Receiving Report

Purchase orders must be received on line and original invoices received in Accounts Payable in order to process for payment.  It is the responsibility of the campus secretary or bookkeeper to enter the receiving report information once the items have been received at the campus.

RECEIVING REPORTS

Requisitioners are responsible for prompt receiving of materials delivered directly to their location. Receiving report should be complete within two (2) business days. The following are some of the problems related to late or improper receiving reports:

·    Non-payment of invoices

·    Loss of vendor credit

·    Loss of vendor support

·    Non-delivery or delayed delivery of other requisitioner’s orders

·    Higher costs on future purchases

·    Remember to receive on all “Shipping and Handling Charges” also

.  Common Problems Associated with Receiving Material

A.     DUPLICATE SHIPMENTS   

·  If a duplicate shipment of merchandise is received, the school or department has two options: If funds are available, they may keep the merchandise and pay for it or return it to the vendor.  Items returned to the vendor may result in restocking fees.  Please refer restocking fees to Purchasing for disposition.

· If funds are available and the school department decides to keep the merchandise, they must prepare a new Non-standard Requisition to pay for the extra shipment.

· If a duplicate shipment of merchandise is received, the school/department may refuse the later shipment at the time of delivery. If it is not refused and the school/department decides to return it to the vendor, the following procedures should be followed:

1.  If the vendor is within the city

·   Contact the vendor and request pick up

·   Request a credit memo be issued

2.   If the vendor is out of town:

·   Request an RMA number from the vendor

·   Request the vendor make shipping arrangements to pick-up the material from the school or office

·  Contact the Purchasing Office at 713-740-0197

·  Returns must be made within 30-days of receipt

B.     Original Shipment Receiving Report /Quantity Overages

              1.  If School/Department plans to keep overage:

                      a.  If a receiver has not been done:

                            School/Department will need to contact purchasing to change the

                            quantity on the purchase order.

                       b.  If a receiver has been done:

                            School/Department will need to cancel/void receiver before they contact

                            purchasing to change the quantity on the purchase order.

                2.  If the School/Department plans to return the overage:

                       See the "Receiving Report" page under Section C.

C.     damaged MERCHANDISE / items received in ERROR

· If supplies/materials are damaged or received in error at the time they are delivered, the School / department should refuse to accept the shipment. However, if damaged or erroneous materials are accepted, a notation should be made on the delivery ticket, packing slip, and receiving report. Then the procedures for returning duplicate shipments should be followed.

· If supplies/materials are returned because of a school / department error and through no fault of the vendor, there may be a restocking charge and/or return freight charge. These additional charges will be charged against the school or department budgets.

· For assistance with damaged or erred merchandise, please call the Purchasing Department at 713-740-0197.

D.     exceptions to shipping directly to the warehouse

All items should routinely be shipped directly to the warehouse except for the following items. These items should be shipped to the Schools or Department locations. The Warehouse Manager updates this list annually.

 

· All Rush and Priority Purchase Order’s

· Furniture Orders

· Computer and Technology Hardware (Technical Services for bar-coding if less than 15 units)

· Electronic Items (Technical Services for bar-coding if less than 15 units)

· Audio Visual Equipment (Technical Services for bar-coding if less than 15 units)

· Large Items and Equipment (washers, dryers, refrigerators, ranges,etc.)

· Auto Shop Equipment Orders

· Police Equipment / Material Orders

· All Chemical Items

· All Science Material

· Maintenance Material Orders

· Transportation Material Orders

· Boise Cascade Orders

· TAAS Material

· Clinic Supplies

· Software Orders

D.     outside Vendor’s Repairs

· For equipment that does not have a maintenance contract, departments or schools must submit to the Purchasing Department a requisition for repairs. Be specific by including on the requisition the make, type, model and serial number of the equipment with a brief description of the problem.  Only one vendor can be used per requisition. Therefore, if you have three IBM typewriters and one vendor does all repairs, there would be only one requisition needed. Multiple pieces of equipment must have separate requisitions if different vendors are involved.   If the school or department has not recommended a vendor, the Purchasing Department will assign one in accordance with state and local regulations.

· Upon completion of the work, the vendors will notify you of the charges so that a P.O. can be issued.  Keep service tickets for a history file on your equipment.

· Upon receipt of the returned item, the using department should complete the receiving report.

·  Repair requisitions should not be sent to Purchasing for equipment that has a maintenance contract. Simply call the vendor, verify that your maintenance contract is active, and request service.

· If you feel that your work has not been handled properly, please contact Purchasing in writing so records can be maintained about the performance of the vendors.  Purchasing will work with you to rectify any problems you may be experiencing.

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Last modified: 07/12/07