Upon Receipt of Goods:
- Inspect packaging and goods for signs of damage. Save packing materials. Insurers may want to inspect them if the goods are damaged.
- Do not accept the shipment if the goods are damaged. Document damage directly on the receiving carrier's forms as justification for non-acceptance.
- Compare the merchandise received to the vendor generated documentation (usually a packing slip or vendor invoice). They should match. Verify that the shipment is the correct quantity and price.
- If incorrect, call vendor immediately to discuss problem. If returning merchandise, request a Returned Goods Authorization (RGA) number from the vendor.
- Sign the receiving forms. Sign only for what was actually received.
- Verify, immediately, that the product performs correctly. If defective call the vendor, and arrange for its return. Do not try to fix a defective product. This may violate the warranty or it may be construed as acceptance of an inferior product.
Documenting Receipt of Non-Assets
Non-assets are expendable items and equipment having a cost of less than $2,500 OR a useful life of less than one year. Non-capital equipment can be tracked by the department, but is not centrally tracked nor are its records maintained centrally. When choosing the item category for a non-capital purchase from a requisition, you should be careful to select a non-capital category instead of a capital one.
Departments are responsible for electronically documenting receipt of purchases from external vendors. This electronic receipt authorizes payment of the invoice at the cluster level. The receipt must refer to the purchase order to authorize payment. No receiving transaction is necessary for goods received from UStores, or Internal Service Organizations (ISOs) or purchases on the Non-PO Related Payments List.
Documenting Receipt of Assets
If you receive equipment valued at $2500 and over, it is capital equipment and must be electronically received at the cluster level. Forward the receiving documents and the request to Procurement Specialist to your cluster.
For more information on Capital Equipment, see the Administrative Policy: Managing University Capital Equipment.
Documenting Receipt of Services
To document receipt of standard and professional services over $3000, enter the electronic receiving transaction when the work is complete to authorize payment. See also the Administrative Policy Purchasing a Professional Service and associated procedures.
Paying for Purchases
The purchase order will instruct the vendor to send the invoice to the cluster, where it will be matched with the purchase order and receipt. Non-PO-Related purchases are billed to the Requestor.
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