A receipt is a document logged by the department on a purchase order (PO). This document acts as official verification that a good or service was received or performed and that the associated invoice(s) should be paid.
Receiving requirements are determined by the type of order (recurring or one-time) and the value of the invoice and/or PO. These details are further explained on the When is Receiving Required page.
Receipts are critical in making timely payments to suppliers. The PO Owner is notified when an invoice requires a receipt. The invoice will sit in the Hold for Receiving workflow stop until one is logged or receiving lead time expires. The receiving lead time window expires 10 days before the invoice due date.
Use the Receipts – One-Time Orders saved search in BUY.IU to locate invoices which require receipts and are sitting in the Hold for Receiving workflow stop. Review the Locate Searches Built by Purchasing page for help locating this search.
If the system requires a receipt and no receipt is logged, the invoice routes to the Matching Exceptions workflow stop and is reviewed by the FO Approval workflow stop. This approval group must ensure proper receipts are logged prior to approving the invoice.
Invoices approved at the Matching Exception workflow stop route to Purchasing (or ORA in the case of subawards) for additional review. If the invoice was approved without a receipt, Purchasing contacts the PO Owner and requests one be logged. Subaward invoices approved without a receipt will be rejected by ORA and must be resubmitted.
Failing to log receipts at the appropriate time adds to the invoice’s processing time and delays supplier payment. If you are a PO Owner or invoice approver, ensure receipts are logged as needed to help expedite payment processing.
Want to learn more? Visit the Receipts Resource Center or contact Accounts Payable via the Support Form.