Receiving Orders

Purpose: This guide helps you record receipt of goods or services after delivery so Finance can begin payment processing.

Before you begin:

1) You are logged into ESM Purchase™ ESM Consumer Role™ (see How to Log Into ESM).

2) The purchase order you are receiving is in Submitted or Sent to Supplier status.

3) Your account has receiving permissions.

Steps — Recording a Receipt

Figure 1: Recent Transactions service card – locating your order

1. From the landing page, select the Recent Transactions service card.

2. Locate the order you want to receive. Use search or filter options if needed.

3. Select the transaction to open the Order Details view.

4. Select the Receive button on the transaction.

5. Enter the quantity received for each line item.

6. Add any receiving notes if applicable (e.g., partial delivery, condition of goods).

7. Select Submit to record the receipt.

Partial Receipts

Figure 2: Transaction detail view – Receive button

If only part of an order has arrived:

• Enter the quantity actually received (not the full ordered quantity).

• Submit the partial receipt. The remaining quantity stays open for a future receipt.

• Repeat the process when the remaining goods arrive.

After Receiving

• The transaction status updates reflect the received quantity.

• Finance can process payment once receipt is recorded (per your institution's processes).

• You can view the receipt history from within the transaction detail view.