Standard Operating Procedure
The Line-Item Receiving (RCVL) e-doc is used to acknowledge the receipt of goods or services on purchase order (PO) line items, including the quantities of items received, damaged, returned, or unordered.
- Receiving can be done by using the RCVL e-doc or directly from the Purchase Order.
- Whenever there are additional items, a PO amendment is created and routed to the contract manager.
- There are two ways to change a PO: (1) Add the item, which generates a PO amendment, or (2) the fiscal officer can amend a PO.
- Receiving documents do not route for approval unless a PO amendment is generated, which then must be approved by a fiscal officer. This occurs in a batch process.
- There are various reasons/rules for requiring receiving.
Roles and Access Rights | Business Rules | Workflow
Roles and Access Rights
Requestor (not a system role): Anyone in the units who would be ordering goods and services.
- Can validate that the RCVL/purchase order amendment (POA) is appropriate per university business rules.
- Can provide or request the data required to successfully fill out and submit the RCVL/POA e-doc.
- Responds to any follow-up questions, and confirms that there is a valid business reason for processing the RCVL/POA e-doc.
Other Roles: Fiscal officer (FO)
Only active, quantity-based line items on the PO will load when the RCVL e-doc is initiated.
- When an RCVL is submitted, the Qty Received and Qty Damaged are updated on the PO with the Qty Received, Qty Returned, and Qty Damaged values on the RCVL.
- When an RCVL is submitted, line items without receiving activity are excluded from the e-doc.
- KFS does not allow the Qty Received, Qty Returned, or Qty Damaged to be less than 0.
- Information entered or attached in Notes and Attachments tab is used to record any additional detail about damaged goods, missing items, or items that were not on the original order. The note's author and a timestamp are displayed with the note.
- If Qty Returned or Qty Damaged is greater than 0 on any line item, a note is required when the e-doc is submitted.
- The FO receives an FYI from the submitted RCVL e-doc if any item has damaged quantities or if any item's total received is more than was ordered.
- Adding an unordered item on a RCVL e-doc will generate a POA. The FO will add the accounting information and amount.
Best Practice recommendation: the initiator of the RCVL e-doc should add a note to inform the FO of the correct dollar amount and account to be used.
For workflow information, see the Purchase Order Amendment workflow chart.