• Why is there no data showing up on my balancing reports (you see an "@error" message on the screen)?

• How do I handle receipts for fixed assets?
• How do I enter a receipt for a Standing Order?

• Can I change an IIT once I have saved it?

• How can I expedite payments for Blanket Releases?
• How do I find out if a DV, TR or Blanket Release has been paid?

• How do I enter a discounted price on a requisition?
• Where do I enter freight costs on a requisition?
• What if the description of the item I am ordering is too long?

• What if an item received has a lower cost per unit than the amount entered on a release?
• What if I receive a partial shipment and decide I do not want the remaining quantity?

How do I 'unsubscribe' to the SmartStream Email Group?

1. Check the date format (some require slashes and some don’t)
2. Make sure the date used is the date the item(s) were entered into SmartStream.
3. Receivers -Check if the packing slip field is entered correctly (DDMMYYUSERNAME). View the Packing Slip field using the Receipt Maintenence activity. Incorrect information may be changed and saved.

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Receivers:

Receipts for fixed assets OVER $5,000 are entered by the Department of Physical Asset Management. Receipts for fixed assets UNDER $5,000 are entered by your department.

Send an E-mail to your Department’s Fixed Asset Liaison or to Mitzi Fetner and advise them when you receive a fixed asset. They will tag the item. If the item is OVER $5,000, they will have you sign off on the receipt and they will enter the receipt. If the item is UNDER $5,000, you do not have to wait for it to be tagged to enter into SmartStream.

How do I enter a receipt for a Standing Order?

Change the Quantity Received to the actual quantity delivered.

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NEW INSTRUCTIONS: Enter the UDAK followed by the Department Name in the Description field (without an account number).

Yes. You can delete or change an IIT up to the time it is posted.

If the IIT has been posted, you can view it in the Posted Journal activity. Correcting entries may be made in the Unposted Jounals Activity.

How do I find out if a DV, TR or Blanket Release has been paid?

a) Open Invoice activity and click the Open button.

b) Specify the criteria:

Field= Payment Request Voucher Number
Operator=Contains 
Value= DVxxxxxx OR TRxxxxxx OR BFxxxxxxAxx

c) Return the value to the window.

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How do I enter a discounted price on a requisition?

Enter the discounted price in Unit Price and describe discount in comments.

Enter freight information in the comments.

Use the line comments view and enter the extended description in the comments.

Accounts Payable will pay the lower unit cost.

Close the blanket release line to receiving. See instructions following on Closing a Blanket Release Line(s) Short.

• Click on last line and press Enter on keyboard.

3. To close, Click on Views, Line Schedule Detail
4. Use scroll arrows to find line to be closed.
5. Click on Actions, Close to Receiving.
6. Click on Yes.
7. Repeat for any additional lines to be closed.
8. If entire Blanket Release is being closed, skip to step 11.
9. Click on Views, Line Detail, Line Comments: Enter reason line is being closed.
10. Repeat for each line being closed
11. In Main View, Click on PO Comments and enter reason Blanket Release is being closed.
12. Save

Note: If only lines are closed, you do not "Select Purchase Orders to Send." If lines are added, you do.

IMPORTANT: If incorrect Receipts have been entered, those receipts must be reversed and re-entered correctly PRIOR TO CLOSING SHORT.