linear_scale How To

Receive Goods

This page provides instructions on how to complete receiving, which verifies that goods or services have been received. Receiving can be done proactively to prevent a hold, or later to release a receiving hold on an invoice.

Receive Goods

At Stanford, departments are required to enter receiving information in iProcurement for the following orders:

  • Capital equipment purchases (via SmartMart or non-catalog orders)
  • Goods or services over $5,000 that require department approval. Receiving can be one way to obtain department approval before the hold is assessed. For more information about invoice approvals, see Topic Overview: Purchase Order Invoice Processing.

If the supplier sent the invoice to the department with the goods or services, the originator should upload the invoice to Accounts Payable via Requisition and Purchase Orders Query.

  1. Enter in the browser
  2. Select Login
  3. As prompted, log in using SUNet ID and password

  1. Select SU Internet Procurement

Find a Requisition Created by You
  1. Select the My Receipts tab at top of the iProcurement home page
  2. Select the Requisition number under Requisitions to Receive
Locate a Requisition Not Created by You
  1. Select the My Receipts tab at top of the iProcurement home page
  2. Use the drop-down menus under the Header to locate the requisition. Leave the Search drop-down menu as Items to Receive
  3. Change the Search Attribute drop-down menu to Find by Order Number
  4. Enter the 8-digit purchase order number in the Search Value field
  5. Select Go (this may take a few minutes) 

  1. Review to ensure this is the correct requisition
  2. Review to determine if the items have been received by your department

Express Receive
  1. Select the line(s) that have been received by selecting the box to the left
  2. Select Express Receive near the top right
  3. Select Submit
Receive by Line or Quantity
  1. Select the line item and quantity to receive by selecting the box under Requisition
  2. Enter the Receipt Quantity for each item you want to receive
  3. Select Next
  4. Add Receipt Information if provided
    • Enter Waybill
    • Enter Packing Slip
    • Enter Receipt Comments
  5. Select Next
  6. Once verified, select Submit
    Notifications can also be received in email. The notification contains a link to the Notifications Worklist.
  7. Select the Purchase Requisition [X] for [originator name] link in the Subject column
  8. Select the View Requisition Details link in the Related Applications section
  9. Select the icon in the Details column
  10. Select the Show Additional Information link
  11. Review the Requisition Display for accuracy
  12. Select the OK button twice to return to the Notification
  13. Once verified, select Submit
    A confirmation screen appears to allow the review of receiving details.
Last Updated: Aug 3, 2023


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