Receipting or returning goods and services

Before invoices can be processed and paid, the goods or services need to be receipted in My Oracle to confirm they have been satisfactorily received.

To process a payment, My Oracle compares the order, receipt and invoice values. If there is no receipt, the supplier’s invoice will not be paid.

Who can receipt goods and services

All council employee with access to My Oracle can receipt a requisition, which is the term used to describe the step for getting internal permission to buy goods or services.

You are able to receipt your colleagues' requisitions if needed. This may help if goods and services have been ordered by a colleague who is on leave at the time of delivery.

Instructions on how to receipt can be found in the receipt goods and services (PO receipting) guidance in the My Oracle Hub.

Check goods and services before receipting

You should only create the receipt when the goods or services have been physically received and checked.

It is important that you only receipt the quantity or amount that you have received, as incorrect receipting may lead to overpaying the supplier.

When to receipt goods and services

An invoice is how a supplier requests payment.

You should not wait for the invoice to arrive before entering a receipt as the invoice is not evidence of satisfactory delivery.

Failure to receipt goods or services will delay the payment process to the supplier and may result in you receiving late payment charges under the 1998 Act described on GOV.UK.

Returning goods

There may be occasions where received goods and services are not satisfactory and need to be returned to the supplier. When this occurs, you must receipt before the return can be completed in My Oracle.

Instructions on how to do this can be found in the how to return receipts guidance in the My Oracle Hub.

Speak to your supplier to inform them of the faulty goods. If the goods are not being replaced with the same item at the same cost, request a credit note from the supplier.

Do not accept replacement goods that are different to the original order. If you wish to accept an alternative replacement product you will need to raise a new requisition for these items.

Correcting a receipt

My Oracle allows you to amend an existing receipt that has an incorrect value or quantity.

Instructions on how to do this can be found in the correct receipts of goods and services receipts guidance in the My Oracle Hub.