What is the expected workflow of a receipt?

SAP Ariba Buying & Invoicing

Receipts are created once the order moves to Ordered status. There are two different statuses for receipts:

1. Main Status
   1. Composing
      • This is the initial status of a manual receipt, and is when the approval flow will be triggered.
      • Requester is expected to edit and submit these receipts.
      • Users with enough permissions can also edit and submit the receipts.
      • To submit the document, the requester will have to Receive at least one quantity of the line item.
      • the Receipt will remain in Composing status even after clicking Submit. The requester will be added as the first approver.
   2. Submitted
      • Once the first approval of a receipt is completed by the requester, it moves to Submitted state.
      • Usually the first approver in the approval flow is the Requester, and this node will be approved if the Requester submits the Receipt.
   3. Approved
      • Once all the approvals are done, Receipt will move to Approved state, which is the final main status.
2. Processing Status
   
   1. Processing
      • This status will be after the Receipt is sent to the ERP and awaiting acknowledgement.
      • If the Receipt fails with ERP Push Errors, it will move to Awaiting Processing status.
      • In this case, you need to review these Errors and take action so that the ERP doesn’t send errors to Ariba.
      • Receipts will try to send up to 25 times to the ERP then stopping (default configuration).
      • Before the 25 attempts are up, you will need to perform the corrective action on the ERP side.
      • Refer to KBA KB0403226: handling receipts that are failing to send to the ERP for details.
   2. Awaiting Processing
      • This is the status before the Receipt is re-exported to the ERP after the initial failure. Refer to KBA KB0395853: handling receipts stuck in Awaiting Processing status for additional details.
   3. Processed
      • Receipt moves to Processed status after the export to ERP is successful.

• The Requester must submit receipts.
• Receipts can only move forward in status and cannot be canceled or edited.

Please note that the Receipt will not change the Approved status once it reaches this status. In the UI, the Receipt will remain in Approved status, but in the Summary tab, you will find the Processing Status, which changes between Processing, Awaiting Processing, and Processed.

Purchasing > Receiving