Receiving Goods & Services

This guide will cover:

• Steps 1- 4:  Receiving a Single Line of goods or services 

• Step 5:  Receiving Multiple Lines of goods and services (may be the same or different Purchase Orders)

• Step 6: Review Receipt Numbers if needed

• Step 7: Emailing the Invoice to Payment Services

The Receiving Goods & Services Process is completed when a Good has been delivered to/verified by the department and an invoice is received; or when a Service Contract has been fully executed and the invoice for the services is received. The process initiates payment to the supplier.

 

Step One - Receiving a Single Line of Goods and Services

Navigate to the Procurement area of WyoCloud from WyoWeb

• From the WyoCloud homepage, click on the Navigator (three horizontal lines) in the upper left corner.

• First click Procurement to expand (you may have to scroll down within the navigator), then click My Receipts.

 

Step Two

Search for a Requisition or Purchase order, then receive the Requisition or Purchase Order

On the Receive Items page, complete the following fields and click Search:

• Requester – Enter the person who has requested the goods or services OR

• Entered By – Enter the requester or the person who entering the request.

• Requisitioning BU – Required: Select UWYO from the drop-down.

• Items Due – Required: In the drop down, select the period of time you’d like to review requisitions from (Any Time is recommended).

• If you receive the following error, ensure you have entered the Requisitioning BU.

• In the Search Results, click the desired Requisition to highlight it and click Receive.

 

Step Three

Enter the quantity of goods received

• On the Create Receipts page click Show Receipt Quantity to populate the Quantity field with the receivable quantity. The Transaction Date will automatically populate.  This date should not be changed (it is not tied to the purchase date).

 

NOTE: Show Receipt Quantity will populate the Quantity field with the available quantity still outstanding on the Purchase Order. When entering for services received, you will enter the dollar amount of the service in the Quantity field.

 

Step Four

Enter the number of items you have actually received and submit the request to receive

• On the Create Receipts page, enter the following information and click Submit:

  • Quantity – Enter the quantity of items actually received.

  • When entering for services received, you will enter the dollar amount of the service in the Quantity field.

  • UOM – Auto-populates based on the Requisition detail.

• Take note of the Receipt Number and click OK on the Confirmation pop-up.

 

Step Five

Receiving Multiple Lines of goods and services. 

Note: This process may be done with multiple lines of the same Requisition/Purchase Order or different Requisitions/Purchase Orders.

• Navigate to the Procurement area / My Receipts of WyoCloud from WyoWeb.

• Search for Requisitions/Purchase Orders that include the items received or contracted services, and that you have received an invoice for payment. 

1. Requester – Enter the person who has requested the goods or services OR Entered By – Enter the requester or the person who entering the request.

2. Items Due – Required: In the drop down, select the period of time you’d like to review requisitions from (Any Time is recommended).

3. Requisitioning BU – Required: Select UWYO from the drop-down.

4. Click Search

• In the Search Results

  1.  Press the Control Key and click on the desired rows to highlight the Requisition/Purchase Order lines that include items to Receive.

  2. Click Receive

Example of Two Requisitions/Purchase Orders that have items to Receive:

• On the Create Receipts page click Show Receipt Quantity to populate the Quantity field with the receivable quantity. The Transaction Date will automatically populate.  This date should not be changed (it is not tied to the purchase date).

 

NOTE: Show Receipt Quantity will populate the Quantity field with the available quantity still outstanding on the Purchase Order. When entering for services received, you will enter the dollar amount of the service in the Quantity field.

• Update Quantities Received and click submit

• Take note of the Receipt Numbers and click OK on the Confirmation pop-up.  One Receipt Number is returned for each Requisition/Purchase Order Number. 

 

Step Six

To review Receipt Numbers if needed

• Navigate to the Procurement area / My Receipts of WyoCloud from WyoWeb.

  1. Click the Tasks Icon

  2. Click Manage Receipts

• In the Manage Receipts window

  1. Enter Receipt Number (one number at a time)

  2. Change Items Received to Any time

  3. Change Requisitioning BU to UWYO

  4. Click on Search

Example for Receipt #108513 that included two receipted lines for P364788. Click Done when finished with your review.

 

Manage Receipts may also be found on the WyoCloud Home Page, Quick Actions

Step Seven

After you’ve received the goods/services, you must email the invoice and any special handling or instructions for payment to Payment Services.  

• Procurement Catalog Suppliers (CDW-G, Office Depot and Fastenal Company) auto-upload invoices to the WyoCloud Financial System for catalog orders. In this instance, it is not necessary to email the invoice to Payment Services. Purchase Order Requestors need to receive the item as detailed in prior steps and should also check the Purchase Order Life Cycle on the Purchase Order Main page to confirm that invoices are uploaded as expected (Invoiced).  Invoices for all other suppliers must be emailed.

• On the invoice notate the Purchase Order number to ensure that Payment Services knows what Purchase Order number to match the invoice to.

• After Payment Services enters, reviews and matches the invoice to the corresponding Purchase Order, payment to the supplier will be initiated based on the supplier’s preference for payment (i.e., check and ACH).

  • If the invoice is to be paid by foreign wire transfer, invoices need to be emailed to Cid Walck in Accounting, cid@uwyo.edu.

• After the fully encumbered amount on the Purchase Order for all goods/services have been received and paid in the system, the Purchase Order will be closed.

The Special Handling Request Attachment Form facilitates special handling circumstances such as expedited payment or the pick-up of a check by a department. The form is located on the Financial Affairs website>Forms>Procurement and Payment Services>Payment Services and must be emailed to Payment Services with the invoice.

 

You have now completed the steps of Receive Goods/Services.