An electronic "receipt" must be created in PeopleSoft to enable Accounts Payable to pay for all goods and services. For schools and sites without a designated person on site to process sales receipts, packing slips, or invoices into an electronic "receipt", the following process will be followed.
For items that are delivered directly from a vendor to your site (not from the district warehouse) orpurchased and picked up from a vendor location by a district employee, the district's Receiving Department will key in the dollar amount and/or quantity to create a "receipt number" that will facilitate payment by
Accounts Payable.
For auditing purposes, a copy of the receipt or packing slip must be sent to the Supply Center Warehouse Receiving by either:
- Scanning and attaching to an email and sent to Supply Center Warehouse Receiving ([email protected]).
- Or faxed to Supply Center Warehouse Receiving at (858.496-8052).
The email or fax MUST contain the following information:
- Sales receipt (for items purchased and picked up from a vendor location) and packing slip (not invoice), is delivered by a Vendor to your location.
- Cash Register Receipt Transaction # (where applicable)
- Total dollar value (including sales tax)
- Purchase Order number
================= Once this has been done =================
- Make a copy for your Records, and then
- Send the Original receipt/packing slip to Accounts Payable (Ed Center - Rm#3141), making sure that the Term PO# is referenced on the original documents.
**DO NOT SEND ANY ORIGINAL DOCUMENTS TO THE RECEIVING DEPARTMENT**