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  3. CUNYBuy: Create Receipt

CUNYBuy: Create Receipt

Once a Purchase order has been sent to a supplier and the goods received or services rendered, the Creator is required to create a receipt in CUNYBuy before the supplier can be paid.

Receipts for goods must include the actual number of items that have been received. Receipts for services should indicate the actual value of the services provided – e.g., hours worked and the associated price. The best practice is to enter the receipt as soon as possible after receipt of the goods or services. 

Some goods and services may require an inspection (Information Technology, Facilities/Furniture, Hazardous Materials, and others as designated by the University). Inspections in CUNYBuy follows a workflow similar to that of an approver.  Payments to suppliers cannot be made without the creation of an inspection approval in addition to the receipt entered by the Creator.
Note: The Inspections Approval process is discussed in the Approver Training course.

Without a receipt, the Accounts Payable team will be unable to pay the supplier and a Match Exception will occur. CUNYBuy automatically escalates the match exception to the department approver if no action is taken in seven (7) business days. 

Introduction: Receipt

Prior to entering a receipt in CUNYBuy, Creators must review and verify the following:

  1. Ensure that the goods received or the services rendered were delivered as expected. Verify the quantity of goods received and ensure that the services delivered are documented in accordance with CUNY policy.
  2. Invoices should be sent to the Accounts Payable Department. In the event that the invoice is sent to the Creator, the invoice must be scanned and attached to the receipt in CUNYBuy. 
  3. The Creator must scan and attach documents to the receipt that demonstrate that the goods have been received (e.g., packing slips) or that the services have been performed (detailed description of services provided by the supplier).
Note:  Acceptable documentation to upload to a receipt includes: a packing slip, tracking details, waybill number, order confirmation, invoice, independent contractor’s activity log for work completed at CUNY, signed Claim for Payment (CFP), program/agenda, confirmed total attendees list, prior overage justification approval for meetings and events where food is served, etc.

Step by Step Process

Step 1: Navigation: Create Receipt

Receipts may be created using multiple navigation options. To create a receipt from the requisition, navigate to the Orders icon and select Requisitions.  Requisitions that are not fully approved or for which a Purchase Order has not been completed will appear with a status of Pending. Completed status displays once the requisition have received all approvals. Following the steps below to create the receipt:

  1. On the Search Requisition page, search for the appropriate Purchase Order number. 
  2. Click the PO number link in the Requisition Status panel to open the Purchase Order you want to receive against.  
  3. On the Purchase Order page, select the Receipt header. 
  4. Click the Plus Sign (+) icon to create a quantity or cost receipt.  The receipt page displays.

Use the following steps to create a receipt using the Quick Links section on the homepage:

  1. Click the Create New Receipt link in the Quick Links section.  
  2. Select the type of receipt (quantity or cost) to be created.
  3. Use the Magnifying Glass icon to search for the completed purchase order. 
  4. Use the plus sign (+) on the Search Purchase Orders page to select the purchase order to receive against.
  5. Click the Create button to display the receipt page.

Note: An error displays when the incorrect receipt type is selected.

Step 3: Quantity Receipt (Summary Section)

When a receipt is created for a quantity PO, enter the quantity of the goods received and attach confirming documentation. Additionally, the receipt date MUST reflect the date of the goods were actually received or the services rendered.  This is especially important during year end.

The Summary section includes receipt name, packing slip number, tracking number, internal attachments, and comments. It is best practice to update the receipt name for effective searching in CUNYBuy. Complete these fields as determined by your campus business process. 

Note: Be sure to enter and upload an attachment of the packing slip and/or other support documentation.

Step 4: Quantity Receipt (Line Item)

The Line Details tab provides for entering the quantity amount.  The Creator must enter the quantity received of each item on the purchase order. If the Purchase order is only partially received then enter only the information on the correct line of the purchase order.

Confirm the Status is set to Received and enter the quantity delivered. If you did not receive any items in a particular line, click the Trash Can icon to remove it from the receipt.  To remove multiple lines, select the checkboxes on the right then the Trash Can icon at the top of the Line Details section.  

Note: The line(s) will remain in the PO for you to receive on in future.

Step 5: Cost Receipt: Amount Only

If the Purchase Order and requisition indicate that the purchase transaction is an Amount Only transaction the receipt will differ slightly from a quantity receipt.

To create the cost receipt, navigate to the PO and select the Receipts tab. Use the plus sign (+) to open the create menu and select the Create Cost Receipt option.

Enter the cost that reflects the payment to be made against this purchase order in the Cost field. If you did not receive any items in a particular line, click the Trash Can icon to remove it from the receipt.  

Click Submit to create the receipt.

Step 6: Submit Receipt

Once you have updated or removed each line as appropriate, click the Submit button on the top right of the page to enter the requisition into the receipt workflow in CUNYBuy. 

The Creator can view or print the receipt by clicking on the links on this page. Viewed receipts, contain the line items in the PO, the quantities received, and those open for receipt.

Other – Navigation/Details/History

Creators can review the status of their receipts through the following steps:

  • Select the Order menu, click Search then select the Receipts option
  • On the Receipts Search page, click on the link to select the appropriate receipt.

Receipt Details

The details of the receipt are available by scrolling down through this page. By clicking on the Attachments link at the top of the page, the attachment can be viewed.

Note:  Acceptable documentation to upload to a receipt includes: a packing slip, tracking details, waybill number, order confirmation, invoice, independent contractor’s activity log for work completed at CUNY, signed Claim for Payment (CFP), program/agenda, confirmed total attendees list, prior overage justification approval for meetings and events where food is served, etc.

History

The History section provides a comprehensive view of specific details related to a

transaction, such as a requisition, purchase order, voucher, or receipt. This section allows users to track and review the history of actions and events associated with the transaction.

Here’s some key information about the History section:

  1. Detailed Information: The History section displays specific details and milestones of the transaction, including actions performed on the transaction, such as budget checks, requisition approval, purchase order creation, voucher processing, and receipt acknowledgment.
  2. Sorting Options: The information in the History section can be sorted based on various criteria. You may have options to sort the history by date, transaction type, or other relevant parameters. Sorting enables you to organize and locate specific events or actions within the transaction history.
  3. Export Functionality: CUNYBuy often provides an option to export the history information for review or further analysis. Exporting allows you to save the transaction history as a file in a compatible format, such as CSV (Comma-Separated Values) or Excel. This exported file can be used for record-keeping, audits, or any other necessary purposes.

Experiencing Difficulties?

If you are having any difficulties with CUNYBuy at Brooklyn College, please reach out to sharedservices@brooklyn.cuny.edu.

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