SRM Receiving/Confirmation Tips

1. SRM Receiving/Confirmation Tips Purchasing Services 7/7/08

2. Terms of Receiving/Confirmations • Receiving or received - This refers to physical receipt of an item. • Confirm or Confirmation - This refers to the act of receiving in SRM. • Delete confirmation - Reverse a confirmation that was completed in error. • Return Delivery - This refers to receiving an item and returning item to the vendor.

3. Confirmations in SRM • How to confirm documentation is on the Purchasing Website under the SRM tab Section 9. • Items to keep in mind when processing a confirmation. • The quantity auto fills in the full amount still to be confirmed make sure you verify it is correct. • If you are completely done with the line check the last delivery box. This will relieve any remaining commitment for that line. If you check the last delivery box in error, contact the Purchasing helpdesk for assistance. 4-7279 or pshelpdesk@purdue.edu. • Do NOT fill in zero for a quantity. This will cause another issue. • Enter notes regarding the confirmations in the internal note field. (Click on the line number or magnifying glass, then click on the documents link). • You may have several confirmation for each line item or PO. Only confirm what you have physically received.

4. Deleting Confirmations in SRM • This action is only completed when an error has occurred (i.e. Confirmed wrong PO/line, or Confirmed wrong amount). • How to delete a confirmation documentation is posted on the Purchasing website, under the SRM tab Section 9. • Deleting a confirmation may be completed only prior to an invoice posting. Once an invoice has posted you can not process a delete confirmation. • When deleting a confirmation, verify if you will be receiving another item. • If you will NOT receive an exact replacement item, check the last delivery box. This will relieve the commitment without having to prepare a F26. • If you will receive an exact replacement item, do not check the last delivery box or you will not be able to process another confirmation. Contact the Purchasing Helpdesk if the last delivery box is checked and you need to process anther confirmation. • Best Practice: If a replacement is not exact, cancel first PO (or line) and create new PO for replacement item.

5. Return Delivery in SRM • If an item is physically received and then returned to the vendor, a return delivery should be processed in SRM. • How to process a Return Delivery in SRM documentation is on the Purchasing Website under the SRM tab Section 9. • When returning a delivery, verify if you will be receiving another item. • If you will NOT receive an exact replacement item, check the last delivery box. This will relieve the commitment without having to prepare a F26. • If you will receive an exact replacement item, do not check the last delivery box or you will not be able to process another confirmation. Contact the Purchasing Helpdesk if the last delivery box is checked and you need to process anther confirmation. • Best Practice: If a replacement is not exact, cancel first PO (or line) and create new PO for replacement item.

6. Resources • Purchasing Services website, under SRM tab, Section 9 http://www.purdue.edu/purchasing/SRM/srmInstructionsManual.html

7. Who to contact for help • Purchasing Services helpdesk • 4-7279 • pshelpdesk@purdue.edu