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Receiving POs

There are two steps involved in processing an invoice on a purchase order.

Receiving

  1. Go to Connect Carolina menu tree Nav Bar-> Navigator -> Finance Menu -> eProcurement -> Add/Update Receipts by PO.
  2. Choose “Add”
  3. Search using the PO number as “ID.” Make sure to hit “Search” rather than hitting the Enter key.
  4. Receive lines per invoice, paying attention to whether you are receiving by quantity or amount. Only receive the quantity or amount that the invoice says!
  5. Print the receipt, invoice, and PO.
  6. Write the invoice #, receipt #, date and your initials on the PO.
  7. Put the receipt date in the PO/Voucher Log.

VISP

  1. If Disbursement has not already uploaded the invoice, go to Connect Carolina and use the Admin Workcenter to get to the Vendor Invoice Submission Page.
  2. Fill out all fields. Note that an invoice # can only be used once, even if a previous receipt has been canceled. If that has happened and you get an error message, you may have to add “-1” to the end of the invoice number.
  3. Once you’ve gone through all the steps, print the “uploaded” page and attach to the rest of the documentation from receiving.
  4. Put the upload date in the PO/Voucher Log.

Send to Fiscal Office

Purchase order that aligns with the receipt (whether the original or one that has been through a change order.)
Receipt
Invoice
Uploaded confirmation page

Filing (Account Manager)

File under CFS.
If the PO is a standing order, account manager should note the receipt in the standing order spreadsheet.

Reference

Manual