Request for Purchase Order Receiving or Liquidation Web Entry Form Instructions
The purpose of this form is to have a centralized process for receiving items purchased on a Purchase
Order and Liquidating a Purchase Order after all the transactions are complete. When this form is
completed, it will be emailed to assigned Coordinated Business Services staff for entry into PeopleSoft
for the request to be completed. Below are instructions for the fields on the form.
Requestor Name – Name of person completing form. Use formal name as on file with the University.
Requestor email – Requestor should enter his/her University email here. This will allow a copy of the
information submitted to be emailed directly to him/her from the system.
Supplier Name – Name of the supplier to which purchase order issued
Purchase Order Number – Purchase Order number in PeopleSoft to which this request relates
Purchase Order Receiving – As items are received and services have been provided, it is
necessary to receive them in PeopleSoft Financials. This signifies approval of the order and allows
Accounts Payable to issue payment. Please provide the information requested above to receive the
items that have been approved for payment. In many cases, this information can be obtained from a
packing slip or shipment notification.
If all has been received, check “All” and provide the date it was received. If parts/portions of the order
have been received, check “Partial” and provide the detail for those items and dates
completed/received.
If All:
If Partial:
add additional lines as need by clicking on the Add button.
Please
Please feel free to attach documentation with details.
Department – This selection provides a drop down listing that includes a choice for all EVPUP
departments. Some areas are grouped together for simplicity. After selected, an automatic email notice
of the transaction will be sent to the individual department reconciler. The reconciler will use this
information as support for the transaction.
Department: (drop down box)
Admissions
Budget & Planning/Position Management
Delphi Center
Diversity
Enrollment Management/UGA
Financial Aid
Institutional Research
McConnell Center
Metropolitan College
Provost’s Office/Sustainability/Faculty Affairs
Registrar
SIGS
Purchase Order Liquidation – If there is a balance remaining on a purchase order after all items
have been received, the remaining balance should be liquidated so that the funds are returned to the
applicable funding source. This may occur for many different reasons (e.g. shipping cost were estimated
and were lower than budgeted, item quantities changed, etc.). Please provide the amount to be
liquidated.
Purchase Order Liquidation
Reason/details for liquidation – Please provide any comments needed to complete the liquidation
process.
Please feel free to attach documentation with details.
Department – This selection provides a drop down listing that includes a choice for all EVPUP
departments. Some areas are grouped together for simplicity. After selected, an automatic email notice
of the transaction will be sent to the individual department reconciler. The reconciler will use this
information as support for the transaction.
Department: (drop down box)
Admissions
Budget & Planning/Position Management
Delphi Center
Diversity
Enrollment Management/UGA
Financial Aid
Institutional Research
McConnell Center
Metropolitan College
Provost’s Office/Sustainability/Faculty Affairs
Registrar
SIGS