Purchasing and Business Services Manual (PUR)

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Effective: 5/1/1987

Revised: 7/1/2018

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PUR 601–01: Reporting Receipt of Merchandise

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To ensure that suppliers are paid promptly

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University policy

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Invoices must be paid promptly so that the university can obtain cash discounts and maintain credibility with suppliers.

Payment for Complete Shipments

Upon receipt of merchandise, the ordering department must verify that the goods are as specified and in good condition. A Receipt is to be entered online.

If an invoice is received by Accounts Payable and the ordering department does not enter a receiver within 10 days, a Receiving Report Request form will be generated.

If an ordering department stipulates that it will pay invoices only for a complete shipment, the purchase request (or requisition) must show such a stipulation so that it is made a part of the bid specification or the contract terms and conditions.

Payment for Partial Shipments

Partial shipments generally require partial payment of the order. The ordering department should promptly input a Receipt and indicate that the shipment is partial.

Departments must input a Receipt within two working days of receiving any merchandise. If there is a discrepancy in items received, both Purchasing and Business Services and Accounts Payable are to be notified immediately.

Online Reporting

Departments may view the invoice on the OVIH and OVIL tables. If the items have been received, such departments should enter a Receipt.

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