Receiving FAQs

Receiving is the process in which the agency takes physical possession of the goods ordered. Completion of this process triggers acceptance processing and acknowledgment of goods received or services rendered. 

Use the Receiver (RC) transaction to record quantity and service contract amounts for orders received. It references an existing Award transaction. 

The transaction code for a receiver transaction is RC. 

Receiving Search (RCSRCH) is the page that allows you to search for award transactions and create receiver transactions. 

The individual receiving the commodity items or services receive the order as they normally do – search for and select the order, receive the order, create and complete the receiver, and validate and submit the transaction.

CORE links the receiver transaction to the procurement folder. The receiver transaction is saved in the procurement folder that contains the award transaction used to receive the order or service.

No. Orders for commodities and services use the same receiver transaction. The Commodity Line Type of Item or Service is populated from the Award transaction selected on the Receiving Search (RCSRCH) page. The receiver needs to complete the required fields based on the Commodity Line Type. 

Receiver (RC) transactions reference a Purchase Order (PO) type award transactions, Purchase Order (PO), Contract (CT), or Delivery Order (DO). 

If the referenced Purchase Order (PO) type is for an inventory item, the Warehouse, Commodity Code, and Stock Item Suffix information populate from the Award selected from Receiving Search (RCSRCH). When the Receiver (RC) is submitted final, the total for On Order will be reduced on the Inventory Table (INVN) and the total for On Hand will be increased by the Total Quantity Received on the Receiver (RC) Commodity Line. 

You use the Receiving Search (RCSRCH) page to create a new receiver transaction.  

There are two locations to find previously created receiver transactions: Transaction Catalog or Procurement Folder. 

If you receive a partial order, you need to adjust the Received Quantity from the defaulted remaining total not received on the Award Commodity Line to the amount actually received. If items are received, but some or all need to be rejected due to damage, wrong item, etc., all items should still be entered in the Received Quantity field, with the total rejected in the Rejected Quantity field. The Rejected Quantity will net against the Received Quantity to calculate the Total Quantity Received amount.

If you want to receive the additional items not received or replacements for the rejected items in the future, set the Shipment Indicator to Partial. If you do not want to receive the additional items or replacements for the rejected items, set the Shipment Indicator to Final. Enter a Condition code and Reason for a partial receipt.

When you receive additional items for a partial order, you create a new receiver from the Receiving Search (RCSRCH) page. The Received Quantity field defaults to the remaining balance of the Quantity from the Award Commodity Line that has not already been received or the remaining Contract Amount that has not been received. 

Yes, review the job aids that explain how to modify and cancel receiver transaction on the Procurement page which can be found here.