Electronic Receipting for USDA Shipments (Rev.)

This Management Bulletin (MB) notifies Food Distribution Program (FDP) recipient agencies, processors, and warehouses who receive direct shipments of U.S. Department of Agriculture (USDA) Foods from the USDA of an updated requirement regarding the receipt of USDA Foods in the Web Based Supply Chain Management (WBSCM) system. This MB replaces the previous MB, Electronic Receipting for USDA Direct and Multi-food Shipments, dated May 2011. The revised USDA Policy Memo FD-062 is available on the USDA FDP Processing Policies web page at https://www.fns.usda.gov/usda-foods/electronic-receipting-usda-direct-and-multi-food-shipments-revised. (The revised USDA Policy Memo 709.5 is available on the USDA FDP Processing Policies web page at ttps://www.fns.usda.gov/usda-foods/ shipment-receipt-goods-instruction-709-5.)

Receiving organizations are now required to enter all shipment receipts within two calendar (business) days of delivery, using the WBSCM Shipment Receipt Function, in order to meet contractual agreements. This requirement applies both to direct and multi-food shipments of USDA Foods.

If the USDA has received an invoice for a shipment, and the receiving organization has not entered a Goods Receipt within two calendar (business) days of delivery, the USDA will enter a Goods Receipt in WBSCM on behalf of the receiving organization based on supplier-provided proof of delivery documentation. It is important, however, that the receiving organization enters the Goods Receipt on their own behalf in order to ensure the Goods Receipt is an accurate reflection of what was accepted by their organization.

The WBSCM Shipment Receipt Function allows receiving organizations to issue receipts for USDA Foods electronically, thereby communicating delivery status information in real-time. This action also changes the status of the order to show that it has been received and contains a Shipment Notification Report that agencies can use to verify when a shipment has been received.

In addition, the following items are critically dependent on proper WBSCM receipting:

1. Vendor Payment Matching Process
2. Value of Commodities Received Report
3. Claims
4. Recalls

If you need assistance with the process of entering a Goods Receipt in WBSCM, please contact the USDA WBSCM Help Desk by email at WBSCMHelp@ams.usda.gov or by phone at 703-305-2914, or the California Department of Education’s FDP by phone at 916-323-0865.

If you have any questions regarding this MB, please contact Carrie Robinson, Food Administration Unit, by email at CRobinson@cde.ca.gov or by phone at 916-324-7132.