Receipt tasks

  • Release version: Xanadu
  • Updated August 1, 2024
  • 2 minutes to read
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    Summary of Receipt tasks

    Receipt tasks in ServiceNow are created to manage goods receipt for purchase order lines. Each receipt task references a purchase order and groups deliveries by recipient and the calendar month of the product’s expected delivery date. Receipt tasks are generated only during the month of the expected delivery date and remain open until all deliveries for that recipient in that month are confirmed. This process is automated by the[PSM] Create Receiving Taskscheduled job.

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    Receipt tasks enable procurement teams to track and acknowledge deliveries efficiently, ensuring clarity on what is expected and received within specific timeframes.

    Key Features

    • Grouping by Recipient and Month: Receipt tasks consolidate purchase order lines by recipient and expected delivery month, simplifying receipt management.
    • Lifecycle Management: Tasks are created at the start of the delivery month and remain open until all monthly deliveries are confirmed.
    • Visibility: All receipt tasks can be accessed through the Receipt Acknowledgment sub-module under the Sourcing and Purchasing Automation module.
    • Automated Creation: Receipt tasks are generated automatically via the [PSM] Create Receiving Task scheduled job, ensuring timely task creation aligned with delivery schedules.

    Key Fields of a Receipt Task

    • Number: Unique system-generated identifier for each receipt task.
    • Assigned to: Person responsible for managing the receipt task.
    • Primary contact: Procurement team member available for inquiries, synchronized with the assigned user from the parent task or purchase order.
    • Short description: Automatically generated summary indicating if one or multiple products are expected.
    • Description: Detailed explanation of the receipt task.
    • State: Current status of the task (e.g., Open, Shipped, Partially Complete).
    • Due date: Expected completion date for the assigned person.
    • Expected start, Actual start, Actual end, Duration: Dates and time metrics tracking the task’s progress and completion.

    Related Lists

    • Purchase order lines: Shows all purchase order lines associated with the receipt task.
    • Receipts: Displays all receipt records linked to the task, reflecting partial or full shipment completions.
    • Shipment details: Lists shipment tracking numbers related to the receipt task for detailed delivery tracking.

    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 Sourcing and Purchasing 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.