SpendMap User Guide (v14.5)

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Navigation: Receiving > Receipts > Process Imported Receipts

Process Imported Receipts

RECEIVING > Receipts > Process imported receipts > Process imported receipts

You can import receipt transactions into SpendMap to reduce data entry.

When receipt transactions are imported, they will reside in the Receipts Staging Batch until they are matched to Purchase Orders and processed with this utility.

Process Imported Receipts Screen

This screen lists the pending receipts that have been imported.

Lines that show “ _folder-open ” (open) in the Status Column are pending and have yet to be matched to POs and processed. Lines that show “ _check ” (complete) have already been matched/processed.

Use the [ALL] button to process all receipts automatically, or use [PROCESS] to process one receipt at a time. Please see the "Buttons" section, below, for more details.

Status	Description
	•Line is pending (not yet matched to a PO and processed).
	•Line is complete (has already been matched/processed) and will be removed during the next import or with “Remove Processed and Deleted Receipts From Batch”.
	•Line was deleted and will be removed during next import or with “Remove Processed and Deleted Receipts From Batch”.
	•Match was done manually using [MANUALLY SELECT PO] button.

Button	Description
[EXIT]	•Exit to Main Menu.
[PROCESS]	•Match the selected line to a PO and process the receipt. Alternatively, double-click on the line. •If there is MORE than one PO in SpendMap that matches the imported receipt data, you will be presented with a list of matching POs to select from. If there is only one matching PO in SpendMap, you will be brought right to the Single Line Receipt Details Screen and the screen will be prepopulated with the data from the imported receipt transaction. Assuming the screen is completed to your satisfaction, just click [OK] to process the receipt. •If the applicable setting is enabled in Receiving Options, instead of being brought right to the Single Line Receipt Details Screen, you will see a list of line items on the applicable PO where you can select a line item to match the receipt to.
[ALL]	•Match all pending imported receipts to the corresponding PO lines and then process the receipts automatically. •In order to do this, SpendMap must be able to resolve the imported receipt to a SINGLE open Purchase Order. If there are multiple POs that match the imported receipt, the receipt transaction will be skipped and must be received individually/manually using the [PROCESS] button (i.e. so that you can select the appropriate PO line to receive against). In addition, Blanket Orders must be received individually/manually and will be skipped. •The information required to process the receipt (eg. Cost center, G/L account, delivery date, etc.) will default from the applicable Purchase Order, if not imported. If the quantity is not imported, you will be prompted to indicate if you want to skip/exclude these receipts so they can be processed individually/manually, otherwise the receipt quantity will default to open/unreceived quantity of the PO (i.e. the PO will be fully received).
[DETAILS]	•View the details the selected line (i.e. the imported receipt data).
[DELETE]	•Deleted transactions will be removed during the next import or with “Remove Processed and Deleted Receipts From Batch”.
[MANUALLY SELECT PO]	•Used to manually select a PO to receive against. This can be used when SpendMap can’t find a PO to match to using the imported receipt data. •The imported receipt transaction will be marked with “”once the receipt is processed. •TIP: The more data/fields you import, the more likely SpendMap will be to find a matching PO for you automatically.