Operating Procedures Manual

22.6.2. Returns to Vendors

The requestor may contact the vendor and obtain permission to return unacceptable items. The Purchasing Department will assist if requested. The requesting department then returns the item(s) to the vendor following vendor instructions.

To return an item ordered on a purchase order, do the following:

1. Contact the vendor to get permission to return. Be sure to mention the Purchase Order number when contacting the vendor. The department will usually be given a Return Authorization (RA) number and sometimes a different company address.


2. Communicate to Accounts Payable the returned item, the vendor name, Purchase Order number, item number on the Purchase Order, vendor invoice number if known, and the desired outcome.

NOTE: When Accounts Payable is informed of an item being returned, it will not be paid for. If the item was already paid for, Accounts Payable will watch for a credit or refund.

3. Complete a Packing Slip, available from the Purchasing Department or on its forms Web site http://www.admin.mtu.edu/acct/forms/purchasing/packslip/.


4. Bring the properly labeled package to Mail Services, in the Administration Building, for shipping. If too large for UPS or FedX, call Central Receiving at 7-2700 to pick up the package.


5. Retain the shipping receipt. It can be used for initiating a proof of delivery, if needed.


6. If additional items are needed, purchase by using the purchasing card.

To return an item ordered and paid for by the purchasing card, do the following:

1. Contact the vendor to get permission to return. The department will usually be given a Return Authorization (RA) number and sometimes a different company address.


2. Complete a Packing Slip, available from the Purchasing Department or on its forms Web site http://www.admin.mtu.edu/acct/forms/purchasing/packslip/.


3. Bring the properly labeled package to Mail Services, in the Administration Building, for shipping.


4. Retain the shipping receipt. It can be used for initiating a proof of delivery, if needed.


5. Request the purchasing card number be credited for returned item(s).


6. If additional items are needed, purchase by using the purchasing card.