Receiving and Returns

Overview

After issuance of a purchase order to a supplier, the requested item will typically arrive at a warehouse or to an individual worker. To acknowledge and document the receipt of goods in Workday, a receipt generates to verify the items and quantity received. Workday references a receipt as part of a three-way matching process (including Purchase Order, Receipt, and Supplier Invoice) by Supplier Accounts before payment of a supplier invoice.

Important
: You cannot receive any items in Workday that are non associated to a purchase order. Also, you cannot add any lines to the receipt unincluded on the purchase order.

The delivered Buyer, Contingent Worker, Employee as Self, Implementer, and Service Coordinator roles have access to create a receipt. The

Receipt

business process controls approvals and document routing.

Objectives

By the end of this chapter, you will be able to:

Describe the receiving process in Workday.

Create a receipt and receipt adjustments.

Explain barcode scanning for receipts.

Return goods to suppliers.

Create and maintain return reasons.

Create Receipt

You can create receipts for items by using the

Create Receipt

task or from the received purchase order's Related Actions. When using the

Create Receipt

task, you can create a receipt for:

Purchase Order

Supplier Contract

Alternate Supplier Contract

Advanced Ship Notice (ASN)

Typically, customers are receiving against the purchase order, so this would be the best option to select.

The Fully Receive option is available at the header level when creating a receipt. When selected, all receipt lines will populate automatically with remaining open balances from the purchase order. You can also choose the Fully Receive option on each receipt line if you do not know in advance all items and the correct quantities received.

When creating or editing a receipt, keep in mind:

Custom validations occur when each line updates. You do not have to wait until submission of the document.

Attachments are available on the receipt header and line.

You can use search functionality to find individual receipt lines quickly.

Receipt Adjustments

You can adjust receipts if they are in an approved status. You can create an adjustment using the receipt's Related Actions, or by accessing the

Create Receipt Adjustment

task. You can configure the

Receipt Adjustment

business process to automatically retrigger the supplier invoice match service to enable the matching process to pick up and process the receipt.

There are many conditions in which you cannot create receipt adjustments. The list below contains situations where an adjustment completion cannot occur:

Receipt lines that have splits.

On amortized receipt lines.

On returned receipt lines.

PO line status of closed or closed for receiving.

On contingent worker, project-based, or supplier contract only receipts.

You can only complete receipt adjustments involving assets when assets have a status of Registered, In Service, or Issued.

Barcode Scanning for Mobile Receipts

You can create a mobile receipt from purchase orders, advanced ship notices, and supplier contracts by scanning packaging barcodes. You can also scan labels to capture other information, such as transaction numbers or lot and serial numbers.

Use the barcode scanning widget with the mobile receipt. You can scan an Advanced Ship Notice (ASN) or purchase order barcode when creating a mobile receipt. Once the receipt generates, you can scan the product barcode to update line information for unit of measure and quantity.

The mobile receipt functionality supports the initiation of the goods delivery process.

If you plan to record Lot IDs or serial numbers at the time of receipt; Barcode scanning requires you to make updates to uptake if lot IDs and serial numbers are recorded upon receipt. In this case, update the

Receipt

business process to include the action to the Assign Lots/Serial Numbers step.

Optionally, configure company procurement options to require Lot ID and Serial Capture, or disable Lot and Serial Capture completely on mobile. If not configured, the purchase item configuration will determine the requirement.

Note
: To use ASN information when creating a receipt, an ASN record must already exist in Workday.

The goods delivery process automatically initiates from the mobile device if configured on the

Receipt

business process.

Return Goods to Suppliers

When receiving an item in error, damaged, or with a lot expired, you would typically return this item to the supplier for credit to your account. The supplier return process is streamlined in Workday. The

Create Return

task initiates the return of goods to a supplier. Due to Workday delivered security only to these roles can use the task:

Business Asset Specialist

Buyer

Contingent Worker as Self

Employee as Self

Implementers

Service Coordinator

Supplier Contract Specialist

When initiating a goods return, use the

Return to Supplier Event

business process to process the transaction. You will need to select the appropriate receipt lines to return using these prompt values:

Company (Required)

Supplier

Purchase Order

Supplier Contract

Receipt

Once you enter the Return Reason, Return Date, and Return Quantity, submit the Return to Supplier Event business process request, and then approve.

You have the option to create a supplier invoice adjustment for your return directly from the Return to Supplier event. In the automated process, include the Create Supplier Invoice Adjustment from the Return step on the

Return to Supplier Event

business process. This step will start with a supplier invoice adjustment, and then edited and submitted by the Accounts Payable team.

Maintain Return Reasons

Using the

Maintain Return Reasons

task, you can create reasons for returning goods to suppliers. And specify which return reasons should create a supplier invoice adjustment. Note the following:

Only Returns that have a reason with Create Invoice Adjustment selected will create Supplier Invoice Adjustments.

Invoice Adjustment Reason will default on the resulting Supplier Invoice Adjustment.

Invoice Adjustment Reasons must have the Payables Use selected.

Quick steps for the task.

Navigate to the

Maintain Return Reasons

task.

Specify a return reason, such as damage, wrong item, or exchange.

If a return with the associated return reason should initiate an invoice adjustment, access the

Create Invoice Adjustment

task. For example, returns with the Damaged Goods return reason create a supplier invoice adjustment.

Optionally, select an Invoice Adjustment Reason to display return reasons in the

View Return

report.