The purpose of this section is to provide guidance to ensure that agencies receive the goods and services they ordered in the proper condition and in accordance with the terms and conditions of the purchase agreement. The agency must complete the receiving processes timely to establish what was received, the quantity or amount received, the date of receipt, and who received the goods or services. The receipt helps to facilitate prompt payment of invoices, and provides the opportunity to take full advantage of any discounts vendors may offer.
Prior to certifying a claim for payment for goods and services, agency staff must confirm the agency received the quantity and quality of goods or services from the vendor based on the agency’s expectations, which ideally should have been communicated in a purchase order.
To document the act of acceptance, receivers must enter receipts in SFS for purchases from preferred sources, centralized contracts, agency-specific contracts and, with limited exceptions, open market purchases. This requirement applies to purchases where the agency issued a purchase order and purchases where the agency did not issue a purchase order. For categories where agencies are not required to enter a receipt in SFS, please refer to the Guide to Financial Operations (GFO), Chapter XI-A, Section 9 – Receiving.
Guide to Financial Operations (GFO), Chapter XI-A, Section 9 –Receiving