receiving in arc - columbia university

Receiving in ARC

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Training Guide Receiving in ARC

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Table of Contents Receiving in ARC .............................................................................................................. 2

Receiving in ARC ....................................................................................................................... 3 Receiving Overview ............................................................................................................................... 4

Receiving Roles and Responsibilities ................................................................................................................. 5 Receiving in ARC Process .................................................................................................................................. 6 What's Changing? ............................................................................................................................................... 7

Performing Receiving in ARC ................................................................................................................ 8 Receipt Types and Statuses ................................................................................................................................. 9 Create New Receipt .......................................................................................................................................... 10 Create Open (Partial) Receipt ........................................................................................................................... 20 Modify Receipt ................................................................................................................................................. 33

Matching Overview .............................................................................................................................. 43 Matching Processes .......................................................................................................................................... 44

Receiving Reports in ARC ................................................................................................................... 45 Run Receiver Ship To Detail Report ................................................................................................................ 46

Key Terms ............................................................................................................................................ 57 Course References ................................................................................................................................ 58 Knowledge Assessment ........................................................................................................................ 59

Glossary ........................................................................................................................... 60


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Training Guide

Receiving in ARC

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Receiving in ARC


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Receiving in ARC This is the Receiving in ARC course within the Purchasing curriculum. If you need a reminder on

how to navigate through this course using ARC's Web Based System Training Tool, click here

for a quick reference guide.

Training Guide

Receiving in ARC

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Receiving Overview This is the Receiving Overview lesson of the Receiving in ARC course. Upon completion of this

lesson, you will be able to:

Describe the receiving process in ARC, including the benefits

Estimated time to complete lesson: 10 minutes


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Receiving Roles and Responsibilities

Throughout the following course, we will use the following characters to help inform you on how

responsibilities align to roles throughout the Receiving in ARC course.

Training Guide

Receiving in ARC

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Receiving in ARC Process

The Receiving in ARC course provides an overview of the receiving process in ARC.

Columbia University will use ARC's receiving functionality, to support the University's

Receiving Policy (click here

(http://policylibrary.columbia.edu/node_browser/nodes_by_category/term/25) to review the

policy), to record receipts for equipment, hazardous material, and restricted commodities, i.e.,

radioactive materials. The correct accounting of these goods, along with the date the good was

received, is needed to confirm that what was ordered was received. The payment will be made to

the vendor when the goods, purchase order, and invoice(s) are received and are matched

successfully. Click here


Receiving policy.

Note: Invoices for categories where receiving is required such as hazardous materials,

equipment, and controlled substances, will not be paid until these applicable goods are

received. (Click here to review a specific list of categories that require receiving.) The "Requisition to Check" process is the end-to-end process that describes the request life span

of a Requisition from when the Requisition is created to when the vendor is paid. Click here


Receiving policy. The following diagram illustrates the Requisition to Check process:

* VM = Vendor Management

** Budget Checking is also Commitment Control. A Requisition creates a pre-encumbrance.

Sourcing to a Purchase Order creates an encumbrance. This is in addition to checking a budget

line.

*** Goods information is imported from the Purchase Order onto the Receipt

****Capital equipment purchases greater than $5,000 require the customer to complete the

Capital Equipment Asset web form.

Benefits of the new ARC receiving process are:

Capture and validate data once at the source to eliminate unnecessary follow up and

approvals, i.e., electronically record receipt of goods

Flow information through the system for reporting needs

3-way matching (Purchase Order to Receipt to Invoice) prior to making a payment for

goods such as equipment, hazardous material, and restricted commodity purchases

http://policylibrary.columbia.edu/node_browser/nodes_by_category/term/25




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What's Changing?

A summary of the system-based changes for receiving can be seen below:

Training Guide

Receiving in ARC

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Performing Receiving in ARC This is the Performing Receiving in ARC lesson of the Receiving in ARC course. Upon

completion of this lesson, you will be able to:

Creating receipts in ARC

Enter receipt comments and activities

Update receipt transactions



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Receipt Types and Statuses

There are two ways to receive goods:

1. Quantity

2. Dollar Amount

The following table provides a list of Receipt Types and their definitions:

The following table provides a list of Receipt Statuses and their definitions:

Training Guide

Receiving in ARC

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Create New Receipt

In this scenario, a supplier ships 5 laptops ordered by the Arts & Sciences Department. John, the

receiver, will enter a receipt in ARC for all laptops.

To see this transaction in ARC, please click the "See It!" button on the top of your screen. To

practice this transaction, click the "Try It!" button.

Estimated time to complete the topic: 10 minutes

Procedure

Welcome to the Create New Receipt topic where you learn how to create a new receipt.

Step Action

1. Click the Purchasing link.


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Step Action

2. Click the Add/Update Receipts link.

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Step Action

3. Click the Add button.

Step Action

4. The Select Purchase Order page displays which allows John to search for a

specific Purchase Order.


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Step Action

5. Click the ID button.

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Step Action

6. Click and drag the scroll bar down to select a Purchase Order.

Step Action

7. Click the 0000000100 link.


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Step Action

8. Click the Search button.

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Step Action

9. Click the Sel checkbox to select the appropriate line.

Step Action

10. Click the OK button.


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Step Action

11. The Maintain Receipts page displays the Receipt Status of 'Open' and all receipts

lines.

Receipts can be created against a quantity or dollar amount. In this scenario, John

received all 5 laptops and will receive against a quantity.

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Step Action

12. To fully receive all laptops, John will click the Save button.


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Step Action

13. The Receipt Status displays 'Fully Received.'

Step Action

14. You have successfully created a new receipt.

You can now move onto the Create Open (Partial) Receipt topic where you will

create a partial receipt.

End of Procedure.

Training Guide

Receiving in ARC

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Create Open (Partial) Receipt

In this scenario, the Arts & Sciences Department ordered 10 desktop computers and only 5 were

delivered. John, the receiver, will partially receive the 5 desktop computers. John is going to enter

an open (partial) receipt to receive a partial quantity.




Procedure

Welcome to the Create Open (Partial) Receipt topic where you learn how to create an open

(partial) receipt.

Step Action



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Step Action


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Step Action


Step Action




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Step Action


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Step Action

6. Click and drag the scroll bar down to select a Purchase Order.

Step Action



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Step Action


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Step Action

9. Click the Sel option checkbox to select the appropriate line.

Step Action



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Step Action


lines.


received 2 laptops out of 3 and will create a partial (open) receipt.

He will receive against a quantity.

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Step Action

12. Click in the Receipt Qty field.


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Step Action

13. Enter the desired information into the Receipt Qty field. Enter "2".

Step Action

14. Click the Save button.

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Step Action

15. Receipt remains in an Open status.


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Step Action

16. Click the Select Purchase Order link to review the quantity left to be received.

Step Action

17. John is returned to the Select Purchase Order page where he can initiate another

search.

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Step Action

18. You have successfully created an open (partial) receipt.

You can now move onto the Modify a Receipt topic where you will learn how to

modify a receipt.

End of Procedure.


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Modify Receipt

Receivers can update or adjust ARC receipts to correct errors, add to a partial receipt, or resolve

ARC match exceptions.

Before a payment can be issued, a voucher that is entered into ARC must be 3-way

matched, i.e., purchase order to receipt to invoice. A match exception indicates that there

is a conflict between a Purchase Order or Invoice and the Receipt.

If this conflict can be resolved with a modification to the receipt, the receiver can modify

the receipt

A receipt can only be modified if it has not been matched. If it has been matched, the

receiver must follow a different resolution process, usually by working with the Accounts

Payable clerk and Buyer

In this scenario, the Arts & Sciences Department entered a receipt for 2 microscopes when 3 were

actually ordered and invoiced. John, the receiver, will investigate whether the wrong quantity has

been entered on the receipt or the University has been over billed. John will need to increase the

quantity on the receipt once he finds out that the wrong quantity has been entered on the receipt.




Procedure

Welcome to the Modify Receipt topic where you learn how to modify a receipt.

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Step Action


Step Action



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Step Action


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Step Action



Step Action



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Step Action

6. Click and drag the scroll bar down to search for a specific purchase order.

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Step Action


Step Action



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Step Action

9. Click the Sel checkbox to select the appropriate line.

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Step Action


Step Action


lines.


will investigate that the wrong quantity was entered on the receipt.

John will modify the receipt by receiving the remaining quantity.


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Step Action

12. Click the Save button.

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Step Action

13. Receipt status is Fully Received.

Step Action

14. You have successfully modified a receipt.

You can now move onto the Matching Overview lesson where you learn about the

matching process.

End of Procedure.


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Matching Overview This is the Matching Overview lesson of the Receiving in ARC course. Upon completion of this

lesson, you will be able to:

Define 2 and 3-way matching

Know that 3-way matching will be performed when a receipt is tied to a voucher


Training Guide

Receiving in ARC

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Matching Processes

Matching is the process by which purchase order information is copied to an invoice. The

payment will be made to the vendor when both goods and invoice(s) are received and matched

successfully using 2 or 3-way matching in ARC:

The following diagrams illustrate the system-automated invoice matching process in ARC.

2-way matching

Examples: Services or subscriptions

3-way matching

Examples: Any goods such as computers, furniture, or hazardous materials

Benefits of the Matching process include:

Better reconciliation with what is ordered, received, and paid

Better control over ensuring that goods are ordered and delivered

Less data entry, i.e., copying the purchase order to an invoice

More efficient using 2 and 3-way matching

Better reporting on encumbrances and actuals


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Receiving Reports in ARC This is the Receiving Reports in ARC lesson of the Receiving in ARC course. Upon completion of

this lesson, you will be able to:

Review and understand the ARC Receiving Report inventory


Training Guide

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Run Receiver Ship To Detail Report

The Receiver Ship To Detail report provides a summary listing of receipt shipments within a

specified date range. In this scenario, John will run the Receiver Ship To Detail report.




Procedure

Welcome to the Receiver Ship To Detail Report topic where you learn how to run the receiving

report.

Step Action

1. Click the Columbia Specific link.


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Step Action

2. Click the Reports link.

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Step Action

3. Click the Receiver ShipTo Detail link.

Step Action

4. Click the Add a New Value tab.


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Step Action

5. Enter the desired information into the Run Control ID field. Enter

"REC_TO_SHIP2".

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Step Action


Step Action

7. Click the Run button.


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Step Action


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Step Action

9. Click the Process Monitor link.

Step Action

10. Click the Go back to Receiver Ship to Detail link.


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Step Action

11. Click the Report Manager link.

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Step Action

12. Click the Administration tab.

Step Action

13. Click the Receiver ShipTo Detail link.


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Step Action

14. Click the Maximize/Restore button.

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Step Action

15. The Receiver Ship To Detail report displays a summary listing of receipt shipments

within a specified date range.

Step Action

16. You have successfully run the "Receiver Ship To Detail" report.

You can now move onto the Course References lesson where you can review the job

aids.

End of Procedure.


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Key Terms The following terms will be helpful throughout the course:

Training Guide

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Course References Please find links to all of the Job Aids, Policies, and Procedures that were referenced throughout

this course:

1. Getting Started with the New Web-Based Training Tool

2. Categories Requiring Receiving Job Aid

3. Receiving in ARC Training Guide


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Knowledge Assessment If you are taking this course to obtain security access to one of Columbia University’s Financial

Systems, please ensure you have completed the following:

1. Security Application Request: All security roles must be requested by the user through

the Columbia University Financial Systems Security Application which can be found in the

Service Catalog of ServiceNow (https://columbia.service-now.com/). Note: All security roles

must be approved by both the user’s manager and Department Security Administrator (DSA) for

the School/Admin Unit to which access is being requested.

2. Training Requirements: Security access will only be granted once all training

requirements have been fulfilled. After a user has reviewed all of the applicable training material

for a particular role, users must complete the Knowledge Assessment associated with that training

course with a score of 90% or higher. The Knowledge Assessments can be found in New

CourseWorks. If you have any questions about the training required for any security role, click

here for the Course to Role job aid.

If you are taking this course for information purposes only, i.e., you are not requesting a security

role, no Knowledge Assessment is required.

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Receiving in ARC

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Glossary 2-Way

Matching A process that compares vouchers with purchase orders. This ensures that

you pay for only the goods and services that you order and receive.

3-Way

Matching A process that compares vouchers, purchase orders, and receiving documents

for a specific purchase order. This ensures that you pay for only the goods

and services that you order and receive.

ARC Accounting and Reporting at Columbia. Columbia University's new financial

system.

Budget

Checking Enables users to control commitments and expenditures automatically by

checking them against predefined, authorized budgets.

Commitment

Control Functionality in ARC that enables users to manage expenditures actively

against predefined, authorized budgets. An example is budget checking.

Field An area on a page that displays or requires data.

Matching A system-performed process that is used to compare details between

vouchers, purchase orders and receiving documents. The system will

automatically perform the appropriate document comparisons when a

purchase order is associated to a voucher (PO Voucher) and indicate whether

the documents do or do not match.

Open (Partial)

Receipt Receiving for goods/services in partial quantities or amounts.

Pre-

encumbrance An amount expected to spend, but funds have not yet been obligated. An

example of a pre-encumbrance is a requisition.

Purchase Order Based on a request by a Department indicating good/service, catalog number,

price and quantity. When accepted by a supplier, a purchase order forms a

binding contract.

Receiver Creates/updates receipts for goods and services.

Receiving A system record of goods received from purchase orders.

Receiving

Process The process of inspecting, testing, acceptance, and/or rejection of requested

good/service. (See University policy on receiving.)

receiving in arc - columbia university

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