Purchasing and Business Services Manual (PUR)

Effective: 5/1/1987

Revised: 11/1/2005

PUR 601–01: Reporting Receipt of Merchandise

Purpose

To ensure that vendors are paid promptly

Source

University policy

Policy

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

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Payment for Complete Shipments

Upon receipt of merchandise, the ordering department must verify that the goods are as specified and in good condition. A receiver (RC Document) 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 RX) must show such a stipulation so that it is made a part of the bid specification or the contract terms and conditions.

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Payment for Partial Shipments

Partial shipments generally require partial payment of the order. The ordering department should promptly input an online receiver (RC document) and indicate that the shipment is partial.

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

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Online Reporting

Departments may view the invoice on the OVIH and OVIL tables. If the items have been received, such departments should enter a receiver document (RC) online.

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