1. Q: Who creates receipts?

A: Receipt Processors within departments create receipts.


2. Q: How do Suppliers know which receipt created by departments they should use to create their invoices?

A: Departments can email the Receipt ID to the Supplier.


3. Q: Does a receipt include the packing slip or confirmation that a software license has been renewed, for example?

A: Packing slip ID numbers can be entered on Receipts by clicking the Optional Input tab on the Maintain Receipts page. Packing slips, confirmations and other attachments can be included by clicking the Header Comments/Attachments hyperlink on the Maintain Receipts page. Please refer to the Receipts job aid.


4. Q: When a Supplier invoices against a PO, will we be able to create the receipt afterwards?

A: Yes, you can create the receipt afterwards, but that’s something to avoid.


5. Q: If we are processing one invoice with services performed in June and July, will we need to have two different accounting dates because of different fiscal years? Would you recommend creating one receipt for June and another receipt for July?  Or can we create one receipt for June and July together?  After we copy from the receipt, do we then change receipt amount on both vouchers?

A: It is recommended to have one receipt and one voucher for each month that service was performed.


6. Q: Does the department create the receipt after receiving the packing slip without waiting for the invoice? What if there is no PO number on the packing slip? Can SF Procurement request the PO number on the packing slip?

A: Packing slips may be provided by the Tech Marketplace Suppliers for commodities and services. The department should create the Receipt before the Supplier creates the eSettlements invoice. Departments can email the Receipt ID to the Supplier. Please contact OCA regarding any issues for packing slips provided by Tech Marketplace Supplier.


7. Q: What happens if there are multiple receipts for one invoice?

A: There should only be one receipt per invoice, and eSettlements does not allow multiple receipts.


8. Q: What happens if a Supplier uses a different department’s receipt number to create a voucher?

A: A receipt can be unassociated from a voucher by the department. The voucher cannot be paid, but if matched and/or posted, it will need to be unposted and/or unmatched first.


9. Q: Receipts are only for goods, so does the Supplier enter the sales tax and shipping in the voucher? If a purchase order has sales tax and shipping, do we make the receipt include sales tax and shipping? How do we know to do this if we don't have the invoice?

A: Receipt are for goods and services. The Purchase Order should be entered accurately with sales tax and shipping information. The sales tax and shipping information flows downstream when the Receipt is copied from the PO.


10. Q: How do we enter a receipt to select a specific funding source (or distribution) from the PO line?

A: When a Receipt is copied from a PO the Receipt Processor can select specific PO lines. When a PO line is selected all the distributions for the selected PO line are copied over to the Receipt. Distribution line information should be updated if necessary upstream on the PO.


11. Q: On the entering receipts screen, do we need to enter the date goods/service was received in the header details/header comments?

 A: The date that the goods and services were received can be entered using the Header  Comments/Attachments hyperlink. Please refer to the Receipts job aid.


12. Q: What is an example of a receipt for goods with sales tax and shipping?

A: Any Receipt that is copied from a PO with PO lines that are Sales Tax Applicable. The system default for PO lines is Sales Tax Applicable when POs are created.


13. Q: I understand that after a department confirms a receipt in SF Procurement, the department should send the receipt number to the vendor so they can add it to their invoice. Will the department see the receipt number immediately after entering the receipt? If not, how will the department know what the receipt number is?

A: The Receipt ID is created when the department enters the Receipt in the system. Please refer to the Receipts job aid.


14. Q: How will Tech Marketplace Suppliers know that they cannot submit invoices via eSettlements if there are multiple receipts?  Will they be asked to submit invoices through the normal process?

A: It is not recommended to have more than one receipt per voucher. eSettlements does not allow for them to add multiple receipts to an invoice, it is one to one. All Tech Marketplace are being told they must use eSettlements.


15. Q: How will departments that use Maximo follow the requirement for only one receipt per invoice? Maximo creates one receipt for each PO line.

A: eSettlements does not allow for multiple receipts on a invoice. So if Maximo does 1 receipt per PO Line, then the supplier must submit 1 invoice per receipt per PO line.


16. Q: Are multiple receipts for one PO acceptable?

A: eSettlements requires one receipt per invoice. There can be multiple receipts for a PO.


17. Q: Can you provide a link to a guide to enter receipts/packing slips in the system?

A: Here is the link to the job aid that is available in the Knowledge Center: Receipts. The Entering Receipts in SF Procurement (Class Code: CON0RC110) is available in SF Learning.


18. Q: Will all Tech Marketplace Suppliers issue packing slips for all commodities and services delivered for receipt processing? Many only provide the actual invoices, ideally used by accounting to process receipts. Please confirm the receiving process and communication with Supplier.

A: For commodities, a packing list must be included with each delivery. For digital deliveries such as software, a packing list may not exist so we will ask Supplier to inform departments by email when the purchase is complete. For professional services, timesheets or a list of completed deliverables are generally included with the invoice, but we will ask Suppliers to provide them in advance. The department should create a Receipt in the system within three business days of receiving a packing list, timesheets or list of completed deliverables or notification by supplier that a digitally delivered software purchase has been completed. Once the department creates the Receipt, the Supplier will use the Receipt to generate an Invoice.


19. Q: What if a payment goes out before we realize the Supplier submitted the invoice incorrectly (for example, if a Supplier copies a PO instead of the receipt)?

A: If the receipt is not in the system, there will be a match exception.  Unless the department input the receipt or manually override the match exception, the payment will not be processed. It is also important that departments review pending vouchers every day to intercept any vouchers that may be in error.  If a payment in error did go out, please open a ticket to see if anything can be done to cancel or stop the payment.




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