Receipt, a Release, or IDF

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Last Updated: Feb 25, 2025, 02:05 PM

 How to Determine Whether or Not to Enter a Departmental Receipt, a Release, or Prepare an Invoice Distribution Form (IDF)

Type of PO Departmental Receipt Required? Release Entry Required? Invoice Distribution Form Required?
Standard, 2-way match, Direct Delivery No No No
Standard, 3-way match, Direct Delivery Yes No No
Standard, 3-way match, Standard Delivery No No No
Planned, 2-way match, Direct Delivery No Yes No

Terms and Definitions

PURCHASE ORDER TYPES

  • Standard Purchase Order: A one-time order issued to a Supplier for a particular item or service.

  • Planned Purchase Order: A purchase order set up with a Supplier for some time.

MATCHING TYPES

  • 2-way match: No Receipt is required. Payment is made by matching the purchase order and the Supplier’s invoice.

  • 3-way match: A receipt by the Department or by Central Receiving is required. Payment is made by matching the purchase order, the receipt, and the Supplier’s invoice.

RECEIPT ROUTING

  • Direct Delivery: Delivered directly to the Department location by the Supplier or Department picks up.

  • Standard Delivery: Delivered to Central Receiving.