Receiving is not required in the BearBuy system, and it will not impact invoice processing or payment.

However, campus departments are required by Audit to maintain records confirming physical receipt of goods or documentation showing that services were in fact rendered by the supplier. There is an optional receiving function in BearBuy to help departments maintain these records. Most commonly, departments use the receiving function to upload scanned images of packing slips.

BearBuy can also be used for receiving that is required by certain sponsored funding agencies.


  • Receipts cannot be attached or canceled once the purchase order (PO) is closed.
  • Shoppers can create and view receipts for their own orders only.
  • Requesters and Approvers can create and view receipts for all orders.
  • Viewers can view all receipts, but they can't create receipts.

Version Date: November 2023