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RECEIVING REPORT INSTRUCTIONS

Material & Disbursement Services (MSD)

APPENDIX 9A

Effective Date: 03/01/1998

Last Modified Date: 07/16/1997


Prepared with Purchase Order

The Receiving Report is generated with the Purchase Order. The receiving report (green copy) is sent to the requesting department along with the copy of the Purchase Order and departmental copy of the requisition only when merchandise is to be shipped from the vendor directly to the department location.

When goods are received from the vendor, campus departments should complete the Receiving Report. This indicates that goods have been received as ordered and payment can be released upon receipt of a matching invoice from the vendor.

Receiving Partial Shipments

If partial shipments are received, mark these items on the Receiving Report, photocopy the Receiving Report, sign and date the photocopy and send it to Accounts Payable. Send the original (green) Receiving Report only if all items have been received. University policy prohibits authorization of payment prior to actual receipt of goods.

Departments must not authorize payment by signing the Receiving Report or a vendor's invoice acknowledging receipt of goods until such goods invoiced have actually been received on campus. State and University policy prohibits the drawing of warrants for invoices unless materials have actually been received. Memo invoices will not be accepted. Actions contrary to this will result in disciplinary actions being taken against those falsifying Official University records.

Additional Information

See also: APY Procedure 2, Receiving Reports


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