Purchasing

Receiving Procedures

To receive items on a purchase order:

Bring up the purchase order and click the Receive Items link
Print the screen
Using the printed copy mark off the items received
E-mail the buyer information on any discrepancies and cc: Accounting
After manually receiving the items, enter the date and quantity received on the screen.
Do not include damaged or substitutions items at this time.
Save and exit

Damaged Items:

E-mail buyer and cc: Accounting with a description of items damaged.
Do not enter the receipt of the damaged items until a replacement has been received.

Shortage/Overages:

E-mail buyer and cc: Accounting with a description of any shortages/overages.
Enter the actual amount received.

Open (blanket) Purchase Orders:

Items received against an open purchase order cannot be received electronically.
To receive these items, send the invoice/receipt attached to a Request for Payment form signed by the Administrator to Accounting.
If there are more than one receipt, each receipt must be signed by the Administrator.

Capital Outlay:

Enter receipt of item
Enter "N/A" in serial # field
Purchasing will input serial #

Substitutions:

No substitute items are to be accepted without prior authorization from Purchasing.