PUR 601–03: Return of Merchandise
To define the method of returning merchandise for credit
Departments desiring to return merchandise to suppliers that was ordered via a purchase order must first contact Purchasing and Business Services in writing and explain the reason for the return. An e-mail message to the appropriate buyer may be used for this purpose. Purchasing and Business Services will attempt to secure permission from the supplier and will arrange for the material to be picked up and returned. If merchandise was ordered by a department via a small dollar purchasing method, the department is expected to make these arrangements.
If the material delivered is as specified on the purchase order, the supplier is under no obligation to accept the return and may impose a restocking charge. This charge will be the responsibility of the requesting department.
Departments receiving credit memos from the return of merchandise should forward them to Payables and Reimbursements with complete information regarding purchase order number, agency/org number, and reason for return written on the credit memo in red. Payables and Reimbursements will use this credit memo on the next payment to the supplier and credit the original agency/org. If a credit memo is not used within a reasonable time, Payables and Reimbursements will request a cash refund from the supplier and credit the original agency/org.
This policy may not apply to overshipment of merchandise or duplicate items received from suppliers.
For information on what to do with overshipment of merchandise or duplicate items received from suppliers, see PUR 601–02, “Damaged, Short, Missing, or Duplicate Shipments.”