Confirm receipt of goods

Please pick the relevant header based on the access you have, to guide you on how to confirm receipt of goods based on the site configuration.

• Client Interface > Confirm Receipt
• DirectP2P > Purchase Items

Client Interface > Confirm Receipt

If you receive an email or notification on the software asking you to confirm the arrival of your order, log into Panacea and follow these directions.

• Click Confirm Receipt under the 'Client Interface' drop-down menu.
• This displays orders awaiting receipt confirmation. Click View to open the receipt.
  
• If you are happy with the items/service, click Confirm.
• If you are not satisfied with the items/service, click Back to exit this menu and inform your Project Manager (via your normal communication channels).

A notification will now be sent to the Supplier Contact named on the cost, the Finance Contact, and the Primary Contact to notify them the receipt of goods is confirmed, therefore it is possible to upload an invoice against this job if configured.

DirectP2P > Purchase Items

If your site is using our DirectP2P module, you can receipt (or reject) a Purchase Item via the DirectP2P > Purchase Items screen. See here for our complete Buyer Guide.

Once the supplier has marked the order as delivered, you can then either receipt or reject the order. 

Supplier has marked the order as delivered:

• Status: Delivery
• Stage: Delivered
  • Depending on how your site is set up, you may not have to wait for the supplier to confirm delivery on their end in order to receipt or reject an order, and can do so any time after the Purchase Order has been sent. Please contact your Direct-P2P Admin, or contact support@panacea-software.com for confirmation on which workflow your organisation is using. 
• You can view and download any Delivery Evidence documents the supplier has uploaded, stored in the folders icon against the Purchase Item

Receipting an order:

• Click on the ' Receipt' button next to a relevant Purchase Item
• This will open up the Receipt Purchase Items modal, and show all Purchase Items belonging to the same Requisition that you can receipt for
• Select the Purchase Items you wish to include in receipting. You can also change the quantity to partially receipt an order - please see below under "Partial Receipting or Rejecting an order" for guidance on this.
• Click the 'Receipt' button when ready.
• Status:Delivery
• Stage: Receipted
• The supplier will now be able to submit their Invoice for the Purchase Item.

Rejecting an order:

• Click on the 'Reject' button next to a relevant Purchase Item
• This will now open up the Reject Purchase Items modal, and show all Purchase Items belonging to the same Requisition that you can receipt for
• Select the Purchase Items you wish to reject. You can also change the quantity to partially reject an order - please see below under "Partial Receipting or Rejecting an order" for guidance on this
• Input a reason for why you're rejecting the order delivery - the supplier will be able to see this on their end. Then, click the 'Reject' button.
• Status: Order
• Stage: Rejected
  
• You now have two options on how to handle the rejected Purchase Item. Either click:
  • Cancel - for example, if you and the supplier agree that they will no longer be required to deliver what has been rejected. This will move the Purchase Item to the Archive screen. 
  • Reinstate - for example, if the supplier has agreed to make corrections and fulfil the order. This will revert the rejection and allow the supplier to confirm delivery again and for you to receipt the order.

Partial receipting or rejecting of an order:

• When receipting or rejecting a Purchase Item, you can modify the amount in the "Quantity" field if you need to receipt or reject only a portion of the goods
  • If the quantity is set to 1, you can modify the "Price" field instead to partially receipt or reject
• These will then be split into new entries with unique Pi#'s in your Purchase Items screen 
  • for example, your Purchase Item was ordered for a quantity of 6, and you receipt 3 and reject 1. This would then be split into three separate entries - one for the unreceipted goods (quantity of 2), one for the rejected (quantity of 1) and one for the receipted items (quantity of 3)
• Split Purchase Items will have a blue diverging arrow icon next  to their quantity to indicate this. Hovering your  mouse over this icon will highlight all linked Purchase Item entries. 
• If you need to reinstate any partially rejected goods, these will not be merged into the remaining unreceipted items from the same Purchase Item (if any) and will instead remain as a standalone entry with a unique Pi#