What are the different types of auto-receiving?

You can choose from the following auto-receiving configurations:

Auto-receiving based on commodity code: Configure auto-receiving based on line-item commodity codes through the Import Receiving Types By Commodity Code task (ReceiptByCommodityCode.csv file). You can use the following types of auto-receiving with the commodity code configuration:

• Auto-receipt on order date - Receive by quantity/Auto-receipt on order date - receive by amount: Items are fully received as soon as the purchase order moves to Ordered status.
• Auto-receipt on due date - Receive by quantity/Auto-receipt on due date - receive by amount: Your site calculates the lead time for a particular item in the following ways:
  
  • The Application.Procure.DefaultLeadTime parameter controls the lead time for non-catalog items. When set for "0" days, receipts for non-catalog items go straight to Approved status.
  • Lead time for catalog items depends on the setting in each supplier's Catalog Interchange Format (CIF) file, which determines how many days after the ordered date the receipts move from Submitted to Approved status. The ProcessAutoReceipts task runs nightly to move any pending receipts for auto-receiving from Submitted to Approved status after the lead time passes.
  • Lead time for PunchOut items depends on the commerce eXtensible Markup Language (cXML) from the customer's PunchOut catalog; this determines how many days after the ordered date the receipts move from Submitted to Approved status. The ProcessAutoReceipts task runs nightly to move any pending receipts for auto-receiving from Submitted to Approved status after the lead time passes.
• Auto-receipt on invoice - reconcile by quantity/Auto-receipt on invoice - reconcile by amount: Line items are received when an invoice reconciliation is generated against the order for the appropriate line-item quantities or amounts.
• Auto-receipt on charge reconciliation - reconcile by quantity/Auto-receipt on charge reconciliation - reconcile by amount: Items are received when associated with a purchasing card (PCard) order.

Auto-receiving based on supplier part number: Configure auto-receiving based on line-item supplier part numbers through the Import Receiving Types By Part Number task (ReceiptByPartNumber.csv file). The available types of auto-receiving for supplier part numbers are the same as those for commodity codes:

• Auto-receipt on order date - receive by quantity/Auto-receipt on order date - receive by amount
• Auto-receipt on due date - receive by quantity/Auto-receipt on due date - receive by amount
• Auto-receipt on invoice - reconcile by quantity/Auto-receipt on invoice - reconcile by amount
• Auto-receipt on charge reconciliation - reconcile by quantity/Auto-receipt on charge reconciliation - reconcile by amount
  

Auto-receiving for purchase orders with a total amount below a certain dollar threshold. SAP Ariba Customer Support configures this auto-receiving option through the Application.Procure.AutoReceiveOrderAmount parameter, which automatically receives all orders with a total cost less than or equal to the parameter value. This parameter always uses the auto-receiving type of Auto-receipt on due date, unless otherwise specified as a different auto-receiving type in the receiving types by commodity code or part number sections. Dollar amount auto-receiving keeps the receipts in Submitted status until the lead time for the line item passes.

Auto-receiving for line items with a total amount below a certain dollar threshold. SAP Ariba Customer Support configures this auto-receiving option through the Application.Procure.AutoReceiveLineItemAmount parameter, which automatically receives all order line items with a total amount less than or equal to the parameter value. If the total order amount falls above the threshold set by the Application.Procure.AutoReceiveOrderAmount parameter, your site checks this line-item level parameter to see whether to use auto-receiving for any line items on the order. This parameter always uses the auto-receiving type of Auto-receipt on due date, unless otherwise specified as a different auto-receiving type in the receiving types by commodity code or part number sections. Dollar amount auto-receiving keeps the receipts in Submitted status until the lead time for the line item passes.

Note: If a requisition line item has an amount of 0, and this parameter is set to 0, the line item is marked for auto-receiving. You can change this parameter to a blank value if you want to avoid auto-receiving of line items that have an amount of 0.

Auto-receiving for imported requisitions. SAP Ariba Customer Support configures this auto-receiving option through the Application.Procure.AutoReceiveImportedReqs parameter. This parameter is disabled by default. When this parameter is set to Yes, a purchase order associated with an imported requisition is automatically received as per the Due date(Auto-receipt on Due date).

Keep in mind that the type of receiving selected for a line item that both falls below one of the dollar threshold parameters and matches a receiving type by commodity code or supplier part number depends on whether the receiving type by commodity code or supplier part number is an auto-receiving type or a manual-receiving type.

The following scenarios help to illustrate how the auto-receiving configuration works when multiple criteria are met.

Scenario #1: Order meets criteria for both auto-receiving amount parameter and receiving type by commodity code (auto-receiving)

• Purchase order data
  • Line-item commodity code: 44
  • Total amount: $100
• Receiving configuration
  • Receiving type by commodity code for 44: Auto-receipt on order date
  • Auto-receiving by amount parameter: Auto-receive orders less than or equal to $500

When the order meets both criteria, and the receiving type by commodity code is configured to an auto-receiving type, the auto-receiving type configured for the commodity code (Auto-receipt on order date) takes precedence over the parameter auto-receiving type (Auto-receipt on due date).

Scenario #2: Order meets criteria for both auto-receiving amount parameter and receiving type by commodity code (manual receiving)

• Purchase order data
  • Line-item commodity code: 44
  • Total amount: $100
• Receiving configuration
  • Receiving type by commodity code for 44: Manual receipt - receive by amount
  • Auto-receiving by amount parameter: Auto-receive orders less than or equal to $500

When the order meets both criteria, and the receiving type by commodity code is configured to a manual receiving type, the parameter's auto-receiving type (Auto-receipt on due date) takes precedence over the manual receiving type configured for the commodity code (Manual receipt - receive by amount).

For more information about Lead Time, refer to the Ariba Procurement Data Import and Administration Guide.

Purchasing > Receiving > Receiving Types