TABLE OF CONTENTS
1. GLOSSARY TERMS (SLIDE 3)
2. FLOW OF R
ECEIPTS PROCESS (SLIDE 4)
3. CREATING RECEIPTS (
SLIDES 6-11)
4. CHECKING FOR AVAILABLE RECEIPT BA
LANCE (SLIDES 12)
5. CHECKING FOR MATCHED R
ECEIPTS (SLIDES 13-16)
6. CANCELLING R
ECIEPTS (SLIDES 17-18)
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GLOSSARY
TERMS
• REQUISTION : ONLINE FORM OF REQUESTING ITEMS/SERVICES. AFTER YOU
ENTER & SUBMIT A REQUISITION, YOU CAN ROUTE IT FOR APPROVAL. FOR
ALL INTENTS AND PURPOSES, A REQUISITION IS WHAT WE WILL NOW CALL
PURCHASE REQUEST.
• INSPECTION : EXAMINATION OF CERTAIN PURCHASES SUCH AS; EQUIPMENT,
FURNITURE AND HAZARDOUS WASTE
• PURCHASE ORDER : USED BY A BUYER TO PLACE AN ORDER AND IS ISSUED
BEFORE DELIVERY.
• RECEIPT: PROOF THAT GOODS/SERVICES WERE RECEIVED
• VOUCHER: A DOCUMENT USED TO GATHER AND FILE ALL OF THE
SUPPORTING DOCUMENTS NEEDED TO APPROVE THE PAYMENT OF A
LIABILITY.
• QUERY: A REQUEST FOR DATA OR INFO.
• CHARTFIELD: THE CHART OF ACCOUNTS IS COMPROMISED OF INFO FIELDS
THAT PROVIDE BASIC STRUCTURE TO SEGREGATE AND CATEGORIZE
TRANSACTIONAL AND BUDGET DATA. EACH INFORMATIONAL FIELD IS
CALLED A CHARTFIELD.
3
ONCE A/P RECEIVES AN INVOICE, YOU WILL RECEIVE AN EMAIL WITH A
COPY OF THE INVOICE ALONG WITH THE VOUCHER # SUBJECT LINE.
IF ALL ITEMS HAVE BEEN RECEIVED, CREATE A RECEIPT IN CUNYFIRST
AGAINST THE PO, NOT
REQUISITION.
PLEASE RESPOND TO THE EMAIL WITH THE RECEIPT NUMBER, ON THE
INVOICE INDICATE “Ok
to Pay” AND IF THIS IS FINAL PAYMENT.
\ANY INVOICES DEPARTMENT RECEIVES FROM VENDOR WITH A PO, SCAN
IT APPROVED WITH RECEIPT NUMBER TO
saabo@jjay.cuny.edu
DEPARTMENTS HAVE (5) FIVE DAYS TO SUBMIT RECEIPTS INTO
CUNYFIRST.
FLOW OF RECEIPTS PROCESS
4
ONCE YOU HAVE RECEIVED A COPY
OF THE DISPATCH PO AND ITEMS OR
SERVICES HAVE BEEN RECEIVED,
THEN YOU MUST SUBMIT A RECEIPT
IN CUNYFIRST.
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CREATING RECEIPTS
REQUESTORS MUST CREATE A RECEIPT IN CUNYFIRST FOR ALL GOODS AND SERVICES RECEIVED.
REQUESTORS ARE NOT TO CREATE RECEIPTS PRIOR TO SATISFACTORY VERIFICATION OF GOODS
AND/OR SERVICES RECEIVED.
PRIOR TO ENTERING A RECEIPT IN CUNYFIRST, REQUESTORS MUST REVIEW AND VERIFY THE
FOLLOWING:
1. A V
ALID PURCHASE ORDER NUMBER MUST BE PRINTED ON THE INVOICE BY THE VENDOR (OR
WRITTEN BY THE REQUESTOR).
2.
INVOICES SHOULD BE SENT TO SAABO@JJAY.CUNY.EDU IN THE EVENT INVOICES ARE SENT TO
THE REQUESTOR, THE INVOICE MUST BE SCANNED & ATTACHED TO THE RECEIPT IN
CUNYFIRST.
3.THE REQUESTOR SHOULD ALSO SCAN & ATTACH DOCUMENTS TO THE RECEIPT THAT
DEMONSTRATE THAT THE GOODS HAVE BEEN RECEIVED (EX: PACKAGING SLIPS) OR THAT THE
SERVICES HAVE BEEN PERFORMED (DETAILED DESCRIPTION OF SERVICES PROVIDED BY THE
VENDOR).
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NAVIGATE TO
Purchasing>Receipts>Add/Update
Receipts. SELECT YOUR Business Unit AND
CLICK ON Add.
ENTER AS MUCH INFORMATION TO SELECT
THE PURCHASE ORDER TO BE RECEIVED.
IF YOU DO NOT KNOW THE PO NUMBER,
YOU MAY SEARCH BY VENDOR NAME.
CLICK ON Search.
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PURCHASE ORDER DISPLAYS ALL APPLICABLE
LINES.
CHECK THE BOX TO THE LEFT OF PO Unit TO
SELECT THE LINE AND CLICK OK.
PURCHASE ORDER IS FOR A QUANTITY OF 2
COMPUTERS.
ENTER “2” IN THE Receipt Qty.
IF THE QUANITITY RECIECED IS LESS THAN THE
NUMBER ON THE PURCHASE ORDER, ENTER THE
CORRECT NUMBER RECEIVED IN THE Receipt Qty
BOX.
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Click on Optional Input tab.
Enter the Invoice Number as it appears
on the actual invoice if available.
Click on Add Comments link.
Add a comment, attach documents to the
receipt that demonstrate that the goods
have been received and click OK.
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CLICK ON Save.
IN THIS CASE AN INSPECTION IS ALSO REQUIRED BECAUSE COMPUTERS HAVE BEEN PURCHASED.
AN INSPECTION RECEIPT WILL ALSO BE REQUIRED BEFORE
THE VENDOR CAN BE PAID.
CLICK Ok.
THE RECEIPT WILL BE ASSIGNED A NUMBER AND THE STATUS WILL BE “Received”.
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PLEASE MAKE NOTE OF YOUR CUNYFIRST RECEIPT ID.
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CHECKING FOR AVAILABLE RECEIPT BALANCE
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The Amount Received is the total amount of the
receipts entered by the department.
Open Amount is the remaining receipted amount
against the purchase order
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Amount Invoiced is the amount vouchered and paid against the
P. O .
Un-invoiced Amount is the remaining balance to be paid against
the P.O.
CHECKING FOR MATCHED RECEIPTS
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Click here
1.Insert the
purchase order
number.
Note: To make
easier to find
purchase orders
change from
“begins with” to
“contains”
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CHECKING FOR MATCHED RECEIPTS
TOTAL AMOUNT DEPARTMENT
RECEIVED
TOTAL AMOUNT
REMAINING AGAINST
THE PO
VOUCHER AMOUNT
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OUTSTANDING RECEIPTS
NOTE: IF THE Match Status STATES
“To Match” NO INVOICE HAS BEEN
ENTERED AGAINST THE RECEIPT.
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CHECKING FOR MATCHED RECEIPTS
THIS WILL INFORM YOU WHICH RECEIPTS ARE MATCHED WITH VOUCHERS.
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CHECKING FOR MATCHED RECEIPTS
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CANCELING RECEIPTS
AT TIMES, RECEIPTS NEED TO BE CANCELED DUE TO ENTERING INCORRECT INFORMATION OR MAKING
A MISTAKE.
NAVIGATE TO Purchasing>Receipts>Add/Update Receipts> Find an Existing Value.
ENTER BUSINESS UNIT AND RECEIPT NUMBER OR PO NUMBER.
CLICK ON THE RED ‘X’ NEXT TO ‘Receipt Status’.
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A MESSAGE WILL POP UP TO CONFIRM THE CANCELATION.
CLICK ON
‘ Yes’ AND CLICK ON THE ( ) BUTTON TO SAVE THE RECEIPT.
PLEASE NOTE: A RECEIPT CAN NOT BE CANCELED IF A VOUCHER HAS BEEN ENTERED AGAINST THE RECEI PT.
IF THE VOUCHER HAS NOT BEEN PAID, THE VOUCHER WOULD NEED TO BE DELETED BEFORE CANCELING THE RECEIPT.
WORK WITH YOUR ACCOUNTS PAYABLE OFFICE.
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