{"id":136,"date":"2026-03-06T10:41:59","date_gmt":"2026-03-06T15:41:59","guid":{"rendered":"https:\/\/www.clarku.edu\/business-and-financial-services\/?page_id=136"},"modified":"2026-03-09T10:20:22","modified_gmt":"2026-03-09T14:20:22","slug":"receiving-your-orders","status":"publish","type":"page","link":"https:\/\/www.clarku.edu\/business-and-financial-services\/operations-services\/purchasing\/smartbuy-plus\/training-topics\/receiving-your-orders\/","title":{"rendered":"Receiving Your Orders"},"content":{"rendered":"\n<div class=\"wp-block-columns sidebar is-layout-flex wp-container-core-columns-is-layout-28f84493 wp-block-columns-is-layout-flex\">\n<div class=\"wp-block-column is-layout-flow wp-block-column-is-layout-flow\" style=\"flex-basis:45rem\">\n<details id=\"creating\" class=\"wp-block-details is-layout-flow wp-block-details-is-layout-flow\"><summary>Creating quantity receipts<\/summary>\n<p>In order for an invoice to be paid for items or services purchased through SmartBuyPlus, a quantity or cost receipt must be created. The difference between the two is explained below:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Quantity Receipt<\/strong>&nbsp;\u2013 Generally appropriate when the Purchase Order was used to purchase physical items such office supplies, equipment, etc.<\/li>\n\n\n\n<li><strong>Cost Receipt&nbsp;<\/strong>\u2013 Used when the basis of the Purchase Order is a dollar amount. Examples include not-to-exceed POs for local food vendors (the PO is based on a dollar amount); POs for services such as consulting, performing, etc.; airfare; POs that will be paid using multiple payments.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-instructions-for-completing-receipts\" style=\"padding-top:var(--wp--preset--spacing--20)\">Instructions for completing receipts:<\/h3>\n\n\n\n<p>From the list of search results, click on the PO number This will open up a screen displaying the Purchase Order information. Select \u201cCreate Quantity Receipt\u201d (or \u201cCreate Cost Receipt\u201d) from the dropdown menu at under \u201cDocument Actions\u201d at the upper right hand side of the screen.<\/p>\n\n\n\n<p>Find the purchase order (PO) you are receiving. You can look up recent POs from the drop-down menu beside your user name in the upper right-hand corner of the home page, select \u2018My Recently Completed Purchase Orders\u2019 or you can search by the PO number by clicking on the magnifying glass icon in the upper right hand corner of the screen.<\/p>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"255\" height=\"207\" src=\"https:\/\/www.clarku.edu\/business-and-financial-services\/wp-content\/uploads\/sites\/126\/create-quantity-receipt.avif\" alt=\"\" class=\"wp-image-155\"\/><\/figure>\n\n\n\n<p>The receipt page is divided up into two sections. The top is \u201cHeader Information\u201d and the bottom is \u201cReceipt Lines.\u201d You can ignore most of the \u201cHeader Information,\u201d however&nbsp;<strong>you must enter the correct date that you actually received the items(s) in the \u201cDate Items Received\u201d field when creating receipts at the end or beginning of a fiscal year.<\/strong><\/p>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"300\" height=\"157\" src=\"https:\/\/www.clarku.edu\/business-and-financial-services\/wp-content\/uploads\/sites\/126\/date-items-received.avif\" alt=\"\" class=\"wp-image-156\"\/><\/figure>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-quantity-receipts\" style=\"padding-top:var(--wp--preset--spacing--20)\">Quantity receipts<\/h3>\n\n\n\n<p>The \u201cLine Details\u201d section is where you indicate what items have been received. When creating a new receipt, the \u201cQuantity\u201d fields for each item will automatically default to the amounts from the PO (or the amounts you haven\u2019t yet received if you\u2019ve already partially received the order).<\/p>\n\n\n\n<h4 class=\"wp-block-heading\" id=\"h-receiving-scenarios\">Receiving scenarios:<\/h4>\n\n\n\n<p><strong>Complete Order Received<\/strong>&nbsp;\u2013 Just enter the receipt date (see above) and then hit the \u201cComplete\u201d button in the lower right hand corner of the screen. All the other values will have been defaulted to the correct amounts.<\/p>\n\n\n\n<p><strong>Partial Order Received<\/strong>&nbsp;\u2013 Edit the \u201cQuantity\u201d field for each line that was only partially received. If no quantities of a line were received, click the \u201cRemove Line\u201d button under the \u201cActions\u201d column. Click the \u201cComplete\u201d button on the bottom right hand of the screen. When the remaining items are received, create an additional cost receipt following the instructions above.<\/p>\n\n\n\n<p><strong>Returning Items<\/strong>&nbsp;\u2013 Items that you are returning need to be both \u201creceived\u201d and \u201creturned,\u201d which is accomplished by clicking on the \u201cReceive and Return\u201d button under the Actions column for the item(s) you are returning. When you click on the button, it will create another line for the item so you will have one line showing the number you received and another line showing the quantity you are returning. Enter the appropriate quantities in each line and then click the \u201cComplete\u201d button on the bottom right hand of the screen.&nbsp;<strong>Please note<\/strong>&nbsp;\u2013 if you are permanently returning the items (for example, you are not expecting damaged items to be replaced) you should also complete a \u201cChange Order\u201d form to request that the PO be modified to reflect the new, lower, quantity \u2013 this will release the encumbered amount in Banner.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-cost-receipts\" style=\"padding-top:var(--wp--preset--spacing--20)\">Cost receipts<\/h3>\n\n\n\n<p>In the \u201cLine Details\u201d section at the bottom of the screen, you should see the line(s) from the related purchase order along with the dollar amount associated with the line in the \u201ccost\u201d column. If the cost you are receiving is different than the cost showing in the receipt, change to the cost amount to equal the cost you want to receive. Click the blue \u201cComplete\u201d button when you are finished.<\/p>\n\n\n\n<p>You may also&nbsp;view a brief video tutorial&nbsp;on this topic.<\/p>\n\n\n\n<p><strong>Also see&nbsp;revising and deleting receipts<\/strong>.<\/p>\n<\/details>\n\n\n\n<details id=\"editing\" class=\"wp-block-details is-layout-flow wp-block-details-is-layout-flow\"><summary>Editing or deleting receipts<\/summary>\n<p>You can revise or delete receipts up until the point where an invoice has been processed against the order (because invoice payment is tied to receipt status). If you make a mistake with a receipt that you don\u2019t know how to fix, it\u2019s often easier to delete the receipts and then create new ones.<\/p>\n\n\n\n<p>To revise\/delete receipts:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Open the purchase order than the receipt was created for.<\/li>\n\n\n\n<li>Click on the \u201cReceipts\u201d tab.<\/li>\n\n\n\n<li>You will see a list of all the receipts that you have created for the PO.<\/li>\n\n\n\n<li>Click on the receipt number for the receipt you wish to edit\/delete.<\/li>\n\n\n\n<li>Click on the \u201cReopen Receipt\u201d button located at the upper right hand side of the screen (see below). Please note that if an invoice has been posted against the PO this button will not appear.<\/li>\n\n\n\n<li>Provide a reason why the receipt is being opened in the dialog box that appears on the screen and then click the \u201cReopen Receipt\u201d button at the bottom of the dialog box.<\/li>\n\n\n\n<li>You will now be able to edit the receipt. Make the necessary changes and then click the blue \u201cComplete\u201d button at the bottom right hand of the page.<\/li>\n\n\n\n<li>If you wish to delete the receipt and start again, click the blue \u201cDelete\u201d button at the bottom of the page.<\/li>\n<\/ol>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"275\" height=\"155\" src=\"https:\/\/www.clarku.edu\/business-and-financial-services\/wp-content\/uploads\/sites\/126\/reopen-receipt.avif\" alt=\"\" class=\"wp-image-158\"\/><\/figure>\n<\/details>\n<\/div>\n\n\n\n<div class=\"wp-block-column is-layout-flow wp-block-column-is-layout-flow\"><?xml encoding=\"utf-8\" ?><nav class=\"is-vertical wp-block-navigation is-content-justification-stretch is-layout-flex wp-container-core-navigation-is-layout-2c14e10a wp-block-navigation-is-layout-flex\" aria-label=\"Training Topics Submenu\"><ul class=\"wp-block-navigation__container  is-vertical wp-block-navigation\"><li class=\" 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