Receipt tasks

  • Release version: Washingtondc
  • Updated February 1, 2024
  • 2 minutes to read
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    Summary of Receipt Tasks in Procurement Service Management

    Receipt tasks are essential for managing the receipt of goods associated with purchase orders in the Procurement Service Management (PSM) module. They are generated based on the expected delivery date and are organized by recipient and month, ensuring that tasks are only created during the month of delivery.

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    Key Features

    • Creation Timing: Receipt tasks are created only in the month goods are expected to be delivered, remaining open until all deliveries for that month are confirmed.
    • Task Management: Managed via the [PSM] Create Receiving Task scheduled job, which automates task creation based on purchase order lines.
    • Task Visibility: Users can view all receipt tasks through the Receipt Acknowledgment sub-module within the Purchase Automation module.
    • Key Fields: Important fields include the unique identifier, assigned personnel, short and detailed descriptions, state of the task, due dates, and duration.
    • Related Lists: Includes lists for purchase order lines, receipts, and shipment tracking numbers, providing comprehensive oversight of the receipt task process.

    Key Outcomes

    Utilizing receipt tasks enables organizations to efficiently manage incoming goods, ensure timely acknowledgment of deliveries, and maintain clear communication within procurement teams. As a result, customers can expect improved tracking of receipts and better alignment of procurement activities with delivery schedules.

    Receipt tasks are created when goods receipt is required for the purchase line.

    A receipt task references a purchase order and is grouped by the recipient and the calendar month of the product's expected delivery date. A receipt task is created only during the month of the expected delivery date, irrespective of the purchase order creation date, and remains open until all the expected deliveries for the recipient in a calendar month are confirmed. This is done using the [PSM] Create Receiving Task scheduled job.

    Consider the following example:

    The current month is September 2020, and for a purchase order, there are five purchase order lines:

    Purchase order line Expected delivery date Recipient
    1 September 10, 2020 John
    2 September 20, 2020 John
    3 October 22, 2020 John
    4 September 12, 2020 Peter
    5 October 5, 2020 John
    On the purchase order, three receipt tasks are created as follows:
    • Receipt task 1, associated to purchase order line 1 and 2, is created on September 1, 2020, with the state Open.
    • Receipt task 2, associated to purchase order line 3 and 5, is created on October 1, 2020, with the state Open.
    • Receipt task 3, associated to purchase order line 4, is created on September 1, 2020, with the state Open.

    You can view all receipt tasks from the Receipt Acknowledgment sub-module under the Purchase Automation module. The following are the key fields of a receipt task:

    Table 1. Receipt task fields
    Field Description
    Number System-generated unique identifier of the receipt task.
    Assigned to Person primarily responsible for this receipt task.
    Primary contact Person within the procurement team who can be contacted with questions about receipts, milestones, invoices, or other activities related to acknowledgment. This field is populated or updated with the same user in the Assigned to field of the parent task record, as follows: For a receipt or acknowledgment task, from the referenced purchase order.
    Short description Brief description of the receipt task.

    This description is dynamically populated based on whether there are one or multiple products to be received from the supplier.
    Description Detailed description of the receipt task.
    State Status of the receipt task. For example, Open, Shipped, Partially Complete, and so on.
    Due date Expected due date from the person to whom this task is assigned.
    Summary Details
    Expected start Expected start date of the receipt task.
    Actual start Actual start date of the receipt task.
    Actual end Actual end date of the receipt task.
    Duration Duration to complete this receipt task.

    The following are the related lists of a receipt task:

    Table 2. Receipt task related lists
    Related list Description
    Purchase order lines List of all the related purchase order lines for this receipt task.
    Receipts List of all the receipts for this task.

    This list is populated when the shipment of the product is partially or fully complete.

    For more details, see Receipts
    Shipment details List of all the shipment tracking numbers for this receipt task.

    For more details, see Shipment details.