Disbursement Services Section (APY)
PROCEDURE 2
Effective Date: 05/27/2005
Last Modified Date: 05/27/2005
Procedure Description
When Purchase Orders (POs) are issued by Material & Disbursement Services, a copy of the original requisition, a copy of the PO, and a receiving report are returned to the requisitioning department. [Exception: If a shipment is scheduled to be delivered to Central Receiving (CWS), the Computer Repair Center (CRC), or Environment, Health, & Safety (EHS), a receiving report is not sent to the requisitioning department.]
Procedure Steps
Processing the receiving report varies with the intended destination and the completeness of the shipment.
- If an item is delivered by the vendor directly to your department (not from Central Receiving), complete the receiving report after you receive the item(s). Signing and returning the receiving report to Disbursement Services indicates that the goods or services ordered have been received, are as ordered, and can be paid for when the invoice is received.
- If items are delivered by the vendor to Central Receiving, HSO, or CRC, those offices will deliver your items with a delivery slip. You do not have to complete your receiving report if there is a delivery slip.
- If items delivered to your department by the vendor have a ship-to location of CWS, HSO, or CRC on the PO, call and notify the appropriate location that your order has been received.
- For a partial shipment, mark the items received on the receiving report, show the date they were received, photocopy the receiving report, sign and date the copy, and send the copy to Disbursement Services. Sign and send the original receiving report when all items have been received.
- If all items have been received from the vendor, sign and date the receiving report and send it to Disbursement Services.
Receiving Report Transmittable Online
Disbursement Services cannot pay invoices without a receiving report. Submit the receiving report as soon as goods are received. Online receiving is available to campus departments that have FRS online requisitioning capability. To obtain access to online requisitioning and receiving, complete and submit ACT Appendix 14, Consolidated FRS Single User Access Request Form.
Additional Information
See also:
- APY Appendix 3, Receiving Report
- MSD Policy 23, Receiving Purchased Items
- MSD Procedure 7, Receiving Purchased Items
- MSD Appendix 9, Receiving Report, Form P-105
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