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iProcurement Desktop Receiving

Receipt Creation


A requester can create receipts against orders in Oracle iProcurement. For an order to appear in the receiving module, it must have a receipt routing of Direct Delivery. (You cannot create receipts against orders with a receipt routing of Standard or Inspection.) Destination types of Expense, Inventory, and Outside Processing are supported. When a requester has selected one or more lines from an order to receive, they can enter Waybill, Packing Slip and Comment information. After submitting a receipt, a receipt confirmation number appears for reference purposes.

Express Receiving

Using the Express Receive functionality in receiving reduces the number of receipt pages from three to one. After entering a receipt quantity the requester clicks Express Receive to directly receive a receipt number. This process bypasses the packing slip, waybill, and receipt comments fields as well as the Receive Items: Review and Submit page.

Note: If you are also using blind receiving, see Blind Receiving for information about the interaction of the express receiving and blind receiving features.

Profile Options
  • The POR: Support Review for Express Receive profile option must be evaluated when implementing this feature. For profile setup instructions, see Set Profile Options.
Function Security
  • You can restrict access to the Express Receiving functionality by excluding the function Express Receive.

Blind Receiving

Some enterprises have a blind receiving process for their employees (especially in the case of direct goods in a manufacturing environment). With blind receiving, a requester creating a receipt does not see the quantity ordered, quantity already received, or the default receipt quantity. This forces the person creating the receipt to count the number of items received and then enter the receipt quantity into the Quantity Received field. The receiving date and receiving quantity tolerances are ignored when blind receiving is enabled.

Setup Steps
In the Receiving Options window in Oracle Purchasing, the Allow Blind Receiving check box must be selected for Blind Receiving functionality to be enabled in Oracle iProcurement.

Profile Options
  • The POR: Require Blind Receiving profile option must be evaluated when implementing this feature. For profile setup instructions, see Set Profile Options.
Function Security

The setting of the Express Receive function security has a receiving impact when Blind Receiving is enabled

Implementation Considerations
  • With the POR: Enable Blind Receiving profile option set to Yes, the behavior for the Receive Items: Select Items to Receive page is:
    • Receipt Quantity fields to be received are not defaulted with the quantity available.
    • Quantity Received column does not appear.
    • Quantity Ordered column does not appear.
    • Tolerances (if set up) for the Receipt Date and Receipt Quantity are ignored.
  • With the POR: Enable Blind Receiving profile option set to No, the behavior for the Receive Items: Select Items to Receive page is:
    • Receipt Quantity fields are defaulted with the quantity available to be received.
    • Quantity Received column appears.
    • Quantity Ordered column appears.
    • Tolerances (if set up) for the Receipt Date and Receipt Quantity are enforced.
  • The impact of Express Receive function security setting and the POR: Enable Blind Receiving profile option is:
    • The display of the Express Receive (or Receive) column in the Requisitions to Receive portlet and the Express Receive (or Receive) button on the My Requisitions to Receive - Full List page depends on the values for the following settings for the requester:
      • Express Receive functional security setting.
      • Value of the POR: Enable Blind Receiving profile option.
    The following table summarizes the behavior for the portlet and page depending on the combination of the Express Receive function security and the POR: Enable Blind Receiving profile option.
    Behavior of Express Receive and Blind Receiving Functionality
    Setup Express Receive functional security POR: Enable Blind Receiving profile Can requester Express Receive from Requisitions to Receive portlet AND Requisitions to Receive - Full List? Can requester Express Receive from Receive Items: Select Items to Receive page?
    1 Enabled No Yes Yes
    2 Enabled Yes No Yes
    3 Disabled No No No
    4 Disabled Yes No No


Requisitions to Receive

Requesters can create one-click receipts for their requisitions directly from the Receiving Home page. This is especially helpful in case of desktop receiving of indirect items such as office supplies. The My Requisitions To Receive portlet on the Receiving Home page enables a receipt to be created directly against all eligible distributions on a requisition.
Implementation Considerations
The criteria to display purchase order-related requisitions in the Requisitions to Receive portlet include:
  • When the POR_ALL_ITEMS_TO_RECEIVE function security for the requester is enabled, Oracle iProcurement displays requisitions that the logged-in user prepared, as long as at least one receivable requisition distribution exists on the requisition. In the case where the POR_ALL_ITEMS_TO_RECEIVE function security is disabled for the requester, Oracle iProcurement displays only the receivable requisitions whose requester is the same as the logged-in user.

  • Only requisitions that have at least one line placed on purchase order, which meets the following criteria, are eligible to appear in the portlet:
    • The purchase order approval status is Approved.
    • The quantity ordered less the quantity delivered less the quantity cancelled is greater than zero.
    • The Shipment Type is one of Standard, Blanket, or Scheduled.
    • The Receipt Routing for the purchase order must be set to Direct Delivery.
  • If a purchase order was created without creating a requisition and the purchase order meets the preceding criteria, the portlet not contain such a case.

  • The five most recently created requisitions that meet the preceding criteria appear in the portlet. The sort order for the requisitions is descending and by requisition number.

  • The Full List button on the portlet shows the user to the entire list of requisitions that satisfy the preceding criteria.
Note the following criteria for displaying internal order-related requisitions in the Requisitions to Receive portlet:
  • Only internal requisitions that have at least one line placed on an internal sales order, which meet the following criteria, are eligible to appear in the portlet:
    • The quantity ordered less the quantity delivered less the quantity cancelled is greater than zero.
    • A valid shipping network has been set up.
  • The Receipt Routing for the internal sales order should be set to Direct Delivery.
  • The Source Type Code is set to Inventory.

Returns

This feature enables requesters to return items to the supplier after they have received them. Requesters can return items by clicking the appropriate link from the Receiving home page. Received items appear, and requesters can enter a quantity in the Return Quantity field. In addition, requesters can add a reason for a return, a return material authorization number, and comments to any item that is being returned. This additional information is optional. Returned items add a transaction to the receiving history for that requisition. The new adjusted value is visible when the requester queries the order in the view receipts section of Oracle iProcurement.

Debit Memos for Return Transactions

When the Oracle iProcurement requester is creating a return transaction against the supplier this feature automatically creates a debit memo in Oracle Payables against a supplier invoice.
Setup Steps
The supplier site should be enabled for debit memo creation. To enable the supplier site, the Create Debit Memo from RTS transaction option needs to be selected in the Supplier Sites window in Oracle Purchasing . If the flag is enabled, every time the Oracle iProcurement requester creates a return transaction against that supplier site, a debit memo is created against the supplier invoice (if the supplier invoice exists).
Profile Options
  • The POR: Enable Automatic Debit Memo Creation for Returns profile option must be evaluated when implementing this feature. For profile setup instructions, see Set Profile Options.
Function Security
  • Excluding the Return Items function prevents requesters from creating returns against all receipts. Excluding the Return All Items function prevents requesters from creating returns against items they did not request. See Set Up Function, Menu, and Data Security.

Corrections

Requesters can make modifications to an existing receipt quantity. Normally, this is the result of human error when the wrong receipt quantity was originally entered. From the Receiving home page, requesters can select Correct Items and proceed to correct an existing receipt. It is also possible to correct the quantity of items that someone else has received.

Confirm Receipt Notifications

It is possible to have notifications sent to the requester for them to respond to the receipt status of an order. These notifications are called confirm receipt notifications. The options available to the requester who receives a notification are:
  • Fully Received
  • Not Received
  • Partially/Over Received
  • Reassign
  • Receive up to amount invoiced due to an invoice match in Payables
When created, the line on the purchase order must have a matching level of 3-Way Matching. The process Confirm Receipts Workflow Select Orders must be submitted for the notifications to be sent to the requesters. Notifications are sent when either of the following occur:
  • Some amount of time must have lapsed from the need-by date found on the order line. (The standard amount of time is 1 day after the need-by date, although you could modify this in the workflow).
  • An invoice is matched to the purchase order line in payables, and the invoice itself is on quantity or amount receiving hold.
Setup Steps
  1. Set the profile options.
  2. Run Confirm Receipts Notification workflow.
Profile Options
  • POR: Select Internal Requisition for Confirm Receipt
  • POR: Select Inventory Replenishment Lines for Confirm Receipts
Workflow
  • The workflow is called Confirm Receipts workflow. Its system name is PORCPTWF. See the Confirm Receipts section in Customize Workflows.
    Note: If you use the “receive up to amount invoiced” workflow option, iProcurement creates receipts for purchase order distributions to which invoices have been matched. If no distributions are specified in the invoice, receipts are created using the cascade option.
Implementation Considerations
  • If the POR: Select Internal Requisition for Confirm Receipt profile option is set to Yes, then requesters receive internal requisition notifications in addition to standard requisition notifications.
  • If the POR: Select Inventory Replenishment Lines for Confirm Receipts profile option is set to Yes, then requesters receive inventory destination lines in addition to expense destination lines as notifications.

Receiving Against Internal Requisitions

Users can receive internal requisitions (internal orders) in Oracle iProcurement. After the associated internal sales order has been picked, packed, and shipped (confirmed), the items are recorded as received in Oracle iProcurement. As with all requisitions, only those internal requisitions with a receipt routing (defined in the shipping network) of direct delivery can be received. The following restrictions exist for receiving against internal requisitions:
  • Internal orders cannot be over-received.
  • Internal orders cannot be returned.
  • Corrections cannot be created against internal orders that are greater than the order amount.
  • Internal orders delivered to an inventory destination cannot be corrected. Corrections can only be created against expense destinations.
You can confirm receipts for an internal order. The requester receives a notification of the internal requisition.
Setup Steps
  1. Define the shipping network with the transfer type set to Intransit. If the transfer type is not set to Intransit, then the requested items are automatically received into the destination organization upon shipment from the source organization.
  2. Define the shipping network with the receipt routing set to Direct Delivery. Direct Delivery must be defined for receipts to be recorded in Oracle iProcurement.
  3. If the original requisition is being delivered to an inventory destination, the destination subinventory must be indicated:

  • After the items have been shipped, the shipment number appears for all internal requisitions.
  • It is possible to receive against internal requisitions destined for either inventory or expense locations as long as the receipt routing is defined as Direct Delivery.

Receiving Against Intransit Shipments

Intransit shipments are a shipment of items from one inventory organization or supplier to a destination inventory warehouse. The goods associated with an advance shipping notice (ASN) might not yet have arrived at the destination warehouse. Intransit shipments include the following categories:
  • ASN shipments that a supplier sent to a customer.
  • Inter-organization transfers that are created through internal requisitions. These intransit shipments also involve the transfer of inventory items from one inventory organization to another.
  • Manually created intransit shipments that are processed in the Oracle Inventory module. These intransit shipments involve the transfer of inventory items from one inventory organization to another and are not supported in Oracle iProcurement receiving.
If an intransit shipment is associated with the shipped item, then the requester can view the shipment details while receiving the item. The Shipment Details page includes detailed shipment information such as Expected Receipt Date, Quantity Shipped, and Freight Terms. If multiple shipments are associated with the shipped item, then requesters can view the details for all the associated shipment.
Note: If the supplier has sent an ASN, then any information that the requester enters for Waybill, Packing Slip, and item and receipt Comment fields is ignored. Instead, this data from the ASN are used. (The requester cannot view the ASN data, but the data are stored internally and ultimately get applied to the receipt.)
Profile Options
  • POR: Select Internal Requisition for Confirm Receipts
  • POR: Select Inventory Replenishment Lines for Confirm Receipts
Workflow
  • The Confirm Receipts notification workflow selects internal requisitions that have a need-by-date that is prior to the date of when Confirm Receipts Workflow request is submitted. See information about this workflow in Customize Workflows for more details.
Implementation Considerations
  • When receiving against a combination of multiple intransit and purchase order shipments, multiple receipts are created when required. The following criteria determine the creation of a new receipt:
    • A separate receipt should be created for each supplier or inventory organization combination.
    • All shipments from an ASN should always be received on the same receipt, even if the receiving is completed through multiple partial transactions. This is true even if the ASN consists of shipments from multiple purchase orders. A new receipt against the purchase order distribution should be created for any quantity that exceeds the quantity shipped on the ASN shipment.
    • All shipments from an internal requisition must be received on the same receipt.

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