Receipt tasks

  • Release version: Yokohama
  • Updated January 30, 2025
  • 2 minutes to read
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    Summary of Receipt tasks

    Receipt tasks are generated to manage goods receipt requirements for purchase order lines. Each receipt task references a purchase order and groups items by recipient and the calendar month of the product's expected delivery date. These tasks are created only in the month corresponding to the delivery date and remain open until all deliveries for that recipient within that month are confirmed. The creation of receipt tasks is automated via the[PSM] Create Receiving Taskscheduled job.

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    Receipt Task Creation Example

    For example, if the current month is September 2020 and a purchase order has multiple lines with varying expected delivery dates and recipients, receipt tasks are created as follows:

    • One receipt task for all lines expected in September for recipient John.
    • One receipt task for lines expected in October for recipient John.
    • One receipt task for lines expected in September for recipient Peter.

    This grouping ensures efficient tracking and management by month and recipient.

    Key Fields of a Receipt Task

    • Number: Unique system-generated identifier for the receipt task.
    • Assigned to: Primary responsible person for the task.
    • Primary contact: Procurement team contact for queries related to receipts or invoices; usually aligned with the assigned person of the parent task.
    • Short description: Auto-generated brief summary indicating whether one or multiple products are involved.
    • Description: Detailed information about the receipt task.
    • State: Current status of the task (e.g., Open, Shipped, Partially Complete).
    • Due date: Expected completion date set for the assignee.
    • Expected start, Actual start, Actual end, Duration: Dates and time tracking the lifecycle of the receipt task.

    Related Lists Associated with Receipt Tasks

    • Purchase order lines: Lists all purchase order lines linked to the receipt task.
    • Receipts: Displays all receipts related to the task, updated as shipments are partially or fully completed.
    • Shipment details: Contains shipment tracking numbers associated with the receipt task for tracking delivery status.

    Accessing Receipt Tasks

    All receipt tasks can be accessed via the Receipt Acknowledgment sub-module under the Sourcing and Purchasing Automation module, enabling users to monitor and manage goods receipt efficiently.

    Receipt tasks are created when goods receipt is required for the purchase line.

    A receipt task references a purchase order and is grouped by the recipient and the calendar month of the product's expected delivery date. A receipt task is created only during the month of the expected delivery date, irrespective of the purchase order creation date, and remains open until all the expected deliveries for the recipient in a calendar month are confirmed. This is done using the [PSM] Create Receiving Task scheduled job.

    Consider the following example:

    The current month is September 2020, and for a purchase order, there are five purchase order lines:

    Purchase order line Expected delivery date Recipient
    1 September 10, 2020 John
    2 September 20, 2020 John
    3 October 22, 2020 John
    4 September 12, 2020 Peter
    5 October 5, 2020 John
    On the purchase order, three receipt tasks are created as follows:
    • Receipt task 1, associated to purchase order line 1 and 2, is created on September 1, 2020, with the state Open.
    • Receipt task 2, associated to purchase order line 3 and 5, is created on October 1, 2020, with the state Open.
    • Receipt task 3, associated to purchase order line 4, is created on September 1, 2020, with the state Open.

    You can view all receipt tasks from the Receipt Acknowledgment sub-module under the Sourcing and Purchasing Automation module. The following are the key fields of a receipt task:

    Table 1. Receipt task fields
    Field Description
    Number System-generated unique identifier of the receipt task.
    Assigned to Person primarily responsible for this receipt task.
    Primary contact Person within the procurement team who can be contacted with questions about receipts, milestones, invoices, or other activities related to acknowledgment. This field is populated or updated with the same user in the Assigned to field of the parent task record, as follows: For a receipt or acknowledgment task, from the referenced purchase order.
    Short description Brief description of the receipt task.

    This description is dynamically populated based on whether there are one or multiple products to be received from the supplier.
    Description Detailed description of the receipt task.
    State Status of the receipt task. For example, Open, Shipped, Partially Complete, and so on.
    Due date Expected due date from the person to whom this task is assigned.
    Summary Details
    Expected start Expected start date of the receipt task.
    Actual start Actual start date of the receipt task.
    Actual end Actual end date of the receipt task.
    Duration Duration to complete this receipt task.

    The following are the related lists of a receipt task:

    Table 2. Receipt task related lists
    Related list Description
    Purchase order lines List of all the related purchase order lines for this receipt task.
    Receipts List of all the receipts for this task.

    This list is populated when the shipment of the product is partially or fully complete.

    For more details, see Receipts
    Shipment details List of all the shipment tracking numbers for this receipt task.

    For more details, see Shipment details.