How to create a receipt

Before creating a receipt:

• Scan all signed and dated packing slips or invoices, as they will need to be uploaded into CUNYfirst. They should be signed by an authorized signatory, indicating that the invoice or receipt is “OK to Pay,” and include the date that the items were received.
• Please remember, receipts must be created per invoice, not per order.

1. Log in to CUNYfirst.
2. Navigate to Financials Supply Chain > Purchasing > Receipts > Add/Update Receipts.
3. Under the “Add New Value” tab, create a new receipt as follows:
   1. Click the “Add” button. (Select the appropriate Business Unit: Tax Levy (BKLPR), Non-Tax (BKL55), or Early Childhood (BKL04).)
   2. Enter the “ID.” (This is where the PO Number is entered. For help finding the PO Number, refer to the How to Find a Purchase Order Number guide or use eProcurement Notes.)
   3. Click the “Search” button and ensure that the PO Number is correct.
   4. Click the checkbox for lines to be paid. If there are multiple lines, click “View All” and then select all the lines to be paid.
   5. Click the “OK” button to return to the main receipt screen.
4. Delete the default “Price” or “Receipt Qty,” then enter the correct “Price” or “Receipt Qty” and click “Save.”
5. Click the “Add Comments” link.
   1. Enter a description of the attachment/signed and dated packing slips/invoices.
   2. Click the “Attach” button and attach the signed and dated packing slips/invoices.
   3. Click on “OK” button to return to the main receipt screen.
   4. Click “Save.”
6. Click the “Header Details” link near the top of the page.
   1. Delete the default “Receipt Date.”
   2. Enter the correct “Receipt Date.” For help determining the appropriate date, refer to the Goods Receipt Chart.
   3. Click the “OK” button to return to the main receipt screen.
   4. Click “Save.”
7. Click the yellow “Details” button. If there are multiple lines, the button will appear on each line.
   • Ensure that the “ReceiptDateTime” matches the date the items were actually received (the date written on the packing slip or invoice).
   • Ensure that the “Amount” is correct.
   • Click the “Arrow” icon under “Source Information” near the bottom of screen to expand the “Source Information” section and display the PO Number that was entered earlier.
   • Print the page. If using Mozilla Firefox, right-click and select This Frame > Print Frame from the pop-up menu.
8. Submit hard copies of the following:

For Tax Levy, to the Office of Accounts Payable

• printed confirmation page;
• signed packing slips, service tickets, delivery tickets, or invoices; and
• if items were ordered via Proftech, a printed copy of the shipment confirmation e-mail.

For Non-Tax Levy, to the Fiscal and Business Services Center

• printed confirmation page;
• signed packing slips, service tickets, delivery tickets, or invoices;
• if items were ordered via Proftech, a printed copy of the shipment confirmation e-mail; and
• Brooklyn College Non-Tax Levy Payment Request Form