There are many times when an organization has a need for a Casual Receiver to receive Purchase Order rows tied to other Requisitions that they did not enter themselves. One common example is a “Centralized Receiving” scenario whereby a Casual Receiver may receive on behalf of multiple folks (a college campus is a good example of this where central receiving will receive packages for Students who ordered items and then let them know when they are ready to pick up). Another scenario is when a Requester is on vacation or an extended leave, but the Items still need to be received while the original Requester is unavailable.

PeopleSoft eProcurement has a simplified Receiving flow which is geared towards the Requester and driven from Requisition information rather than Purchasing Receiving (which is driven by PO information). The eProcurement Receiving is typically called “Casual Receiving” and is a streamlined version of the PO Receiving process.

For Casual Receiving, the Receiver who entered the Requisition and anyone who entered a Requisition on behalf of them, will always be able to receive the Purchase Order rows associated with that Requisition.

To allow for the Centralized Receiving scenario, we currently provide two role actions which, when enabled, will allow the Requester to receive additional PO rows that are tied to the ship to’s associated with the Purchase Order lines.

  • The first role action RECV_SHIPTO will allow the Requester to Receive all POs for the ship to defined in the Requester Defaults for that Requester
  • The second role action supersedes the first and is RECV_ALL_SHIPTO. If this is enabled against a role, then the Requester with that role will be able to Receive for all ship to’s (essentially able to receive ALL Requisitions)

This current functionality does provide some capability to expand the PO lines a Casual Receiver can receive for but the real ask from many of our customers is the ability to provide a more granular level by specifically setting up a list of Requesters that the Casual Receiver is allowed to receive for.

The existing Requisition Authorization feature, which provides a list of Requesters that a specific User can perform various actions on, is leveraged to support this:

 

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Requisition Authorizations Page allows specific actions to be taken against other Requester’s Requisitions

 

Since currently, if a Requester is allowed to add a Requisition, then they are allowed to receive it, we assume that any User that has the Add column checked can also receive it. In this instance, Kenneth Schumaker will be able to receive for Calvin Roth, Rosanna Channing and Bill Murkami because all those individuals have the Add checkbox checked. This means that customers do not need to change any of the existing Authorization set up to enable the new Receiving capabilities.

To activate this new feature, there is a new “Casual Receiving” drop down in the eProcurement Installation Options that determines whether to use the new Authorizations functionality or keep the existing Role Actions:

 

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Casual Receiving Authorization drop down in ePro Installation Settings

 

Set the drop down to “Use Requisition Authorization” (the default will be “Use Role Actions”) to enable this new functionality.

 

In Summary, PeopleSoft eProcurement now provides a new and more granular way for Organizations to determine which PO’s their Casual Receivers are allowed to receive for by leveraging the existing Requisition Authorization setup.