PASSPort Receiving Process: Creating and Managing Receipts and Reconciliation Requests, Slides of Computer Fundamentals

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Receiving Goods for Agencies

Roles Involved:

• Receivers

Summary:

Step-by-step instructions on the Receiving

process in PASSPort

Last Updated: January 27, 2020

1. Receiving Overview ......................................................................................................................................................................................................................... 3
2. Browse and Manage an Existing Receipt ...................................................................................................................................................................................... 4
3. Creating a New Receipt .................................................................................................................................................................................................................. 6
4. Returns Overview .............................................................................................................................................................................................................................. 10
5. Reconciliation Requests Overview................................................................................................................................................................................................... 16
6. Create a Reconciliation Request from a Receipt ............................................................................................................................................................................ 17
7. Close Reconciliation Requests ........................................................................................................................................................................................................ 21 Accessing PASSPort

To access PASSPort and log in, go to http://cityshare.nycnet/passport

Note: While navigating PASSPort you are able to easily increase its font size and readability. To do this, click the “ctrl” and “+” keys simultaneously on your keyboard. Each time you click these keys, your web browser will zoom in and PASSPort will resize accordingly. To reduce PASSPort’s font size, simultaneously click the “ctrl” and “-“ keys. Table of Contents

Receipts are used to document what was received at the Agency, where, and when, and can either be for less than the entire Purchase Order amount (in the case of a partial delivery or returns) or equal to the full Purchase Order amount. If there is an overage, a change order can be created if you want to keep the good(s), which will require agency approval and completion of the receipt accounting for the additional goods from the updated Purchase Order. Users with a Receiver profile can edit Receipts belonging to the Agencies they are assigned to as a user. Follow the below steps to browse and manage Receipts.

2. Browse and Manage an Existing Receipt
   1. From any page in PASSPort click on the ‘Receiving’ button at the top of the page.
   2. Click ‘Browse Receipts’ to see the list of your Agency’s Receipts in all statuses. 1 2

On this page, you can search existing Receipts by Keywords, Type, Status, Alerts and Order. Note: The ‘ My Receipts ’ checkbox is selected by default, so on load of the screen, you will only see Receipts you created. To see Receipts created by other users in your Agency, uncheck this box and click “Search.” From this page, you can edit an existing Receipt or create a new Receipt.

3. To edit an existing Receipt, click the icon to continue working. 3

You will be brought to the Browse Orders page.

3. Search for your existing PO using any of the filter options.
4. Click the icon to open the order you want to create a Receipt for.
5. Click “Create Receipt” to start a receipt for this order. Note: To view any existing receipts associated with this order, click the “Receipts” tab. 4 5 3

A new Receipt will open in a separate window. Most of the required Receipt information will be auto populated for you based on the information in the associated Purchase Order. Please note the label field is used to title the receipt. You may edit the field from the defaulted message. 6. Enter the actual date of delivery in the “Delivery Date” field.

7. Enter or review the “Delivery Address” field.
8. Click “Save.” 7 8 6

Returns can be used to send excess goods, damaged goods, or any unwanted goods back to the vendor, deducting the net amount of the Receipt in the matching calculation. In the case that a Return occurs, the invoice (had it been received at that point) would be higher than the Receipt amount, and 4-way matching would fail during the invoice workflow. In the case of the returns mentioned above, matching would not pass until the invoice was deducted to match the net amount of the Receipt after the return. A return may also originate from a BQA inspection result. It is always possible that the vendor might over-ship the goods ordered, or accidentally send your Agency the wrong goods. In the case that your Agency receives more goods than the Purchase Order was for, there are 2 options: 1) return or 2) keep. If your Agency wants to return the goods, you would use the “add ad hoc lines” button on the Receipt to add the non-Purchase Order items onto the Receipt, save, and then create a return for those items from the Receipt. If your Agency wants to keep the goods, the next steps depends on whether all the goods on the receipt are from 1) the same contract, or 2) from at least 2 different contracts. If the received goods were from the same contract, you can create a Change Order to update both the Purchase Order and encumbrance with the new items, and then link the Receipt to the amended Purchase Order (all past Receipts and Invoices would also move over to the new Purchase Order). If the goods were from a different contract, you would have to create a new requisition for those goods. Both scenarios require a full approval process. When creating a new requisition, the Requestor would need to delineate that the goods have already been received by checking the “Do Not Ship” checkbox, which will make the status of the delivered Purchase Order “Do Not Ship,” notifying the vendor to not send an additional delivery of goods over what they've already sent. Follow the below steps to create a Return.

4. Returns Overview

1. From any page in PASSPort, click the “Receiving” button at the top of the page.
2. Select ‘Browse Receipts’ from the dropdown menu. Note: if you know your receipt number you may enter it into the keyword box or use the filter to locate the associate receipt.
3. Click the icon associated with the Receipt you want to make a return on. 1 2 3

You will be brought into a Return with many of the fields auto populated based on the information from the Receipt.

5. Select the “Shipping Address” from the drop-down menu.
6. Select the “Reason” for the return using the drop-down menu.
7. Click “Save.” 5 6 7

8. The Return will populate with the items from the Receipt. Remove any items that do not need to be returned by clicking the icon. You may also return some of a multi- quality item by clicking on the icon and adjusting the quality in the pop up window. Note: If you want an item to be replaced or exchanged, click the checkbox in the “Replace” column.
9. Click “Schedule Return” to update the status of the Return to “Scheduled.” 8 9

Reconciliation Requests can be used to request the deduction of an existing invoice for many scenarios such as quality issues, damages, late deliveries, and pending replacements. It is a crucial step, as it blocks payments from occurring until the Reconciliation Request closed by its creator, signaling that the issue has been resolved and the amounts being invoiced are correct. Reconciliation requests can also be created by BQA and closed by the appropriate BQA Manager. The Reconciliation Request will stay open until it is deemed resolved (i.e. the Agency user receives the invoice deduction/new items/etc.) and the Reconciliation Request creator manually closes the Reconciliation Request. Users with the Receiver profile will be authorized to manage the Reconciliation Requests process and will be able to act on other Reconciliation Requests within their organization in the case that their colleague cannot complete their tasks (out of office, sick, etc.) If a Reconciliation Request is open, PASSPort will not allow the invoice to be fully approved, and payment will not be sent to FMS. The invoicing workflow will check for any open Reconciliation Requests linked to the invoice or Receipt of that workflow and will wait for the Reconciliation Request to be closed to push forward the workflow. Reconciliation Requests can be created on their own, or they can be accompanied by a return, depending on the scenario. In the case that the goods received are damaged, but are going to be kept, the user only needs to utilize a Reconciliation Request to request that the invoice get deducted for the damages/quality issues. In the case that the DCAS Bureau of Quality Assurance (BQA) rejects the goods, a Reconciliation Request can be created by BQA to block payment while the goods are then returned and replaced using a return. Once the goods are successfully replaced, the Reconciliation Request can be closed, and payment can move forward. It is best for Reconciliation Requests relating to returns to be created before the submission of the receipt, so any required deductions will be naturally enforced by the 4 - way match workflow.

5. Reconciliation Requests Overview

Reconciliation Requests will originate with the Agency Receiver or Invoice Approver and get submitted to the vendor, who will have the chance to confirm the Reconciliation Request, sending a notification to the Reconciliation Request creator and changing the status to “Confirmed by Vendor”. Once the Receipt is saved, the Receiver can create a Reconciliation Request. This is done by clicking on the Create a Reconciliation Request button at the bottom of the page, which appears after the Receipt is saved. When a Reconciliation Request is created from within a Receipt, the following fields will be auto populated: Vendor, order, receipt. Existing Reconciliation Requests do not stop the Receipt from reaching a “Completed” status, rather they will be monitored using the Invoicing workflow and will block payments during the 4-way matching process. It is important to note which good(s) are being reconciled in order for the vendor to address in most efficient manner. Please note: A Reconciliation Request linked to a Receipt can potentially impact multiple Invoice workflows, if the line items in the receipt span across multiple Invoices. Follow the below steps to create a Reconciliation Request.

6. Create a Reconciliation Request from a Receipt
   1. From any page in PASSPort, click the “Receiving” button at the top of the page.
   2. Select “Browse Receipts.”
   3. Click the icon associated with the Receipt you want to create a Reconciliation Request on. 1 2 3

7. Select your Product of Service by clicking on “Add item from Receipt”. A pop-up box will appear.
8. Select the item by checking the box.
9. Click on “Add selected and close”. 7 8 9

10. Click the icon to edit the quality of the amount you are submitting for the reconciliation request.
11. Click “Submit to Vendor.” The vendor will have the chance to confirm the Reconciliation Request, which will send a notification to the Reconciliation Request creator and will change the status to “Confirmed by Vendor.” 10 11