- Create a receiving record for each invoice - do not combine the invoices into one receiving record. They must be created separately and require separate entries.
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- When creating a receiving record, remember that on a Blanket PO, you receive the dollar amount and for a Line Item PO you receive the quantity.
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- When you receive an item, the receiving date automatically defaults to the current date. You will need to manually change the date to when the items were physically received. This is especially important at the end/beginning of the fiscal year.
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- On a Line Item PO, when creating the receiving record make sure to receive on the quantities that you actually received. Packing slips are not always correct - please use the invoice as a guide.
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- Please add the invoice number in the comment section of the receiving record. This helps reconcile the invoices we have to pay with the receiving records you created.
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- Input the invoice # on the description field on the Tyler Forms receiving record when scanning in the receiving documents. This will label each receiving record and allow for easier research.
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- If a PO# is not listed on the original invoice or if you are using a different one, you must let AP know. Please send an email with the invoice attached and provide the PO number you would like to use. This helps AP locate the invoice for processing.
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- When scanning invoices into MUNIS after receiving, scan one invoice in at a time. Do not scan two or more invoices as one attachment.
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- Stamp the packing slip with your receiving stamp for the date the items were PHYSICALLY received at the campus. If no packing slip is received, write "No Packing Slip" on the invoice and stamp the date. Please use the stamp that was distributed to your campus. Everyone should be using the same receiving stamp.
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- Do not receive in Munis until items are PHYSICALLY received.
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- When you create the receiving record, make sure to receive on the quantities that you actually received. Packing slips are not always correct - please use the invoice as a guide.
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- You do not need to reply back to e-mails that you have received on a PO unless you need to provide a PO #. If a PO # is not listed on the original invoice or if you are using a different one, you must let AP know. AP checks the PO multiple times a day for receiving.
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