Chapter 7: Receiving

Receiving Goods

FPARCVD

Use the process described below to receive and receipt materials purchased.

1. The recipient confirms that the delivery address is correct.
    
2. The recipient verifies that the number of items delivered is the same number of items as listed on the carrier’s paperwork.

If there is visible damage on a package
If items are damaged inside a damaged package
If items are damaged inside an intact package
Receiving Items On-Line FPARCVD
If a damaged item(s) was received
Receiving Inventorial Items
To correct a Receiver completed in error

If there is visible damage on a package

Either refuse delivery of the package or note the condition of the package in writing on the carrier’s paperwork.

3. The recipient signs the carrier’s delivery paperwork.
    
4. Remove the packing slip and verify that the package contents match the packing list.

If items are damaged inside a damaged package

Note damage on the packing list, notify the carrier of damaged goods, and request an inspection report. Save all packing materials and boxes.

Note: For damaged goods: An inspector will check packaging, write a report, and recommend reimbursement of costs if it is clear that the carrier is at fault. The carrier may choose not to send out an inspector, but will obtain information on the cost of the damaged goods and issue a refund check for the cost of the goods.

If items are damaged inside an intact package

If packing list has already been entered on-line, contact your buyer and inform her/him of the damage.

Otherwise, note the damaged items on the packing list.

The buyer contacts the vendor and makes arrangements to return item(s) and/or receive replacement item(s).

5. Sign and date the packing list acknowledging receipt of items.

Receiving Items On-Line FPARCVD

Note: The form FPARCVD Receiving Goods Form is referred to as a receiver.

1. In the Go To... field of the Banner Menu Form, type FPARCVD. Type <return>.
    
2. You will see the cursor in the RECEIVER DOCUMENT CODE field. NEXT defaults, or to resume work on an uncompleted receiver, enter the receiver number.

3. Type [control page down] Next Block to go to the Receiving Header block. You will see the cursor in the RECEIVING METHOD field. This field describes the method by which the goods came to campus, e.g. U.S. Mail, FEDEX, UPS, etc. Either type the appropriate code, double click in the field, or type [F9] List (see Query Techniques) and select a receiving method. This field is optional.
    
4. <TAB> Next Field to the CARRIER field. Enter your carrier code (e.g. @00000029 for Air-Sea Forwarders.) Either type the appropriate code, click on the arrow icon, or type [F9] List. This field is optional.
    
5. <TAB> Next Field to DATE RECEIVED field. Today’s date will default.
    
6. To enter header text, select View Receiving Text [FOATEXT] from the Options Menu, or Right-Click Options-View Receiving Text. The system will go to FOATEXT General Text Entry Form. Include your name, phone #, and any text messages. Refer to Text Entry: FOATEXT to view detailed instructions for entering text in Banner. After entering text in FOATEXT, type [F10] Save, click on the Save icon, or Right Click - Save. Then type [control q] Exit Screen, click on the Exit icon or Right Click - Exit to return to the Receiving Form.

7. Type [control page down] Next Block to go to the Packing Slip block.
    
8. You MUST enter the Packing Slip number in the PACKING SLIP field.
    
9. <TAB> Next Field to BILL OF LADING field and enter a number, if desired. This field is optional.
    
10. Type [control page down] Next Block to the Purchase Order block to add the PO number.
     
11. Enter the PO number. BUYER and VENDOR field values will be added from the PO.
     
12. If you need to review PO information, you can type [shift F2] Count Query Hits or Select Count Hits from the Query Menu, and the system will go to FPIPURR Purchase/Blanket/Change Order Query Form, where you can peruse the information on your PO. Type [control page down] Next Block to navigate through the records for the PO. Type [control q] Exit Screen, click on the Exit icon or Right Click - Exit to return to FPARCVD Receiving Goods Form.
     
13. You can select all items on the PO by clicking in the Options Menu on Receive All Purchase Order Items, or Right Click - Receive All Purchase Order Items.
    or
    In the Options Menu, click on Select Purchase Order Items [FPCRCVP], or Right Click - Select Purchase Order Items and the system will jump to FPCRCVP Receiving Goods PO Item Selection Form. You can select all items on the PO by typing [spacebar] or clicking in the Receive All field. Alternatively, type [control page down] Next Block and then choose individual item(s) being received by typing [spacebar] or clicking in the ADD ITEM field for that commodity. Type [control q] Exit Screen, click on the Exit icon or Right Click - Exit to return to FPARCVD. You will be prompted to save your changes.
    

14. Back in FPARCVD, type [control page down] Next Block to the Commodity block.
     
15. <TAB> Next Field through fields to the QUANTITY RECEIVED CURRENT field and enter the quantity received.
    

16. Type [control page down] Next Block, or Right Click - Access Completion to go to the Completion block, and click on the Complete icon to complete the document.
    

If a damaged item(s) was received

Important: Only use this procedure to reject an item at the time of receipt.

1. Begin with steps 1-14 of Use the process described below to receive and receipt materials purchased.
    
2. To reject a damaged item at the time of delivery, include the damaged item(s) in the QUANTITY RECEIVED CURRENT field. Then, in the QUANTITY REJECTED field, enter the number of items that were damaged. This will ensure that the invoice for the damaged items will not be paid.
    
3. Click on the Receiving Text option and enter your notes about the damaged item being received, explaining why it is being rejected.
    
4. Use the arrow keys to move through records, to record every line item being rejected.
    
5. Type [control page down] Next Block, or Right Click - Access Completion to go to the Completion block, and click on the Complete icon to complete the document.

Receiving Inventorial Items

1. Either confirm that the serial number on the equipment matches the packing list serial number or add the equipment serial number to the packing list.
    
2. Record the PO number from the packing list or address label.
    
3. Forward the packing list to the Department/Division.
    
4. Complete the procedure for Receiving Items On-Line FPARCVD, with the following addition: while in the Receiving header block, go to the Options Menu and click on View Receiving Text [FOATEXT], or Right Click - View Receiving Text, and enter the serial number for each inventorial item being received.

Note: Complete a Property Tag Follow-up Form and mail to Equipment Administration. Tags will then be mailed to the person specified on the form.

To correct a Receiver completed in error

Important: Receivers may not be cancelled or deleted once they are completed. You will need to adjust items by creating a new receiver.

Complete steps 1-11 of Receiving Items On-Line FPARCVD. Then continue with the steps described below.

1. Choose to ADJUST ITEMS by either clicking on the field with the mouse or by typing [spacebar] while in the field.
   
2. You can select all items on the PO by clicking in the Options Menu on Receive All Purchase Order Items, or Right Click - Receive All Purchase Order Items.
   or
   In the Options Menu, click on Select Purchase Order Items [FPCRCVP], or Right Click - Select Purchase Order Items and the system will jump to FPCRCVP Receiving Goods PO Item Selection Form. You can select all items on the PO by typing [spacebar] or clicking in the Receive All field. Alternatively, type [control page down] Next Block and then choose individual item(s) being received by typing [spacebar] or clicking in the ADD ITEM field for that commodity. Type [control q] Exit Screen, click on the Exit icon or Right Click - Exit to return to FPARCVD. You will be prompted to save your changes.
    
3. Type [control page down] Next Block to the Commodity block.
    
4. <TAB> Next Field through fields to the QUANTITY RECEIVED ADJUSTMENT field and enter a negative adjustment to reduce the quantity received to date.

4. Type [control page down] Next Block, or Right Click - Access Completion to go to the Completion block, and click on the Complete icon to complete the document.