17Self-Service Receipts

This chapter contains the following:

Receive Item

In this activity, procurement requesters can create receipts against requisitions, purchase orders, and advance shipment notices.

To create self-service receipts, select Navigator > Procurement > My Receipts.

Note: You can also create receipts for requisitions when you're not the requester or preparer.

Create a Self-Service Receipt

This example demonstrates how to create a self-service receipt. You can create self-service receipts for items that you purchase for yourself that get delivered to your desk such as paper, pens, and other office supplies.

The following table summarizes key decisions for this scenario.

Decisions to Consider In this Example

What's the purchase order number?

1004213

What's the number of items received?

1

Should I populate the receipt by default?

No

What's the waybill number?

408819845

What's the packing slip number?

PS1009675

For this scenario, you will:

  1. Create a self-service receipt.

  2. Verify that the newly created receipt exists.

You have already created the purchase order 1004213 to buy a case for your laptop.

Create a Self-Service Receipt
  1. Click Navigator > Procurement > My Receipts.

    This takes you to the Receive Items page where you can search for the purchase order that you used to buy the laptop case and start the self-service receipt process.

  2. On the Receive Items page, in the Purchase Order field, enter 1004213.

  3. Click Search.

  4. In the Search Results section, select the line containing your purchase order 1004213.

  5. Click Receive.

    This takes you to the Create Receipts page where you can enter the number of items received, waybill, and packing slip number to finalize the receipt.

  6. On the Create Receipts page, complete the fields, as shown in this table.

    Field Value

    Quantity

    1

    Waybill

    408819845

    Packing Slip

    PS1009675

    Note: You can use the Show Receipt Quantity button to optionally populate the Quantity field. But, let's enter the quantity manually.

  7. Click Submit.

    Once you click the Submit button, you've created your receipt and you'll receive a confirmation message. The receipt number displays on the confirmation message.

  8. Click OK to close the confirmation window.

Verify the New Receipt
Now you can verify that your receipt was created by searching for it on the Manage Receipts page.
  1. In the task pane, click Manage Receipts.

    On the Manage Receipts page, you can enter search criteria to filter your search, or just click the Search button. Let's enter the receipt number.

  2. In the Receipt field, enter 9288.

  3. Click Search.

  4. In the Search Results table, click receipt 9288 to view the receipt that you just created.

    This takes you to the Receipt page where you can check the details of your receipt.

You can view quantity-based items and fixed-priced lines in the same interface. However, there are several differences between these two line types. An example of a quantity-based line item is 55 boxes. An example of a fixed-price line item is security services for an amount of 1000 USD.

Quantity-Based Lines

Quantity-based lines include a physical quantity. Quantity-based lines display the actual quantity in the Quantity field. For quantity-based lines, the Currency field is not applicable. Instead, the UOM field displays the applicable unit of measure for the quantity-based item. You can return and correct quantity-based lines.

Fixed-Price Lines

Fixed-price lines do not have a physical quantity. Fixed-price service lines display an editable amount instead of a quantity in the Quantity field. For fixed-price service lines, the UOM field is not applicable. Instead, the Currency field displays the currency and the currency is not editable. You can correct fixed-price service lines, but you cannot return them.

FAQs for Receiving Self-Service Receipts

Blind receiving was enforced as a profile option for this organization.

Yes, you can search by entering values in both the Purchase Order and Requisition fields on the Receive Items page. You can also search by entering either a purchase order or requisition number. The search results return a different set of lines based on the combination of requisition and purchase order.

Yes, you can search the Receive Items page for a specific line or range of lines within a specific purchase order. Select Advanced to access the advanced search parameters. Then use the between operator to search for a range of purchase order lines. The range is limited to a a maximum of 500 lines.

To display the purchase requisition description in the search results of the Receive Items page, you must enable the column from the View menu. Select View > Columns > Description.

Manage Receipt

In this activity, procurement requesters can view the details of receipts that have been created, return the complete or partial quantity of items received to the supplier, and make modifications to an existing receipt quantity in case of any errors.

Procurement requesters can:

  • Search for existing receipts

  • View existing receipts

  • Correct receipts

  • Return receipts

Note: For transfer order receipts, the following exceptions apply:
  • You can't perform corrections for transfer order receipts.

  • You can only perform returns against transfer order receipts with an inventory destination (interorganization transfer).

  • You must set the RCV_SS_ALLOW_INV_DEST_RECEIPTS profile option to enable inventory destination receipts for Self-Service Receiving.

In the Setup and Maintenance work area, use this path to set up your receiving profile options:

  • Offering: Manufacturing and Supply Chain Materials Management

  • Functional Area: Receiving

  • Task: Manage Receiving Profile Options

To manage self-service receipts, select Navigator > Procurement > My Receipts. From the task pane, click Manage Receipts.

Note: You can also create receipts for requisitions when you're not the requester or preparer.

You can request a return against an inventory destination transfer order through the Manage Receipts Self-Service interface.

The following aspects are important when returning transfer orders:

  • Return transfer order process

  • Physical material return

  • Corrections to returned transfer orders

  • Return exceptions for transfer orders

Return Transfer Order Process

Receiving associates return transfer orders with the original transfer order, and the physical return of the material is optional.

When you initiate a return against a transfer order, the application creates a new transfer order with a transfer type of return transfer order. If the physical return of material is required, the transfer order is passed to Oracle Fusion Shipping. If the physical return of material is not required, the transfer order does not pass to Shipping, and instead is set to a status of closed.

During the return process, Receiving calculates the price and tax for the return transfer order before submitting the lines for processing. The application obtains the tax and prices amounts from the original transfer order and creates them in reverse.

Physical Material Return

The Physical Material Return Required check box displays on the Return Lines user interface. If you deselect this field, the return is considered an accounting only return. If you select this field, transactions are created for the physical return of the material.

For returns that do not require physical return of material, shipment lines and reservations are not created. The transfer order line is set to a status of closed automatically, and the application does not update the shipped or received quantity. You can use the transfer order document for tax, accounting, and audit trail purposes.

For returns that require physical return of material, shipment lines and reservations are created. You can pick, pack, and ship physical material returns.

Corrections to Returned Transfer Orders

Once material from a transfer order is put away, you cannot correct the receipt quantity. However, you can correct the receipt quantity on a transfer order prior to putting away the transaction.

Return Exceptions for Transfer Orders

Here are the exceptions for returns against transfer orders:

  • Once you initiate a return against a transfer order, you can no longer correct the returned quantity.

  • You cannot combine transfer order return lines with other purchase order or RMA return lines on the same return receipt.

  • You cannot perform return transactions for an intraorganization transfer order which moves material from subinventory to subinventory within an organization.

  • The application does not initiate transfer order return transactions if the material is not physically available. For example, if other reservations exist for the same material.

  • You can only return inventory destination transfer orders. You cannot return expense destination transfer orders.

FAQs for Returning Self-Service Receipts

You cannot return fixed-price lines. You can only return quantity-based lines.

Transactions are created for the physical return of the material, and shipment lines and reservations are created. You can pick, pack, and ship physical material returns.

If you don't select this check box, the return is considered an accounting only return. Shipment lines and reservations aren't created, the transfer order is set to a status of closed automatically, and the shipped or received quantities aren't updated.

Confirm Receipts Process

Confirm Receipt Process

The Confirm Receipts workflow sends notifications through the Web or email to requesters or buyers who create requisitions in Oracle Fusion Self Service Procurement. The workflow informs the requesters or buyers that they should have received an item.

The most important aspects of the Confirm Receipts workflow process include:

  • Notification criteria

  • Notification options

  • Notification delivery

Notification Criteria

The Confirm Receipts workflow sends notifications for items with a destination type of Expense, a routing of Direct Delivery, and a need-by date that's equal to or later than today's date.

Notification Options

You can 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 purchase order notification include:

  • Fully received

  • Not received

  • Receive up to amount invoiced due to an invoice match in Oracle Fusion Payables

Note: If the requester selects Not Received, a notification can be sent to the buyer regarding the requester's failure to receive the items on the purchase order. Later, when the requested items are available to be received, the buyer can either receive the items or send a notification to the requester again to complete the receiving process at the requester's end.

The options available to the requester who receives a transfer order notification include:

  • Receive in full

  • Did not receive

Notification Delivery

When a purchase order is created, the line on the purchase order must have a matching level of 3-way matching. You must submit the Confirm Receipts Workflow Select Orders process to send the notifications to the requesters.

Workflow sends notifications when either of these occur:

  • At least one day must have lapsed from the need-by date on the order line.

  • An invoice is matched to the purchase order line in payables, and the invoice itself is on quantity or amount receiving hold.

More specifically, the Confirm Receipts workflow sends notifications when the purchase order fulfills the following criteria:

  • Purchase order has an expense destination

  • Match Approval Level is 3 Way

  • Receipt Routing is Direct delivery

  • Purchase order has a deliver-to person ID on the distributions

  • Purchase order past due date must be more than one day

  • If the profile value RCV_SSP_NOTIF_INCLUDE_PAST_DUE_ORDERS is set to Yes, then the workflow includes all POs which are past due

  • If the profile value RCV_SSP_NOTIF_INCLUDE_PAST_DUE_ORDERS is set to No, then the notification is raised only if:

    • There's an invoice corresponding to the PO schedule, and

    • The invoice is placed on hold and the hold code is QTY REC or AMT REC

Based on the need-by and run dates, here are examples of when workflow sends the notification for a purchase order:

  • If the need-by date on the PO schedule is 22 December and you run the Confirm Receipt process on 23 December, then workflow sends the notification.

  • If the need-by date on the PO schedule is 23 December and you run the Confirm Receipt process on 23 December, then workflow doesn't send the notification.

  • If the need-by date on the PO schedule is 15 December and you run the Confirm Receipt process on 23 December, then workflow sends the notification.

For transfer orders, notifications are only available for expense destination transfer orders sourced from a requisition line. The transfer order must also have direct receipt routing.

To use the Confirm Receipt notification workflow for transfer orders, enable the Transfer orders included for Confirm Receipt Process profile option.

In the Setup and Maintenance work area, use the following to set up your receiving profile options:

  • Offering: Manufacturing and Supply Chain Materials Management

  • Functional Area: Receiving

  • Task: Manage Receiving Profile Options

Self-Service Items Not Received

During self-service receipt, a requester can involve the buyer when unable to receive an order. The requester who receives the purchase order notification clicks the Not Received button as part of the Confirm Receipts workflow. Selecting Not Received triggers a notification to the buyer on the failure to receive items by the requester.

As a buyer, the workflow lets you receive the notification as part of your worklist. The notification provides details on the requester and the order against which the requester didn't receive items.

When the requested items become available in the future, the buyer can either receive the items or send a notification to the requester again to complete the receiving process at the requester's end.

Self-Service Transfer Order Receipt Confirmation

For expense destination transfer orders sourced from requisition lines, use the Transfer Order Receipt Confirmation page to confirm receipt of a transfer order shipment. When you open the workflow notification letting you know that an item is ready to be received, you are transferred to this page. Select the Receive in Full button to confirm the receipt of goods and automatically create a receipt. You can view your created receipt on the Self-Service Manage Receipts page. If you did not receive your shipment, select the Did Not Receive button.

Note: To use the Confirm Receipt notification feature for transfer orders, enable the Transfer orders included for Confirm Receipt process profile option. In the Setup and Maintenance work area, use the Define Receiving task to set up your receiving profile options.

The Transfer Order Receipt Confirmation page displays the lines to receive for a transfer order shipment. In the Lines to Receive section of the page, view your data from the transfer order shipment line. The following table shows the data you can view for your transfer order shipment line.

Attribute Description

Shipped quantity

Quantity available in the shipment to receive. If there are multiple transfer order distributions, you will see a separate line for each distribution.

Received quantity

Quantity already received against the shipment and distribution.

Requisitions

Requisition number tied to the transfer order.