Instructions for Receiving in Banner

Do not complete a Banner Receiving document until you have verified that the goods delivered are accurate and undamaged.  Contact the vendor if you need to exchange or return incorrect or damaged merchandise.  Receiving is done by item, not by PO, therefore you may complete a receiving document on some items while awaiting final delivery of the rest.

 To receive items in Banner, enter FPARCVD in the ‘Go To…’ area of the General Menu.

The Receiving Goods Screen has four blocks to navigate through. You can use your mouse or the “Next Block” icon to travel through the form.

Block 1:  Type Next in the Receiver Document Code field. Banner will sequentially assign a Receiver Document number beginning with a “Y”. This number will be seen on FOIDOCH, Transaction reports, and Receiving Reports.

Block 2:  If desired, select Receiving Method (example: ‘GRD’ for Ground) from the drop down menu next to the field. The Receiving Method and Carrier fields are optional.

The Date Received field will default to the current (today’s) date. The date field must be changed to the correct date on which the goods or services were received.  When the correct date is entered, click on the Next Block icon.

Block 3:  Packing Slip is a required field.  If you have a packing slip number, enter it here.  If not, you may use the invoice number, your initials, the date, or some other description that will help you identify the order.  The Bill of Lading information is optional. Select the Next Block icon to enter information on block 4.

Block 4:  Type in the DO number and press the Tab key to populate the buyer and vendor information.  Verify that you are receiving on the correct purchase order. Two options are available- Receive Items (the system default) or Adjust Items.  The following example will show instruction on how to receive items.  NOTE:  For orders numbered DO999999 and below, type in the letters “DO” at the beginning.  For orders numbered DO1000000 and above, do not type the “DO”.  Banner can only accept 8 characters in Purchase Order field therefore the DO has been dropped from orders above 1,000,000 to accommodate this limitation.

Now that the proper information has been entered into all 4 blocks, the items being received must be chosen from the purchase order.  To choose the items being received, click on Options from the Banner menu bar.  If all goods or services on the purchase order were received in full on the same day, select Receive All Purchase Order Items from the drop down menu.  Otherwise, choose Select Purchase Order Items for partial receiving.

When Select Purchase Order Items is chosen, Banner extracts the commodity information from the PO and enters it into the following form for selection.  To choose the purchase order item to include on the Receiving document you have created, click the box in the Add Item column next to the item being received.

Note - At this point, you are only selecting the item, not entering the quantity received.  The Quantity field indicates the quantity of items ordered in eVA for that particular line item.  The Quantity Accepted field indicates the number of items which have been received on previously completed receiving documents in Banner. 

When the items to be received have been selected, click the ‘X’ Exit icon on the Banner Tool Bar. Select Yes to save your changes.

Click on OK to confirm and proceed with receiving.

You have not made a mistake…The items you selected have been added to the Receiving Goods (FPARCVD) Screen and you have returned to that screen to review your entries in blocks 1 through 4 before proceeding.  Click on the Next Block icon.

The Commodity section of the receiving document is now in view.  Click on the Next Block icon to access the Block 2 of the section. 

For each line item selected for receiving, enter the quantity received in the ‘Current’ block.  Tab for Banner to populate the Unit of Measure.

Once again, click the Next Block icon to complete the information.  Click Complete if your information is correct.  You may select In Process to save your work for completion at a later date.

 

System Check at Completion

If you over receive the good or service, Banner will warn you to correct.
You will not be able to continue until the adjustment is made. 

Operating procedures require that the quantity ordered must match the qty received. The quantity received must match the invoice.  Shipping is the exclusion to the rule, IF non-ETF funding is used.

Once you have clicked on Complete, you will return to a blank Receiving Goods FPARCVD Screen and you will see a confirmation in the lower left hand corner indicating that your Receiving Document is complete. 

If you have finished receiving goods, click the Exit icon from the Banner tool bar to return to the General Menu.  Otherwise enter NEXT in Receiver Document Code to proceed with next receipt entry.