Reject Qty Over Tolerance field is NOT checked, then the system will allow the Dept. PO Receiving Processor to create multiple Receipt IDs against the Qty ordered/serviced amount. The system is designed to leave this checkbox unchecked.

NOTE: If the additional Receipt IDs were copied to Voucher IDs by mistake, the new voucher IDs will fail matching because the total Qty and/or amount received have already been matched to the first associated Receipt ID and PO ID.


8. I forgot to select my AM BU and Asset Profile on my asset purchase PO ID and the asset is now ready to be received. What do I need to do now?

Step 1: Navigate to the Add/Update POs page:

Navigate to Main Menu Purchasing Purchase Orders Add/Update POs

Step 2: Click the Find an Existing Value tab. Verify your defaulted 4 digits BU#, select the PO ID and then click the Search button.


Step 3: On the Maintain Purchase Order / Purchase Order page, click the Schedule icon

Step 4: Click the Distributions/ChartFields icon

Step 5: Click the Asset Information tab


Step 6: Enter your 4 digits AM BU # in the AM Unit field.

Step 7: Click the look-up icon for Profile ID and select the appropriate Profile ID from the list.

Step 8: Click the OK button.


Step 9: Click the Save button and then click the Return to Main Page hyperlink to get back to the Maintain Purchase Order / Purchase Order page.

9. Why can’t I see the quantity ordered from the PO ID during receiving?

The system is configured not to display the PO quantity ordered (blind receiving) on the Receiving page. The Receiver is expected to perform an actual count.

Note: Blind Receiving is configured at the User ID level so some Receivers do not have the Blind Receiving Only checkbox checked in their user profile. This means that the QTY Ordered and/or Merchandise Amount on PO ID will be displayed in the QTY received or Amount Received field.

10. Is there a quicker way to determine if items from a PO have been received in the system?

Option #1: As a PO Buyer, navigate to Add/Update POs page.

Step 1: Main Menu Purchasing Purchase Orders Add/Update POs


Step 2: Click the Find an Existing Value tab. Verify your defaulted 4 digits BU #, select the PO ID and then click the Search button.

Step 3: On the Maintain Purchase Order page, the Receipt Status is displayed as Received.


Step 4: Click the Activity Summary hyperlink.

Step 5: Click the Receipt tab.

Step 6: Verify the following fields. Qty Received = Qty Ordered Qty Accepted = Qty Ordered Open Quantity = 0.00 Open Amount = 0.00 (Amount Only for Services)


Option #2: As a PO Buyer, navigate to Add/Update POs page.

Step 1: Main Menu Purchasing Purchase Orders Add/Update POs


Step 2: Click the Find an Existing Value tab. Verify your defaulted 4 digits BU#, select the PO ID and then click the Search button.

Step 3: On the Maintain Purchase Order page, the Receipt Status is displayed as Received.


Step 4: Click the Document Status hyperlink.

Step 5: All associated documents are displayed.


Step 6: Click the Receipt ID hyperlink to view the Receipt details. The associated voucher ID(s) and Payment ID(s) are also displayed.

Option #3: As a Receiving Processor, navigate to Maintain Delivery Information page.

Step 1: Main Menu eProcurement Buyer Center Receipts Maintain Delivery Information.


Step 2: Verify your defaulted 4 digit BU #, select the Receipt ID, and then click the Search button.

Step 3: The Delivery Search Results grid will provide a list of information including, Receipt numbers, PO numbers, Vendor Names and IDs, Receipt statuses, etc.


11. Is STD 106 (Stock Receipt Report) still required?

No, however, a Receipt ID created against the PO ID in FI$Cal is now required by SCO.

12.Do I need to create a Receipt ID in FI$Cal for my purchase?

Yes, Receipt ID is required for the following acquisition types. SCO will not approve voucher ID for payment without the associated Receipt ID(s).

Non-IT Goods IT Goods Non-IT Services IT Services

13.Why do I need to create a Receipt ID in FI$Cal?

There are numerous reasons why a Receipt ID is required. A Receipt ID is required by SCO. A Receipt ID is required for Asset information to interface to Asset

Management (AM) A Voucher ID is created by copying from the PO Receipt ID, in order for asset

accounting to interface to Asset Management.

NOTE: It is imperative that the Interface Receipt checkbox is checked when a Receipt ID is created for an Asset. This will ensure that the asset information flow to Asset Management. Refer to UPK PO132 - Managing Receiving WBT for the specific steps on serialization for multiple line items.

14.When are fully received POs closed?

A PO ID will automatically close on the 181st days after the following criteria are met: Fully received Fully vouchered No activity for last 180 days

15.Why can’t I make changes to my Receipt ID?

There are numerous reasons why a Receipt ID cannot be edit. Receipt IDs that have been copied into Voucher IDs are no longer editable. Only the Receipt IDs that have been created but not yet copy to Voucher IDs

are editable. Asset receipt ID that interfaced to AM successfully (nightly batch) is no longer

editable.


16.Can I decrease the Qty received on a Matched Receipt ID?

No, the Receipt ID has already been matched to the Voucher and PO IDs.

17.My Receipt ID has been closed by the system, how do I re-open my Receipt ID?

A Receipt ID that has been automatically close by the system after the 180 days cannot be re-open manually or systemically.

18.Why do I need to create my Voucher ID from the Receipt ID for Asset purchasing?

Creating a Voucher ID from a Receipt ID will copy the asset information to AP. When the asset is vouchered and loaded into Asset Management, the asset stauts changes to “In-Service” and depreciation starts if the asset is a capitalized asset.

19.How do I process a Return to Vendor (RTV)?

Step 1: Navigate to the Add/Update RTV page:

Main Menu Purchasing Return to Vendor / Supplier Add/Update RTV

Step 2: Verify your defaulted 4 digits BU#, verify that the Return to Vendor (Supplier) ID is defaulted to NEXT and then click the Add button.


Step 3: Select the value for the following fields: Click the look-up icon and select the appropriate Supplier ID from the

list. Click the look-up icon and select the appropriate Buyer from the list.

NOTE: The Supplier ID and Buyer are required fields, in order to proceed forward.

Step 4: Click the Select Receipt hyperlink.

Step 5: Enter/select the associated Receipt ID (Receipt No.) and then click the Search button.


Step 6: Click the checkbox to select the receipt line you want to process the RTV for. Click the OK button.

Step 7: Select and/or enter the appropriate value for the following fields: Action: <value> Deposition: <value> Reason: <value> RMA number: <value> (RMA = Returned Material Authorization) RMA line: <value> Return Qty: <value> Ship Qty: <value> Ship Date: <Date>

Step 8: Click the Save button. A unique RTV ID is generated.


20. I received 2 items, I did an RTV ID for one item for credit, and then I copied the receipt ID into a voucher. What is going to happen to my RTV ID on the AP side?

The system functionality to create an “Adjustment” Voucher for the associated RTV ID has been disabled so nothing is going to occur on the AP side for the RTV ID. The Voucher ID created to pay for the one good item will be routed through the normal department and SCO approval processes.

21.What am I supposed to do with the adjustment voucher that was automatically created when I copied my PO receipt into a voucher to pay the Supplier?

The adjustment voucher for the RTV ID can’t be deleted. The Accounting Unit staff will need to use the following instructions to close the adjustment voucher.

Step 1: The user will need to correct the errors on the adjustment voucher by changing the accounting date to a date in a current open accounting period, if there are any errors.

Step 2: The user will need to change the voucher cash type to Office Revolving Fund and then select an account and fund appropriate for ORF.

Step 3: The user will need to run the Budget Check process for the adjustment voucher.

Step 4: The voucher will need to be approved at the departmental level.

Step 5: The user will need to submit a request to FSC to close the adjustment voucher.

NOTE: There should be no Adjustment Vouchers for RTV IDs in the system since the functionality has been disabled in September 2017. However, depts. can use the instruction noted above for adjustment vouchers created prior to the fix.

22.How do I pay for the restocking fee for my RTV item?

You will need to do a change order on your PO ID and add the re-stocking fee as a PO line. The PO ID will be to be submitted for re-approval and re-dispatch.

NOTE: The system will also allow the Accounting staff to insert the re-stocking fee onto the associated voucher ID but this re-stocking fee will not exist on the PO side. The voucher will pass matching if the re-stocking fee is less than the unit cost of the item being returned. If the re-stocking fee is more than the unit cost of the returned item, then the voucher will fail the matching process because the overall total amount on the voucher is greater than the overall total amount on the PO ID. This overall total amount includes both the merchandise and non-merchandise amount.


23.Does the match rules take into account the RTV ID when the matching process is done on the AP side?

Yes, Adjustment style vouchers are also included in the match process on the AP side.

24.What do I need to do on my PO ID to release the encumbered fund for the RTV item?

Scenario #1:If the RTV was for a credit, then the AP staff can finalize the voucher and the encumbered fund will be released when the budget check process ran on the AP side.

Scenario #2:If the RTV was for a replacement, then a new Receipt ID will need to be created so payment can be processed. Therefore, there is no need to release the remaining encumbrance balance on the AP side.

25. If my RTV was for a replacement, will I be able to create a new Receipt ID?

Yes, the system will allow a new receipt ID to be created for the replacement and a new Receipt ID is required for payment.

26.Can a RTV ID be cancelled?

Yes, a RTV ID can be cancelled. The user can click the red x at the header level.

27.Can a RTV line be cancelled?

Yes, the RTV line(s) can be canceled. The user can click the red x at the line level if there are more than one RTV lines.


28.Can I process a RTV on a receipt ID that has already been vouchered and/or paid?

Yes, a RTV ID can be created after invoiced or payment. The credit from the Supplier should be manually inserted as a credit voucher line onto a voucher which the Supplier still need to be paid. The system will offset the credit amount and pay the Supplier the difference.

29.How do I process an RTV for an item that has already been vouchered and/or paid?

Vouchered Only: The voucher ID will need to be deleted so a new voucher ID can be created for the item which Supplier is still expected to be paid for.

Warrant issued/mailed: A credit RTV will need to be processed. The credit will need to be submitted on an invoice from the Supplier so that the credit can be applied in AP to offset.

NOTE: If the Supplier does not have an outstanding invoice which we need to pay, then a check can be mailed and processed in the AR module.

30.What does each of the RTV action means?

Credit: This means that you are returning what you have ordered for credit since you are no longer needing the item ordered and received. Credit RTV can be done before payment is processed or done after payment has already been issued.

Exchange: This means that you can exchange what you have ordered for something different.


Replace: This means that you will receive a replacement of what you have ordered.

31.Do I need to dispatch my RTVs?

Yes, an RTV can be dispatched via email if Supplier is setup for email so a PDF RTV ID can be generated and emailed to Supplier.

32.How do I dispatch my RTV?

Step 1: Navigate to the Dispatch RTVs page:

Main Menu Purchasing Return to Vendor / Supplier Dispatch RTVs

Step 2: Click the Add a New Value tab.

Step 3: Enter a Run Control ID and then click the Add button.

Step 4: Verify the defaulted BU #, select the RTV ID, and then click the Run button.

Step 5: Click the RTV Dispatch/Print checkbox and then click the OK button.FI$Cal.347 – Receiving FAQS Job Aid 1.0Created: 9/11/2017 of 42

Step 6: Click the Process Monitor hyperlink.

Step 7: Click the Refresh button until the Run Status is displayed as Success and the Distribution Status is displayed as Posted.

Step 8: Click the Go Back to Dispatch RTVs hyperlink.


Step 9: Click the Report Manager hyperlink.

Step 10: Click the Administration tab.

Step 11: Click the RTV Dispatch/Print hyperlink.

Step 12: The PDF RTV ID is displayed. Click the small x to close the PDF RTV ID window.


33.What does the reconcile RTVs process do?

Main Menu Purchasing Return to Vendor / Supplier Reconcile RTVs

The process compares the shipped quantities for the RTV line records to determine whether all of the returned quantities for all of the lines have been shipped. If the shipped quantity equals the return quantity on every line, the process changes the header status to Shipped.

34.Do I need to run the Reconciliation RTVs process?

No, the RTV Reconciliation Application Engine process is not needed since the adjustment voucher functionality has been disabled on the AP side.

35.Can Closed RTV IDs be editable?

No, the RTV record is no longer editable once the RTV ID status is Closed.

36.How do I review My RTVs?

Step 1: Main Menu Purchasing Return to Vendor / Supplier Review RTVs


Step 2: User can review their RTV IDs by entering their BU (if not automatically defaulted) and click the Search button.

37.How do I print my RTVs?

Step 1: Main Menu Purchasing Return to Vendor / Supplier Print RTVs

User can print their RTV IDs, in the event that they need the hard copy to send to the Supplier again.


Step 2: On the RTV Dispatch page, Click the Add a New Value tab, enter a Run Control ID (can be numeric and/or alpha but no empty spaces), and then click the Add button.

Step 3: Verify your defaulted 4 digits BU#, select your RTV ID, and then click the Run button.

Step 4: Verify that the checkbox for RTV Dispatch/Print is checked and click the OK button.



Step 6: Click the Refresh button until the Run Status is displayed as Success and Distribution Status is displayed as Posted. Click the Go back to RTV Dispatch hyperlink.




Step 9: Click the RTV Dispatch/Print hyperlink (under the Description column).

Step 10: The PDF RTV ID is displayed for viewing and/or printing. Click the small x to close the PDF browser.


38.What kind of info does the RTV Document Status page displays?

User can review their RTV IDs by entering their BU (if not automatically defaulted) and click the Search button. User also can search by specific RTV ID.

Step 1: Main Menu Purchasing Return to Vendor / Supplier Document Status

Step 2: Enter your 4 digits BU # (If not defaulted). Click the Search button.

Step 3: Click the RTV ID hyperlink in the Search Results section.All the associated documents (i.e., Req ID, PO ID, Receipt ID, and Voucher ID) are displayed on the Document Status page.


Step 4: Click the associated ID hyperlinks under the DOC ID to view the Req ID or PO ID, etc.

39.What RTV information is being captured on the Details Report?

The RTV Details report provides information on the returned item including Supplier and fund distribution information.

Step 1: Main Menu Purchasing Return to Vendor / Supplier Details Report



Step 3: Enter a Run Control ID (can be numeric and/or alpha but no empty spaces).Click the Add button.

Step 4: Enter your 4 digits BU # (if not defaulted) and RTV if user only want to pull a specific RTV ID. Click the Run button.


Step 5: Verify that the checkbox for Return to Vendor Detail Report is checked. Click the OK button.


Step 7: Click the Refresh button until the Run Status is displayed as Success and Distribution Status is displayed as Posted. Click the Go back to RTV Details hyperlink.


Step 10: Click the POX5050 – POX5050.PDF hyperlink (under the Description column).

Step 11: The PDF RTV (Supplier) Detail Report is displayed for viewing and/or printing. Click the small x to close this PDF browser.


40.What RTV information is being captured on the Credits Report?

The RTV Credits Report provide information on the returned item and the amount of credit associated with the RTV ID. In addition, Supplier and fund distribution information are included on this report.

Step 1: Main Menu Purchasing Return to Vendor / Supplier Credits Report


Step 3: Enter a Run Control ID (can be numeric and/or alpha but no empty spaces).Click the Add button.


Step 4: Enter your 4 digits BU # (if not defaulted). Enter a “From Date” and a “Through Date”. Click the Run button.

Step 5: Verify that the checkbox for Return to Vendor Credits Report is checked. Click the OK button.



Step 7: Click the Refresh button until the Run Status is displayed as Success and Distribution Status is displayed as Posted. Click the Go back to RTV Credits hyperlink.


Step 10: Click the POX5060 – POX5060.pdf hyperlink (under the Description column)The PDF RTV ID is displayed for viewing and/or printing.

Step 11: The RTV Credits report is displayed. Click the small x to close this PDF browser.


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