Topics Map > Buying & Contracts > Receiving

Purchasing – Basic Receiving

This article provides step-by-step instructions about basic receiving.
  1. Enter FPARCVD in the Search field and select Go to open the Receiving Goods Form.
  2. Enter NEXT in the Receiver Document Code field or, if you have an “in process” receiving document number, enter the number in this field.
  3. Optional: To select receiving method, double-click in the Receiving Method field to open the Receiving Method List window and select a method.
    NOTE: To select an item from the Receiving Method List, double-click the item or select to highlight it, and then select the OK button.
  4. Optional: To select a carrier, enter the carrier’s number (e.g.,@00499294) in the Carrier field and press TAB or select the Search button and double-click the carrier from the list.
  5. Optional: To enter Receiving Text, select Related and select View Receiving Text (FOATEXT). Enter the text, then select the Save and Close buttons
  6. Today’s date defaults in the Date Received field. To select another date, select the Calendar button and select a date in the displayed calendar.
  7. Select the Next Section button to advance to the Packing Slip section.
  8. Enter a Packing Slip number (required) for the shipment received or select the Search button and double-click on a number from the list.
    NOTE: If you do not have an actual packing slip number, use an internal number (e.g., your initials and today’s date.)
  9. Optional: Enter a Bill of Lading (optional) number for the shipment received.
  10. Select the Next Section button to advance to the Purchase Order section.
  11. Enter the PO number in the Purchase Order field and press TAB to populate the Buyer and Vendor fields.
    NOTE: Make a note of the new number in the Receiver Document Code field at the top of the form (e.g., Y0015416).
  12. Select from the Tools menu: Select Purchase Order Items (FPCRCVP), if there is more than one item on the PO, or you only want to receive a partial shipment. The Receiving Goods PO Item Selection form will open.
  13. Select Add Item for each item you need to receive.
    1. Select the Save button.
    2. Select the Exit button.
    3. Select the Yes button to close the form or Receive All Purchase Order Items, if this will be the only receipt on the PO.
      NOTE: This selection will auto-populate the Final Received check box and the total quantity ordered for each commodity line.
  14. Select the Next Section button to advance to the Commodity section.
  15. Optional: Enter a FOB, and press F9 to open the FOB Code List, if needed.
    NOTE: To select an item from the FOB Code List, double-click the item or select to highlight it, and then select the OK button.
  16. Verify the Final Received box.
    NOTE: This field was auto-checked if you selected the Receive All Purchase Order Items option. Final Received is per commodity line item, not for the entire PO. The received item is marked with a Final Received indicator and carries over to the invoice process.
    NOTE: Check Final Received only if this is the last receipt for this commodity.
  17. Enter the quantity received in the Received: Current field and press TAB.
  18. Enter the unit of measure in the U/M field if it does not auto-populate.
  19. Select the Next Section button to advance to the Completion block.
  20. Select the Complete button to complete the receiving document.
    NOTE: Select the In-Process button only if you need to return to this receiving document at a later time to complete it.
  21. Select the Close button to return to the main menu.


Keywordsreceiving, purchasing, procurement   Doc ID120338
OwnerLearning Systems SupportGroupUI Training and Development Resources
Created2022-08-08 11:12:00Updated2024-01-25 14:51:48
SitesUniversity of Illinois Training and Development Resources
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