1. Login to your UCSF MyAccess account.
2. Click on the BearBuy link to open the application.

1. From the side navigation bar, go to Accounts Payable > Receipts > Create New Receipt.
    
    
2. In the Create Receipt pop-up window, select the Receipt Type – Quantity Receipt or Cost Receipt – and enter the PO Number. Note: Quantity Receipts are best for POs that have distinct quantities, such as catalog orders or orders placed using the Non-Catalog Form. Next, click the Create button.
    
    
3. Optional: On the receipt, enter the Packing Slip No. and attach a scanned copy of the packing slip. Enter other optional information, including Notes, or edit the Receipt Name as desired. To add an attachment, click the Attach/Link button. In the pop-up window, select the Browse button to select a document. Next, click the Attach Document button, and then Close the window.
    
    
4. Enter the received Quantity (or Cost) next to each line item on the order.
    
    
5. Click the Remove Line button next to any line items that do not apply to this receipt.
6. Note: You may click the Save Updates button to save the receipt as a draft to work on later.
7. When done, click the Complete button.
8. A confirmation page will display with the Receipt Number and PO Number.

Follow the steps above to create a new receipt. Before clicking the Complete button, be sure to select the Remove Line button next to any line items that do not apply to this receipt. Also, select the Receive & Return (or Receive/Cancel) button next to the line item being returned. A second line will appear for the line item so that you may enter the Quantity (or Cost) that was Received, and the Quantity (or Cost) that was Returned (or Canceled).

Note: You may click the Save Updates button to save the receipt as a draft to work on later.

When done, click the Complete button.

A confirmation page will display noting the Receipt Number and PO Number.

1. From the side navigation bar, go to Accounts Payable > Receipts > View Draft Receipts.
    
    
2. Select the Draft Receipt that you wish to complete.
3. Note that you can delete a draft receipt by clicking the Delete button on the right side.

1. From the side navigation bar, go to Orders > My Orders > My Receipts.
    
    
2. The search defaults to receipts you created in the Last 90 Days. Adjust the filters as needed.
    
    

1. Enter the Receipt or PO Number in the search bar at the very top of BearBuy.
    
    
2. Select "All" from the dropdown. (Alternatively, select a specific document type, such as Receipts, to search only that field.)
    
    
3. Click the magnifying glass to run the search.
    
    
4. Click on the Receipt Number to view the receipt details.
    
    

Helpful Tip: When viewing a PO, click the Receipts tab to view all receipts associated with the order. Then, click on the Receipt Number to view the receipt details.
 
 

1. From the side navigation bar, go to Accounts Payable > Receipts > Search For Receipts.
    
    
2. The search defaults to receipts created in the Last 90 Days. Adjust the filters as needed.
    
    
3. Enter any of the following criteria in the Quick search bar: PO Number, Receipt Number, Receipt Name, Packing Slip Number, Supplier, Participant, Catalog Number, Manufacturer Number, Product Description, Tracking Number. Note: You may need to use a comma to separate values in a list.
    
    
4. Optional: Click the question mark for tips to improve your search.
    
    
5. Optional: Add filters, such as the Supplier, Department ID, or Project, as needed. Click the Add Filters link, start typing the filter name (such as "Supplier"), and select the filter. Then, enter a value for the filter (such as the Supplier's name), and click the Apply button. Helpful Tip: Checking the box next to the Supplier's name that appears in all caps will give you most the precise results.
    
    
    
    
6. Click the magnifying glass to run the search.
    
    
7. Click on the Receipt Number to view the receipt details.
    
    

Note: Once the PO is invoiced, the receipts cannot be modified; however, you can add a comment to the PO for recordkeeping purposes.

1. Review the training topics above for detailed instructions on how to search for a receipt.
2. Click on the Receipt Number to view the receipt details.
3. Click the Reopen Receipt button in the upper right corner of the page. (If you do not see this button, the PO was invoiced and receipts can no longer be edited.)
    
    
4. Select OK when prompted with, "Are you sure you want to reopen this receipt?"
5. Enter a comment in the pop-up window (the receipt will not reopen without a comment), and click the Reopen Receipt button.
6. The receipt can now be edited.
7. When done, click the Complete button (or select Delete to delete the receipt).

• Who can receive in BearBuy?
  • Anyone with a BearBuy role (including Shoppers) can receive in BearBuy.
• I want to enter my receipt but I can’t. Why not?
  • The PO is closed.
• I want to edit my packing slip but I can’t. Why not?
  • The PO is closed or the matching process has been run against the receipt.