Creating and Editing Requisitions · 2020. 1. 7. · Sourcing is available once the requisition has...

Creating and Editing Requisitions

Procure to Pay

Agenda

Welcome to the Creating and Editing Requisitions course. Here is a list of topics that will be covered in this course:

• Course Introduction & Process Overview

• Lesson 1: Creating an On-Contract Purchase

• Lesson 2: Creating an Off-Contract Purchase

• Lesson 3: Creating an After the Fact Purchase

• Lesson 4: Modifications

• Process Flow & Course Summary

Course Introduction

This course provides you with an overview of the following highlighted process of the Procure to Pay module:

Item and Catalog Management

Purchase Requisitions

Sending Supplier Notifications

Invoicing and Payments Procure to Pay

Learning Objectives

During this course, we will:

Explain the Purchase Requisition process in the Arizona Procurement Portal (APP) and recognize the key changes associated with creating and editing requisitions due to APP.

Generate open order requisitions, subscriptions or milestone purchases, and requisitions with multiple suppliers.

Create on-contract, off-contract, and after-the-fact requisitions.

Modify budget information in APP.

Edit and duplicate requisitions.

Creating and Editing Requisitions: Process Changes

APP has created the following changes to the Creating and Editing Requisitions process. These changes will be discussed throughout this training:

There are three requisition types that can be selected for a purchase requisition: on-contract, off-contract, and after-the-fact. These types were previously known as document types. 1

When requisitions are submitted for approval, the system will automatically send the requisition through the necessary approval path. 4

Ability to modify and customize requisitions for certain scenarios and circumstances. 2

Requestors have visibility over their requisitions, and are able to easily submit requisitions for approval. 3

APP will automatically perform a budget check, if there is insufficient budget, a warning alert will be displayed. 5

PROCESS OVERVIEW

Creating and Editing Requisitions: Process Overview

The system will allow Requisitioners to easily create and submit requisitions for approval.

With a required approval process, requisitions will be monitored and managed efficiently.

Requisitioners are able to create on-contract and off-contract requisitions through one interface.

Technology

Transparency

Process Improvement

With the implementation of APP, all purchasing needs will now start with the creation of a purchase requisition. Requisitioners can create different types of requisitions based on various scenarios and types of goods and services they are trying to order. We will cover when and how to create different types of requisitions throughout this course. Requisitioners should submit as much information as they have in order to streamline the approval process.

Requisition Types

Requisitioners can create the following types of purchase requisitions:

Each requisition type and its corresponding process will be discussed in detail throughout this course.

On-Contract

Off-Contract

After the Fact

LESSON 1:

CREATING AN ON-CONTRACT PURCHASE

Creating a Requisition from a Hosted Catalog

On-contract purchases can be made from either a hosted catalog or a punch-out catalog.

A hosted catalog is an internal catalog maintained by the State and its agencies. Hosted catalog items are accessible through the APP home page.

Once a requisition is submitted, it will flow through the submitting user’s agency defined approval path. APP will automatically perform a budget check, if there is insufficient budget, a warning alert will be displayed.

Now that you have learned about creating a requisition from a hosted catalog, we will demonstrate this process.

Demo 1: Hosted Catalog Requisition

Exercise 1: Hosted Catalog Requisition

Now it is your turn to practice this task. Reference the steps below to create a requisition from a hosted catalog.

Navigation: Click on Catalogs Browse Items

From the Browse Items Page, search or filter for items or services you are looking for using the search bar. 1

Select the checkbox next to each desired item and adjust the quantity. 2

Once all items are selected, click Add Selected Items to Cart. Click Go to Requisition. 3

Fill in Header information including Site, Fiscal Year, Delivery Address and Invoicing Address. Click the Pencil Icon for each line item and complete the Tax and Budget Information. 4

Click Save & Close. Once the tax and budget information has been completed for each line item, select Submit for Approval. 5

Creating a Requisition from a Punch-Out Catalog

Now, we will cover how to create a requisition from a punch-out catalog.

A punch-out catalog is an external catalog that is maintained and controlled by the supplier.

When creating a requisition from a punch-out catalog, Requisitioners will undergo the following:

1. Requisitioners will punch out and be redirected to a supplier’s website

2. Requisitioners will choose which items are needed

3. Requisitioners will punch back into APP and complete the requisition process

Now that you have learned about creating a requisition from a punch-out catalog, we will demonstrate this process.

Demo 2: Punch-Out Catalog Requisition

Exercise 2: Punch-Out Catalog Requisition

Now it is your turn to practice this task. Reference the steps below to create a requisition from a punch-out catalog.

Navigation: Click on Catalogs Browse Items Note: Alternatively you can select Catalogs Catalogs and see a list of punch-out suppliers at the bottom of the page.

From the Browse Items Page, filter for punch-out suppliers by clicking Advanced Search and checking the Punch Out Only box. Click Search to find your desired supplier. 1

Select Submit Items for Approval. You will be redirected back to APP. 3

Fill in Header information including Site, Fiscal Year, Delivery Address and Invoicing Address. Click the Pencil Icon for each line complete the Tax and Budget Information. 4

Click Save & Close. Once the tax and budget information has been completed for each line item. Select Submit for Approval. 5

Click the icon to go to the supplier’s website. Add your desired items to the cart. 2

Knowledge Check: Multiple Choice

What types of catalogs can be used to create an on-contract purchase?

Punch-out and Hosted

Punch-out and Market

Hosted and Direct

Direct and Market

Yes, that is correct. On-contract purchases can be created from hosted and

punch-out catalogs.

What is a punch-out catalog?

A punch-out catalog is an internal catalog managed by the State and its agencies.

A punch-out catalog is an external catalog managed by the State and its agencies.

A punch-out catalog is an external catalog managed by the supplier.

A punch-out catalog is not connected to the APP system at all. Yes, that is correct. Punch-out

catalogs are externally managed by suppliers.

LESSON 2: CREATING AN OFF-CONTRACT PURCHASE

Creating an Off-Contract Purchase

When creating an Off-Contract Purchase, Requisitioners must understand:

• If a Requisitioner has sourcing rights and the requisition is within their delegated authority, the requisition will go directly to the Requisitioner for sourcing

• Otherwise, the requisition will go directly to a Procurement Officer for sourcing

• Once the requisition is ready for sourcing, a supplier and a supplier contact must be added before it becomes a PO

Please note that sourcing will be discussed in Lesson 4 of this course.

Demo 3: Create an Off-Contract Purchase

Now that you have learned about creating an off-contract purchase, we will demonstrate this process.

Exercise 3: Create an Off-Contract Purchase

Now it is your turn to practice this task. Reference the steps below to create an an off-contract purchase.

Navigation: Click on Procurement Create

From the Create Requisitions Page, under Requisition Type select “Off Contract”. 1

Fill in Header information including Site, Fiscal Year, Delivery Address and Invoicing Address. Click the Save button. 2

Select Add a Free-Text Line and complete information on the Item page. Click the Save button and then complete the Tax and Budget Information for the requisition. 3

Click Save & Close. Complete the tax and budget information for each additional line item(s) added. Select Submit for Approval. 4

When will an off-contract requisition go directly to the Requisitioner for sourcing?

When the requisition is not within the delegated authority.

When the requisition is within the delegated authority.

At all times.

Never.

Yes, that is correct.

LESSON 3:

CREATING AN AFTER-THE-FACT PURCHASE

Creating an After-the-Fact Requisition

An after-the-fact requisition refers to an instance where a purchase has already been completed. After-the-fact purchases are only for off-contract purchases.

When an after-the-fact requisition is converted into a purchase order, an approved receipt will automatically be created off the order.

Demo 4: Create an After-the-Fact Requisition

When is creating an after-the-fact requisition necessary?

When a requisition is created incorrectly.

When a purchase has already been completed, without a requisition, due to an emergency.

When the initial requisition is not approved.

When someone forgets to create a requisition.

That is correct. After-the-fact requisitions refer to emergency scenarios.

LESSON 4: MODIFICATIONS

Modifications

Requisitioners can create the following types of modifications or changes to requisitions. First, we will cover Sourcing.

Open Order

Subscription or Milestone Purchase

Multiple Supplier

Requisition

Duplicating a Requisition

Cancelling a Requisition

Modifying Budget

Information

Each modification type and its corresponding process will be discussed in detail in this lesson.

Sourcing

Requisitioners can perform sourcing (spot bid) for an off-contract requisition if they have sourcing rights and the requisition is within their delegated authority. Sourcing is available once the requisition has been approved.

Please note that a spot bid can only be created off of a requisition. Full solicitations must occur prior to the creation of a requisition. Please refer to the Creating and Awarding Spot Bids training course for additional details.

Sourcing

Creating an Open Order

Multiple Supplier Requisition

Entering Budget Information

Modifications

Now, we will cover Modification #2-#7

Open Order

Multiple Supplier

Requisition

Entering Budget

Information

Sourcing

Overview:

Creating an open order allows requisitioners to generate multiple order “releases”, without recreating a new purchase requisition each time.

The released amounts will create purchase orders that are sent to the supplier. Suppliers will only see information on the purchase order, not all approved quantities in the requisition. In addition, nothing is encumbered until the PO is sent to the supplier, meaning the full amount on the requisition is not encumbered.

Sourcing

Demo 5: Create an Open Order

Now that you have learned about creating an open order, we will demonstrate this process.

Creating a Subscription or Milestone Purchase

Overview:

Milestone and subscription purchases are used for recurring purchases. A subscription purchase should be used when the recurring time is according to a general calendar (i.e. weekly, monthly, etc.). A milestone purchase should be used when order dates need to be customized. Whenever a milestone or subscription purchase is created, the full order is encumbered at one time.

Upon submission, the supplier will receive information for the entire order as well as conditions associated with the order.

Sourcing

Demo 6: Subscription and Milestone Purchases

Now that you have learned about creating a subscription or milestone purchase, we will demonstrate this process.

Creating a Requisition with Multiple Suppliers

Overview:

If there is more than one supplier on a requisition, the system will automatically generate as many orders as needed for the number of distinct suppliers.

Sourcing

Overview:

When a requisition is being created, requisitioners must enter valid budget information for each requisition line. When entering budget information, requisitioners will typically enter the Account Template or Function. If these are left blank, then Budget Fiscal Year, Unit Fund, Appr Unit, Object, Task and Department must be entered. APP also allows users to split budget information across multiple allocations if desired. In addition, please note that are no longer pre-encumbrances for line items.

Once a requisition is submitted, an initial budget check is performed by APP and then the requisition is sent to the first approver in the approval workflow. Approvers will also be able to modify budget information during the approval process.

Sourcing

Demo 7: Entering Budget Information

Now that you have learned about entering budget information, we will demonstrate how you can split budget information across multiple budget cost allocation strings.

Overview:

Purchase requisitions (PR) can be duplicated, but there are important things to understand while doing so:

• If delivery date is after current date – PR will be copied as is

• If delivery date is before current date or there is no delivery date – automatically 30 days lead time

• Items or services that have been deleted or blocked will not be duplicated

• Modifications can be made to the duplicated PR

• Default name will be “Copy of “Initial Label”

Sourcing

Overview:

Purchase requisitions (PR) can be cancelled before or after submitting them for approval.

Process:

Open the requisition you would like to cancel. Navigate to Other Actions and select Cancel Requisition.

Sourcing

Complete the statement: Creating an open order…

Means that it is an incomplete requisition.

Allows multiple order releases without generating a new PR each time.

Gives suppliers the ability to modify the order.

Gives requisitioners the ability to modify the order.

Yes, that is correct.

Choose the most accurate statement regarding subscription and milestone purchases.

Subscription purchases do not reoccur.

There is no difference between subscription and milestone purchases.

Milestone purchases are set to weekly or monthly occurrences.

Milestone purchases allow requisitioners to customize reorder dates.

Yes, that is correct. milestone purchases allow requisitioners to

customize reorder dates while subscription purchases reoccur.

Which of the following is true when duplicating a requisition?

Delivery dates will never be copied over.

All items from the initial PR will be copied over.

Only valid items will be copied over.

Modifications cannot be made after duplicating a PR. Yes, correct! Blocked or deleted items will not be copied into the

new PR.

PROCESS FLOW AND COURSE SUMMARY

Purchase Requisition Process Flow

Now that you are familiar with the Creating and Editing a Requisition process, let’s review the process flow below:

54 Process step Decision step

Key Takeaways

Now that you are familiar with the Creating and Editing a Requisition process, take a moment to note the following key takeaways:

1 On-Contract Purchase

On-contract purchases can be made from either a hosted catalog or a punch-out catalog. A hosted catalog is an internal catalog. A punch-out catalog is an external catalog, managed by suppliers.

2 Other Purchase Types

There are 2 other purchase types: Off-Contract and After-the-Fact. Off-contract purchases go to the requisitioner or procurement officer based on delegated authority. After-the-fact purchases occur where a purchase has already been completed outside of APP.

3 Requisition Modifications

Modifications can be made to all types of requisitions including: open orders, subscription or milestone purchases, multiple supplier requisitions, cancellation and duplication.

4 Process Efficiency

With a required approval process, requisitions will be monitored and managed efficiently. All requisitions will be managed in a central and cohesive system.

Course Summary

You have reached the end of this course. You should now be able to:

Explain the Purchase Requisition process in APP and recognize the key changes associated with creating and editing requisitions due to APP.

Generate open order requisitions, subscriptions or milestone purchases, and requisitions with multiple suppliers.

Create on-contract, off-contract, and after-the-fact requisitions.

Modify budget information in APP.

Edit and duplicate requisitions.

What questions do you have?

Reviewing and Approving Purchase Requisitions

Procure to Pay

Agenda

Welcome to the Reviewing and Approving Purchase Requisitions course. Here is a list of topics that will be covered in this course:

• Course Introduction

• Process Overview

• Lesson 1: Reviewing and Approving a Purchase Requisition

• Process Flow and Course Summary

Course Introduction

Learning Objectives

Explain the purchase requisition approval workflow in APP.

Review and approve a purchase requisition.

Recognize the key changes associated with purchase requisition review and approval process due to APP.

Process Changes

APP has created the following changes to the Reviewing and Approving Purchase Requisitions process. These changes will be discussed throughout this training:

Budget checks will be done in AFIS prior to an approver receiving a requisition for approval. 1

APP will allow users to know if there is a problem before the requisition reaches the last approver

due to integration with AFIS. 2

When a requisition has received the necessary approvals, a purchase order will be automatically

created and sent to the associated supplier. 3

PROCESS OVERVIEW

Process Overview

Approvers are able to review and approve requisitions within the system.

APP will allow users to know if there is a problem before the requisition reaches the last approver due to integration with AFIS.

Approvers are notified via email when their approval is needed.

Technology

Transparency

Process Improvement

There is a single workflow for reviewing and approving a purchase requisition. This workflow includes budget validation checks and a defined approval path, that is defined by the Agency Administrator. Once a requisition is approved, the purchase order is automatically created.

LESSON 1: REVIEWING AND APPROVING A PURCHASE REQUISITION

Reviewing and Approving a Purchase Requisition

The system uses one work flow that allows agency administrators to develop customized approval pathways based off the agency’s needs. The approval workflow will account for all necessary approvers.

Approvers will review information and validate the budget allocation string. The budget information will be validated through AFIS. Approvers have the ability to modify budget information. If there is an integration error, it will be routed to a designated Finance approver to assist.

Once a requisition is approved, the associated purchase order is automatically created, unless the it is an open order. In this case, it will remain as a purchase requisition until the order is released.

Demo 1: Reviewing and Approving a Purchase Requisition

Now that you have learned about the reviewing and approving a purchase requisition, we will show you this process.

Exercise 1: Reviewing and Approving a Purchase Requisition

Now it is your turn to practice this task. Reference the steps below to review and approve a purchase requisition.

Navigation: From email notification Hyperlink to Requisition OR from APP click on Pending Approval

Navigate to the order that is to be reviewed and approved. 1

Review the information in the Header, along with Delivery and Invoicing information. Note that this is read-only. 2

If budget information is to be modified, select each line item to view and modify the Budget Information. Once complete, select Save & Close. 3

If needed, add Comments to explain what may need to be changed to the requisitioner. 4

Once reviewed, select either Approve or Reject. 5

Approvers can modify which of the following information when reviewing a purchase requisition?

Header, Delivery and Invoicing

Budget Allocation String

Both A and B

Neither A or B

Yes, that is correct. Approvers can only modify information in the budget allocation string.

PROCESS FLOW & COURSE SUMMARY

Key Takeaways

Now that you are familiar with Reviewing and Approving Purchase Requisitions process, take a moment to note the following key takeaways:

1 Approval Workflow

There is one approval workflow that will be customized per agency for all purchase requisitions. Once the requisition is approved, the order is automatically created.

2 Budget Checks

Budget will be confirmed with AFIS through system integration. Approvers will review and approve the budget before the requisition moves to becoming a purchase order.

2 Budget Allocation String

3 Approving a Requisition

When reviewing and approving a purchase requisition, approvers will only be able to read header information. They can modify the budget information, then decide to Approve or Reject the purchase requisition.

Purchase Requisition Process Flow

Now that you are familiar with the reviewing and approving requisitions process, let’s review the process flow below:

Course Summary

Explain the purchase requisition approval workflow in APP

Review and approve a purchase requisition

Recognize the key changes associated with purchase requisition review and approval process due to APP

Questions?

Procure to Pay

Agenda

Welcome to the Sending Supplier Notifications course. Here is a list of topics that will be covered in this course:

• Course Introduction

• Process Overview

• Lesson 1: Send a Purchase Order to a Supplier

• Lesson 2: Create a Price/Quantity Change Order

• Process Flow, Interactive Simulations, and Course Summary

Course Introduction

Learning Objectives

Explain the purchase order and change order processes in APP

Send purchase orders to suppliers

Recognize the key changes associated with purchase orders and change orders due to APP

Create price/quantity change orders

Sending Supplier Notifications Process Changes

APP has created the following changes to the Sending Supplier Notifications process. These changes will be discussed throughout this training:

When a requisition has been approved and the necessary budget checks have been passed, a purchase order will be automatically created and sent to the associated supplier. 1

Requisitioners have the ability to manually email the supplier, even if a notification has been sent. 2

Both Requisitioners and Suppliers are able to manage and see the orders through the APP system. 3

Off-contract purchase orders will require acknowledgement from a supplier, while on-contract orders will directly go to a status of Ordered. 4

PROCESS OVERVIEW

Sending Supplier Notifications Process Overview

The system will allow Requisitioners to submit purchase orders and change orders for acknowledgement to supplier contacts.

Requisitioners can email and attach purchase orders to send to the supplier, directly from the system.

Requisitioners and Suppliers are able to work through orders on a central system.

Technology

Transparency

Process Improvement

When a requisition has been approved and the necessary budget checks have been passed, a purchase order will be automatically created and sent to the associated supplier. Requisitioners also have the ability to send change orders to supplier contacts for acknowledgement through the system. Suppliers have access to a Supplier Portal, where they will be notified via email if they need to acknowledge a purchase order.

LESSON 1:

SENDING A PURCHASE ORDER TO A SUPPLIER

Sending a Purchase Order to a Supplier

Suppliers are automatically notified in the system and via email when a purchase order is sent. When an admin change order is created, suppliers are not notified.

Requisitioners have the ability to send reminder emails of purchase orders and change orders to suppliers within the system. This process must be done manually.

Suppliers receive an email with a PDF of the document. Please note that only one supplier contact can be attached to each purchase order.

In order to do so, the requisitioner will need to provide the following information:

• Requestor

• Attachment (PDF of the PO)

• Supplier Contact

• Message for the Supplier Contact

Demo 1: Sending a Purchase Order to a Supplier

Now that you have learned about sending a purchase order to a supplier, we will demonstrate this process.

Exercise 1: Sending a Purchase Order to a Supplier

Now it is your turn to practice this task. Reference the steps below to send a purchase order to a supplier.

Navigation: Click on Procurement Browse Orders

From the Browse Orders Page, open the Purchase Order you would like to send to the Supplier. 1

Select the Other Actions dropdown, and select Send PO. 2

Fill in and populate the following fields: Requestor, Attachment, Vendor Contact and Message. 3

Select Submit. Please note, notifications will be automatically sent to the supplier. 4

Which of the following statements is true about sending a purchase order (PO) to a supplier?

Requisitioners are only able to send one PO a week for acknowledgement

There can only be one supplier contact attached to a PO

There can be multiple supplier contacts attached to a PO

All supplier contacts will be able to edit and acknowledge the PO

Yes, that is correct. Only one supplier contact can be

attached to a PO.

LESSON 2:

CREATING A PRICE/QUANTITY CHANGE ORDER

Creating a Price/Quantity Change Order

Requisitioners are able to create a price/quantity change order, which will trigger the creation of a new purchase requisition.

Requisitioners are able to edit data except for the requisition type and supplier. The requisition will go through the standard approval workflow and automatically be sent to the supplier.

The following modifications will be triggered:

• An automatic unique number will be assigned

• A status of previous order will change to “Canceled by a Change”

• Receipts and invoices of previous order will be transferred

• A PDF of the purchase order will record the changes and amendment number

Please note that old versions of the requisition will be retained so that the change history is available.

Demo 2: Creating a Price/Quantity Change Order

Now that you have learned about creating a price/quantity change order, we will demonstrate this process.

Exercise 2: Creating a Price/Quantity Change Order

Now it is your turn to practice this task. Reference the steps below to create a price/quantity change order.

From the Browse Orders Page, find the PO you are looking for. 1

Select the button. Select Change Order at the top of the screen. 2

A new purchase requisition will pop up. Information from the original purchase order will carry over. Change the information as needed to accurately reflect the change order. 3

Select Submit for Approval. 4

Admin Change Orders

When a user creating a change order, they have the ability to submit an admin change order, which consists of only changing the budget and/or tax information on an order.

If the requisition did not have its total price and/or quantity modified as part of the change order, the change order is considered to be an admin change order and will only go through the Finance Approver to validate the proper use of budget information.

Choose the most accurate statement in relation to creating a price/quantity change order.

Creating a price/quantity change order will trigger the creation of a new purchase requisition.

There will be no link or traceability to the old order.

Receipts and invoices will not be transferred.

The PDF of the purchase order will show no changes.

That’s correct. The old order will be linked to the new order.

PROCESS FLOW AND COURSE SUMMARY

Key Takeaways

Now that you are familiar with the Sending Supplier Notifications process, take a moment to note the following key takeaways:

Purchase Order

Requisitioners have the ability to send a purchase order to a supplier for acknowledgement. Only one supplier contact can be attached to the order in order to acknowledge the order.

Requisitioners are able to create a price/quantity change order, which will trigger the creation of a new purchase requisition. The requisition will go through the standard approval workflow and be sent to the supplier via email.

Off-Contract Purchase

Change Order

Purchase Order Process Flow

Now that you are familiar with sending supplier notifications for purchase orders, let’s review the process flow below:

3.1 Order is

created

3.5 Approve

Budget

Allocation

Change

3.2 Perform

Encumbrance

through AFIS

3.3 Budget

Allocation

issue?

3.4 Clear

Budget Issue

3.6 Budget

Validated in

3.7 Order is

sent to Supplier

3.8 Order is

Acknowledged

Change

Order?

3.10 Perform

Change Order

Change Order Process Flow

Now that you are familiar with sending supplier notifications for change orders, let’s review the process flow below:

3.11.1 Change

Order is

initiated

3.11.2 Type

of Change

Order?

3.11.6

Notification is

not sent to

Supplier

3.11.7

Quantity/Price

on PR are

modified

3.11.3

Allocation(s)

on PR are

modified

3.11.8 Requisition

goes through

complete PR

Approval Workflow

3.11.4 Requisition

does not go through

PR Approval

Workflow

3.11.10

Notification is

sent to

Supplier

3.11.5

Performs

Encumbrance

through AFIS

3.11.9

Performs

Encumbrance

through AFIS Change

Admin Change

Course Summary

Explain the purchase order and change order processes in APP

Send purchase orders to suppliers

Recognize the key changes associated with purchase orders and change orders due to APP

Create price/quantity change orders

What questions do you have?

Creating Receipts and Returns

Procure to Pay

Agenda

Welcome to the Creating Receipts and Returns course. Here is a list of topics that will be covered in this course:

• Course Introduction and Process Overview

• Lesson 1: Create and Validate a Receipt

• Lesson 2: Edit and Delete a Receipt

• Lesson 3: Create a Mass Receiving Receipt

• Lesson 4: Create a Return

• Process Flow and Course Summary

Learning Objectives

Explain receipt and return processes in Arizona Procurement Portal (APP)

Learn how to create and validate receipts

Recognize the key changes associated with the receipt and return processes due to APP

Edit or delete receipts

Create returns

Creating Receipts and Returns: Process Changes

APP has created the following changes to the Creating Receipts and Returns processes. These changes will be discussed throughout this training:

Receivers are able to create mass receiving receipts when creating receipts from multiple purchase orders 1

Receipts can be edited and deleted in the system. 2

Returns can be created directly from a receipt. 3

PROCESS OVERVIEW

Creating Receipts and Returns Process Overview

Management and creation of receipts and returns are integrated into the system.

Receivers are able to create mass receiving receipts and work with suppliers for advanced ship notices.

Integrated and linked from the start of an order, allowing for full visibility.

Technology

Transparency

Process Improvement With the APP system, Receivers are able to create receipts and returns within the system. These will be linked to the orders, allowing for tracking and integration throughout the entire system.

LESSON 1: CREATING AND VALIDATING A RECEIPT

Creating and Validating a Receipt

Receivers have the ability to create a receipt from a purchase order. Once a receipt is submitted, it is automatically approved.

In order to create a receipt, the Receiver must identify the following information:

• Delivery Date

• Delivery Location

• Supplier

• Order

Demo 1: Creating and Validating a Receipt

Now that you have learned about creating and validating a receipt, we will demonstrate this process.

Exercise 1: Creating and Validating a Receipt

Now it is your turn to practice this task. Reference the steps below to create and validate a receipt.

From the Browse Orders Page, open the PO you would like to create a receipt for. 1

Select the Create a Receipt button at the top of the page. 2

Validate the Supplier and Order. Select Save. 4

Add or edit lines from orders. Once complete, select Submit Receipt. 5

Fill in the Receipt Description, Delivery Date and Delivery Location. 3

Advanced Shipping Notices

Suppliers have the ability to create an advanced shipping notice. In this case, the supplier is informing you of what you will be receiving. An advanced shipping notice will act as a notification, and once it is submitted within the APP, the associated State contact will be able to review it and confirm the notice if desired.

Once an advanced shipping notice has been confirmed, a an approved receipt will be created in APP. Please refer to the associated quick-reference guide that details this process.

Where are receipts created from?

A purchase order.

A purchase requisition.

A return.

All of the above.

Yes, that is correct. Receipts are created from purchase

orders.

LESSON 2: EDITING AND DELETING A RECEIPT

Editing a Receipt

Receivers are able to edit information (header information and line items) in the receipt until the receipt is submitted. That means, the receipt must be a draft. Once the receipt is submitted, the receipt will become read-only.

Deleting a Receipt

Receivers can delete a receipt if was created incorrectly. Receivers can delete receipts as long as an invoice has not been created from that receipt.

Demo 2: Deleting a Receipt

Now that you have learned about deleting a receipt, we will demonstrate this process.

Exercise 2: Deleting a Receipt

Now it is your turn to practice this task. Reference the steps below to delete a receipt.

Navigation: Procurement Browse Receipts

From the Browse Receipts Page, click the X icon 1

Confirm that you would like to delete this receipt. 2

When can information in the receipt be edited?

At all times.

Never.

After submitting.

While in draft status.

Yes, that is correct. Receipts can be edited while they are in

draft status.

LESSON 3: CREATING A MASS RECEIVING RECEIPT

Creating a Mass Receiving Receipt

Requisitioners and Receivers are able to create a receipt for multiple POs. For each line item, the user must specify the number of received goods compared to the number of expected goods. Mass receiving receipts will be split by supplier.

Demo 3: Creating a Mass Receiving Receipt

Now that you have learned about creating a mass receiving receipt, we will demonstrate this process.

Exercise 3: Creating a Mass Receiving Receipt

Now it is your turn to practice this task. Reference the steps below to create a mass receiving receipt.

Navigation: Click on Receipts Pending Receipts

From the Pending Receipts Page, select the open purchase orders you would like to use. 1

Select Create Deliveries. 2

Fill in information including Delivery Location. 3

Select Register Receipt. 4

Which of the following is true?

Not all requisitioners are able to create mass delivery receipts.

Mass delivery receipts require special attention.

Mass delivery receipts are created from multiple purchase orders.

Mass delivery receipts can only be created after special approval. Yes, that is correct. A mass delivery receipt is created

from multiple purchase orders.

LESSON 4: CREATING A RETURN

Creating a Return

After an order is received, a user might have to return goods to a supplier if they are defective or damaged. Returns will be created from the associated receipt.

In order to file a return, users must have the following information:

• Return Header

• Linked Order

• Return Line Item

• Return Line Item Detail

Demo 4: Creating a Return

Now that you have learned about creating a return, we will demonstrate this process.

Exercise 4: Creating a Return

Now it is your turn to execute this process in the training environment. Reference the steps below to create a return.

Navigation: Click on Procurement Browse Receipts

From the Browse Receipts Page, search for and then select the receipt you would like to create a return for. Make sure the receipt is in “Accepted” status. 1

Fill in the Return Description and Shipping Place. Click Save. 3

Navigate to the Line Item section, and select the Pencil icon next to the item you are returning. 4

Edit the quantity you are returning in the To be returned field. Click Save and Close. Select Schedule Return. 5

Open the receipt by selecting the Pencil icon. Select Create Return at the top of the page. 2

How do you create a return?

After getting approval to create a return.

Email the supplier.

From the original purchase requisition.

From the receipt.

Yes, that is correct. Returns are created from the associated

receipt.

PROCESS FLOWS & COURSE SUMMARY

Key Takeaways

Now that you are familiar with the Creating Receipt and Returns process, take a moment to note the following key takeaways:

1 Creating a Receipt

Receivers have the ability to create a receipt from a purchase order. Receipts must be created from purchase orders in order to maintain visibility.

2 Edit or Delete a Receipt

Receipts can be edited while in draft status, before they are submitted. Receivers can delete receipts as long as an invoice has not been created from that receipt.

3 Creating a Return

After an order is received, a user might have to return goods to a supplier if they are defective or damaged. Returns will be created from the associated receipt.

Receipts Process Flow

Now that you are familiar with creating receipts, let’s review the process flow below:

4.1.1 Create

Advance

Shipping

Notice

4.1.4 Receipt

Approved

4.1.3 Validate

Receipt

4.1.2 Create

Receipt

Returns Process Flow

Now that you are familiar with returns, let’s review the process flow below:

4.2.3 Supplier

acknowledges

return

4.2.2 Send

shipping

notice to

Supplier

4.2.1 Create

Return

Course Summary

Explain receipt and return processes in APP

Learn how to create and validate receipts

Recognize the key changes associated with the receipt and return processes due to APP

Edit or delete receipts

Create returns

If you have any questions or need assistance, please reach out to the Procurement Resource Center by email at PRC@azdot.gov or call 602-712-5943 .

THANK YOU

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