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Receiving Job Aid

The University of Georgia processes encumbered payments once a two-way or three-way match has been established. Accounts Payable is responsible for performing the two-way or three-way match.

The components of a two-way match are a valid, University issued purchase order and invoice. Two-way matching is applicable to purchase orders with a total dollar amount of $2499.99 or less that procure goods only.

The components of a three-way match are a valid, University issued purchase order, invoice, and receiving report documenting receipt of goods or services. Three-way matching is applicable to purchase orders issued for goods with a total dollar amount of $2500.00 or more and all purchase orders issued for services (including copier leases, postage meter leases, etc.).

Purchase orders that are delivered to Mail and Receiving Services are typically receipted by that unit. Mail and Receiving Services will create receipts for purchase order lines that have items that can be physically received within their unit.  Please note, there may be items listed on a purchase order that cannot be physically received by Receiving Services. These line items will require the UGA unit that created the purchase requisition to receipt those items.  Examples of these types of items include:

  • A warranty is listed as a separate line item,
  • Software downloads,
  • Internal components of a computer or machinery that may be included as a separate line on a purchase order (i.e. hard drive upgrade, additional memory, etc.)

On occasion, UGA may issue a purchase order with Mail and Receiving Services listed as the ship to location; yet the supplier may deliver all or a portion of the order directly to the end user department.  When this occurs, the end user department should complete the receipt for that item(s) in UGAmart.    

Employees assigned the Requisitioner role and the Approver role in UGAmart are granted receiving privileges.  Employees with the Shopper role can be granted receipt permissions; however, the employee supervisor must submit a UGAmart Access Request form to request the UGAmart Receiver role be assigned to the employee.

*Any purchase order that requires a receipt and does not designate Mail and Receiving Services as the “Ship to” location must be receipted by the department that placed the order. It is recommended that receipts be created promptly upon delivery of items.  

Step-by-step instruction for how to create receiving reports is available at:  https://kaltura.uga.edu/media/t/1_mug7uvix