Receiving items

You can receive or un-receive entire purchase orders, individual line items or specific copies. Items can be marked as received before or after they are invoiced.

Receive Purchase Order #

You can receive purchase orders that have a status of on-order or delayed:[reason].  You can un-receive purchase orders that have a status of received.

In the event that all items on a purchase order arrive together you are able to receive the entire purchase order at once.

Receive a purchase order:

1. Open a purchase order.
2. Check the checkbox to select all items on the purchase order.
3. From the main Actions menu, select Mark Selected Line Items as Received.
4. Any alerts for the line items will pop up.  Click OK to acknowledge the alerts and receive the items.
5. The line items will change to a gray blue color and the Status for each will update to received.

Un-receive a purchase order:

1. Open a purchase order.
2. Check the checkbox to select all items on the purchase order.
3. From the main Actions menu, select Un-receive Selected Line Items.
4. A pop-up will appear asking you to confirm the actions. Click OK.
5. The line items on the purchase order will change to a pink color and the status will update to on-order.
   1. If the purchase order is received in the future, it will behave in the same manner as a purchase order that is being received for the first time.

Receive Line Items #

You can receive line items that have a status of on-order or delayed:[reason]. You can un-receive line items that have a status of received.

Receive a Line Item

1. Open a purchase order.
2. Check the check box(es) of the line item(s) you wish to receive.
3. From the main Actions menu, select Mark Selected Line Items as Received.
4. Any alerts on the line item(s) will pop up.  Click OK to acknowledge the alert(s) and receive the items(s).
5. The line item(s) will change to a gray blue color and the status will update to received.

Un-receive a Line Item

1. Open a purchase order.
2. Check the checkbox(es) of the line item(s) you wish to un-receive.
3. From the main Actions menu, select Un-receive Selected Line Items.
4. A pop-up will appear asking you to confirm the action.  Click OK.
5. The line item(s) will change to a pink color and the status will update to on-order.
   1. If the line item is received in the future, it will behave in the same manner as a line item that is being received for the first time.

Receive Copies #

You can receive copies that have a status of on-order or delayed:[reason].  You can un-receive copies that have a status of received.

Receive a Specific Copy

1. Open a purchase order.
2. Click the Copies link on the line item for the copy or copies you wish to receive.
3. Click Mark Received adjacent to the copy you wish to receive.
4. Any alerts associated with the line item will pop up.  Click OK to acknowledge the alert and receive the copy.
   1. The alerts associated with a particular line item will appear each time a copy on that line item is received.
5. Click Return to return to the purchase order.
   1. The line item will only change to a gray blue color and update the status to received when all copies associated with the line item have been received.  Otherwise the line item will continue to display based on its on-order or delayed:[reason] status.

Un-receive a Specific Copy

1. Open a purchase order.
2. Click the Copies link on the line item for the copy or copies you wish to un-receive.
3. Click Un-receive adjacent to the copy you wish to un-receive.
4. Click OK.
5. Click Return to return to the originating purchase order.
6. The line item will be pink and the Status will show as on-order.
   1. If the copy is received in the future, it will behave in the same manner as a copy that is being received for the first time.

Receive Items on the Invoice #

To receive line items directly from the invoice rather than through a purchase order:

1. Create or open an invoice.
2. Link all applicable line items to the invoice.  
3. Save.
4. Select Receive Items.  The Acquisition Invoice Receiving screen opens.
5. Select the number of copies you would like to receive for each line item on the invoice.
6. Click Receive Selected Copies.
7. Click Return to Invoice.

Alternatively, receive items specific copies directly from an invoice using List Mode by:

1. Create or open an invoice.
2. Click Receive Items.
3. Click Use List Mode.
   1. Line item details including Fund, Call Number, and Barcode will be displayed.
4. Use the checkboxes adjacent to specific copies to select those to be received.
5. Click Receive Selected Copies.
6. Select more copies to receive or click Return to Invoice.

Note – Fund debits linked to an invoice are marked as paid only when the invoice is closed.