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SUI Quarterly

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June 2016 – Volume 20 Issue 2

June 2016 – Volume 20 Issue 2

The Receiving option in the Accounts Payable module allows for a seamless and efficient workflow for the processes of entering requisitions, creating purchase orders, and recording invoices. Each of those forms easily converts into the next, minimizing the amount of extra data entry required as each phase is completed. However, the time between the point when merchandise comes in and the invoice is delivered to the business office is typically the most delaying part of the whole process. Imagine if you didn’t have to wait… If you take advantage of the Receiving option, you won’t!

The Receiving option is available in both Accounts Payable and in Web Link (for those districts who have licensed that add-on module), and it allows users to input the exact counts of merchandise received for each purchase order, plus additional comments, directly into the software database. The Receiving option also allows for items to be flagged for tracking later in the Fixed Asset Inventory module, if applicable, or even mark a line item of the purchase order as cancelled.

Then, when a purchase order is invoiced, the receiving information will populate into the detail section of the invoice for each line item. This allows the person entering the invoice to quickly and easily see what quantities were actually received, to invoice the proper amount for payment, and review any comments made about the order.

While it should be noted that this is an optional function and is not required to enter an invoice from a purchase order, it can be a massive time saver, especially for districts that have orders shipped directly to multiple locations within the district. It means less time waiting on paper invoices or packing slips to be dropped off, faxed, or resent if they were to get misplaced, and allows invoices to be entered and paid in a timely fashion.

For more information about the Receiving option, refer to the Receiving topic in the Help File or watch the Receiving Tutorial.