Receiving Software Items Best Practices

At a former company we  added "LIC" as a PO suffix.

When A/P saw that suffix, they knew to email the end-user and confirm receipt of product.

A/P would have the buyer enter the name, phone number or email address of the end-user in a PO user field.

When we rolled out RQC, we had the requester fill out the name, phone number or email address in a PO user field.

 

Thanks for the reply!

I like the idea of possibly adding the information to the userfield, but not sure about the prefix on the PO number.  We are trying to stay away from any kind of manual PO numbers and PO Codes.  

I guess we are looking for more of an up-front solution.  It still sounds like it's up to AP to do the legwork.  I'd like to see the person downloading the software to just receive it, I guess?

You could make someone in your IT dept the offical receiver for software and downloads. I tried to push that idea at one company but IT did not want the responsibility.

 

If it is not going to be physically received, we turn the PO into a service PO and use the suffic "SVC" as the PO code. This tells accounting that they need to confirm with the recipient that the service (or download) was actually done. For downloads, we email the PO to the requester when the order is placed so they know to go out and get it.

If you wanted to have the requester do the receiving, you could use Receiving Self Service. We have that open to a few people outside of receiving.

We created two req locs for the department. One has the PO Code on it. For your scenario, they would use the PO Code location, the PO100 creates the PO with PO Code (we also have them trained to key as an "S" type item.) Invoice routing for that PO Code goes to the department (in this case IT) to confirm service (in this case the download and installation) is complete and once approved, the service line matches without need for receipt.

Most of what Facilities and BioMed create go this way.