Year End Processing Tip #8: Negative Receiving

Attention MyFloridaMarketPlace Purchasing and F&A Liaisons:

Negative receiving enables users to enter a negative amount to correct a quantity error from a previous receipt.

If you over-receive or receive in error, access the receipt in “Composing” status and enter in a negative amount in the “Accepted” field. Upon submission, the number will be updated in the “Prev. Accepted” field to correctly reflect the amount actually received.

For example:

• Purchase order is for a quantity of 20 pens;
• The completed receipt (receiving report) is for a quantity 15 pens, but actually received 10 pens;
• Complete a new receipt by entering -5 (negative 5) in the “Accepted” field;
• Once processed the “Prev. Accepted” field is updated from 15 to 10;
• A good practice is to enter in a comment to document why you have created a negative receipt.

You can only complete a negative receipt:

• Up to the amount previously received and/or;
• Up to the amount previously paid.Note: Upon submittal of the negative receipt, an error message is initiated to not accept the change IF payment had already been made. If the item was received and now paid in error, the receiver will need to communicate that information with their Finance and Accounting staff. The agency will handle this overpayment as they do with other overpayments.

Negative receipts can be completed for orders in “Receiving” status; however, for orders in “Received” status, you can reopen the order and create a negative receipt for the over-received amount. For more information, please refer to the Hot Topic titled, “Year End Processing Tip #7: Reopening Purchase Orders & Making Changes to a Purchase Order that is Not Sent to the Vendor,” issued 5/2/08.

Please contact the Customer Service Desk (BuyerHelp) at 1-866-352-3776 or at buyerhelp@myfloridamarketplace.com if you have questions or need assistance.

Thank you,
MyFloridaMarketPlace

http://myfloridamarketplace.com