Chapter 22. Purchasing

22.7. Receiving Orders

Each department accepts incoming shipments for purchase orders made.

Failure to perform any of the following tasks may void the ability to file a freight claim.

To receive an order, do the following:

1. Verify the number of cartons, note any damage/shortage, and sign the UPS (or other carrier’s) delivery record or manifest indicating the number of package/parcels received.



2. Open the package/parcel.



3. Review items received. Purchase orders with a value of $1,000 or more will need department acknowledgement that the order was received prior to invoice(s) payment.


NOTE: Orders valued at less than $1,000 will be paid without a receiver. Departments must inform Accounts Payable of any problems so that payment can be delayed.


4. A copy of the purchase order will be emailed to the department.



5. Notify the Purchasing Department by memo or telephone (7-2510) within 24 hours after receipt of packages when material received does not conform to specifications ordered or when other deficiencies exist. Delays will probably make resolution more difficult.



6. Save containers, packing material, wrappers, etc. for carrier’s inspection if a shipment is damaged or short. A claim may be filed if responsibility for damage can be ascertained. Failure to retain said material may void the ability to file a claim (refer to section 22.6.3. Freight Claims). The Purchasing Department will initiate a freight claim.