Receiving functionality and configuration

Shivram and Nitesh

November 03, 2021

PUBLIC
 About Receiving
 User permissions
 Receiving Type Configuration
 Receipt status
 Receipt integration
– ERP integration/ERP Push Error
– AN integration

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About Receiving

 Different ways of receiving:

– Manual receiving
– Automatic receiving
– Import receipt from external system

 You can receive an order manually or automatically, or you can import receipts from external
system.

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Permissions

 Groups:
– Purchasing User
– Receiving Agent
– Receiving Manager

 Central Receiving
– Goods are received at a central location, and more than one user can receive shipments.
– Approval process for receipts

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Receiving Type Configuration

 Functionality
 Configuration
– By Commodity code
– By Part number
 Auto-receiving parameters
– Based on a purchase order (PO) total amount being below a certain dollar threshold
– Based on a line item total amount being below a certain dollar threshold

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Identifying the receiving type in a Receipt
Receiving Type Screenshot:

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Identifying the receiving type in a Receipt

Imported receipt

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Receiving Types
 Auto-Receive By Quantity On Order Date (SystemReceived)
 Auto-Receive By Quantity On Due Date (AutoReceipt)
 Manual-Receive By Quantity (ByCount)
 Manual-Receive By Amount (ByAmount)
 No Receipt Required - Reconcile By Quantity (NoReceipt)
 Auto-Receive By Quantity On Charge Reconciliation (PCardAutoReceiving)
 Manual-Receive By Milestone Tracker (MilestoneVerify)
 Auto-Receive By Quantity On Invoice Reconciliation (InvoiceAutoReceiving)
 Auto-Received By Amount On Order Date (SystemReceivedByAmount)
 Auto-Received By Amount On Due Date (AutoReceiptByAmount)
 No Receipt Required - Reconcile By Amount (NoReceiptByAmount)
 Auto-Receive By Amount On Charge Reconciliation (PCardAutoReceivingByAmount)
 Auto-Receive By Amount On Invoice Reconciliation (InvoiceAutoReceivingByAmount)
 Auto-Receive By Quantity on InvoiceReconciliation or PCard (InvoiceOrPCardAutoReceiving)
 Auto-Receive By Amount on InvoiceReconciliation or PCard (InvoiceOrPCardAutoReceivingByAmount)
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Receiving Type Configuration Demo

Business requirement is to auto-receive all POs on ordered date:

• Company Code: 3000
• Commodity Code: Travel and Food and Lodging and Entertainment Services
• PO total amount < 1000 USD

Configuring receiving types based on fields in the requisition

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Auto-receiving parameters

 Based on a purchase order (PO) total amount being below a certain threshold value
– Parameter: Application.Procure.AutoReceiveLineItemAmount

 Based on a line item total amount being below a certain threshold value
– Parameter: Application.Procure.AutoReceiveOrderAmount

 Auto-receiving for imported requisitions

– Parameter: Application.Procure.AutoReceiveImportedReqs

 KBA: How do auto-receiving thresholds work?

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Negative Receiving

 Negative receiving
 How to perform negative receiving
– Against manually received PO
– Against auto-received PO
o Parameter: Application.Receiving.AllowManualSubmissionOfAutoGeneratedReceipts
 Demo

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Understanding Receipt Status

 Status:
– Composing
– Submitted
– Approved
– Denied
 Processing status:
– Receiving
– Processing
– Awaiting Processing
– Processed

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Understanding Receipt Status

 Flow 1: Receipt status

 Flow 2: Receipt’s Processing status

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ERP Push Error

ERP Push Error example

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Integration with ERP
 Integration with ERP
– File Channel (async)
– Web Services (synchronous)
– CIG (async)

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ERP Push Errors in Receipt and best practices

When ERP fails to create the GR, it ideally responds back with an error.
 In default configuration system tries to resend the receipt for 25 times.

 Controlled by Parameter:
Application.Receiving.MaxRetriesToSendPushFailedReceipts

 Task resends the Awaiting Processing receipts to ERP

 Task interval: Runs once in 6 hours – configurable to run once in 3 hours – parameter control
Application.Receiving.EnableProcessPendingReceiptsFrequently

 In situations where the error cannot be fixed, we can recommend different approaches:
How to handle receipts that are failing to send to the ERP?
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Integration with AN

 Ariba Network
– Feature P2X-663 : Send Receipts to Ariba Network
– Parameter Application.Receiving.SendReceiptsToAribaNetwork
– What happens if Receipt is Force Processed?
– Receipt Failures while sending to Network
– What happens to 0 Qty receipt?

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Failure

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Useful Links
 Topics about receiving
 Configuring receiving types based on fields in the requisition
 What are the different types of auto-receiving?
 Configuring and managing receiving
 How do auto-receiving thresholds work?
 How do I reprocess FAILED messages from CIG Transaction Tracker?
 How to handle receipts that are failing to send to the ERP?
 Failed receipts stuck in Awaiting Processing not being repushed to ERP
 How to send receipts to Ariba Network?
 Why Receipts are not sent to Ariba Network?

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Thank you.