6.2 Receiving Goods and Services

Units are strongly encouraged to receive goods through RU Marketplace after delivery from the supplier. When a unit creates a receipt against a purchase order in the system, the accrual hits the appropriate open period, therefore assisting the unit in managing their monthly reports, especially in cases where Accounts Payable has not yet processed payment on a supplier invoice. See receiving process instructions.

Before being able to receive goods in RU Marketplace, there must be a valid purchase order to receive against. The action to create receipts will not be available if a purchase order is closed. Receiving at Rutgers University is done at the unit’s discretion, except in the case of capital equipment, where system receiving is required.

Units are responsible for reviewing their deliveries and determining if the quantity delivered is equal to the quantity ordered.

6.2.1 Over-shipment by Supplier

1) If the unit wishes to keep the excess material, the unit will need to log in to RU Marketplace and access the Change Order file, and complete the PO Line Modification Form. For punchouts, units cannot use this form and should submit a University Procurement Services Help Desk ticket.

2) If the unit does not wish to keep the material, they will need to coordinate a material return with the supplier.

6.2.2 Under-shipment by Supplier

1) If the unit wishes to wait for the balance material, they will wait for the additional shipment and proceed with closing the order.

2) If the unit does not wish to wait for the balance, they will need to log in to RU Marketplace and access the Change Order file, and complete the PO Line Modification Form.

6.2.3 After the Shipment is Received

1) Once the shipment is received, units must create a Quantity Receipt in the purchase order, within RU Marketplace.

2) RU Marketplace then creates a receipt document number.

3) The purchase order status changes to “fully received.”

4) The supplier sends the invoice.

6.2.4 Invoice Disputes

Invoice disputes can arise when the purchase order is fully received but an incorrect invoice is sent by the supplier. Invoices can be incorrect due to erroneous quantities or pricing, if items invoiced do not match the items on the purchase order, or if the goods/services provided do not meet the standards required by the unit. Units should be diligent in reviewing their invoices for accuracy.

When an invoice is processed through RU Marketplace, it is routed automatically under hard-coded matching rules. Incorrect invoices that do not comply with these rules route to specific queues monitored by Accounts Payable. When an invoice dispute is found (See 7.0 Invoicing), an account expeditor may advise the unit to contact the supplier to resolve an invoice dispute. When the unit is satisfied with the resolution, they would then notify Accounts Payable on how to proceed with the invoice payment or cancelation