Creating Receipts

Objective

After completing this lesson, you will be able to create a receipt in guided buying for items you have ordered.

Procure-to-Pay with Guided Buying Process Flow

Workflow displays Sandy initiating a requisition, Mary approving it, Ariba generating a purchase order, vendor fulfilling, and invoicing.

What is Receiving?

  • Acknowledgement that goods have arrived
  • Starts when supplier ships goods and shipment arrives at destination
  • Performed manually or automatically or a combination of both
    • Configurable to support business rules
    • Receipts can be routed for approval
  • Supports partial receiving
  • Receipts are entered as items arrive, so a given order can have multiple receipts

Receiving is Performed Differently Based on Receiving Type Configuration

Manual Receiving
  • Receipts are entered manually by users, typically the Requester or a Central Receiving group.
  • A draft receipt can be created by the system and forwarded to the receiver at a specific date: Order Date, Due Date (Order Date + Lead Time), or when an Invoice is received.
  • Additional receipt approvers can be added if needed.
  • Receipts can be configured by quantity or amount.
Automatic Receiving
  • Receipts are created and accepted in full automatically at a specified time.
  • Receipts can be "adjusted" by reopening the order for receiving. This created a new receipt which allows you to make changes, including using negative amounts or quantities to reduce the receipt.
No Receipt
  • For some commodities, your organization may choose to not perform receiving at all.
  • This results in a 2-way match instead of a 3-way match on invoice reconciliation.

Receive in Guided Buying

Step-by-step process for receiving items in Guided Buying: access requests, find purchase order, enter quantities, and submit the receipt.

Step 1: Access your Requests > To Receive

Menu in SAP Ariba highlights options like Shop, Approve requests, and Your requests for streamlined procurement and workflow management.
Your requests interface displays To receive tab with purchase order details, supplier name, and options to confirm receipt of items.
No Order Number Needed
  • The orders which require your attention are listed automatically, there's no need to find PO numbers in advance.
Filters If You Need Them
  • Most users will only have a small number of requests, but you can still filter or search if you need to.

Step 2: Find Your PO and Enter Quantities

Purchase order interface displaying item details, quantities, accepted amounts, and a Submit button for confirming receipt of materials.
Receiving for Casual Users
  • Since guided buying is targeted at casual users, the information displayed here is very simple: the supplier, item names, and quantities.
Partial or Complete Receiving
  • You can enter a quantity received or, if you have all the items, click Receive All to fill out each line on the order with whatever is outstanding.

Step 3: Submit the Receipt

Confirmation message indicating successful receipt of selected items for PO63, with an OK button to close the prompt.
Confirmation Popup
  • After submitting, you will receive a confirmation popup. After you click okay, any receipt which has been fully received will be removed from your list.
Accessing the Order
  • If you need to access the order again, it is available under Your Requests → All.

Receive a Purchase Order

After completing this activity, you will be able to:

  • Receive purchase orders

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Learning

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