Online Receiving

CFS Workflow Mailer: Missing Receiving Information

If you requisition items for your department, you may have received an e-mail alert titled: "OA007 MISSING RECEIVING INFORMATION."  These alerts are automatically generated by CFS at the District Office when the invoice is processed for payment at District Accounts Payable and no online receiving has been done at the campus level. This information is intended to assist the campus user when dealing with these alerts.

  • Please don't delete it from your e-mail account; neglecting these alerts will cause processing problems for District Accounts Payable and timely payment to your vendor.
  • The Alerts are generated from CFS at the District Office. The Alerts will continue to appear until the online receiving has been performed.

Actions Required Upon Receipt of CFS Alert

  1. Check the PO#. Did you receive everything you ordered, or is it partially received?
     
  2. Check to see if you have the original packing slip. Did you forward the packing slip to the Receiving Clerk for online receiving?

    a. If you still have the original packing slip and all goods have arrived, sign and date the packing slip. Send an e-mail to the Receiving Clerk and Property Receiving Technician with the PO number, vendor and a statement that the goods or services have been received.

    b. If you were not given a packing slip for goods or services, please send an e-mail to the Receiving Clerk with the PO number, vendor and a statement that the goods or services have been received.

    c. If there is a problem with the order received, please call the Receiving Clerk (x.53593) and and the Property Receiving Technician to explain the problem. Make sure to document the problem and the resolution on the packing slip. If replacement goods are sent, make note of it on the packing slip.  Once the order has been completed, email the Receiving Clerk and Property Receiving Tech for online receiving.

  3. The Receiving Clerk can no longer accept a phone confirmation to perform online receiving. All requests for online receiving must be sent via e-mail to the Receiving Clerk and Property Receiving Technician noting PO number, vendor, and a statement that goods have been received. ​The Receiving Clerk or Property Receiving Technician will perform the online receiving and reply to your original e-mail confirming that the online receiving was done. 
     
  4. Once the online receiving has been performed, the CFS system should release the receiving hold and a check should be cut when District Accounts Payable runs its process. After 4 business days, verify in CFS that an invoice has paid. Make note of check number and date on the packing slip. If check has not been cut, follow up with District Accounts Payable.

If there are any questions or if you have a problem and need help, please do not hesitate to contact the Receiving Department at 623-845-3593.