|Note:||At the request of the provost, a vice provost, or a vice president, this policy has been posted in the interim between scheduled posting dates by University Policy Manuals Group because it has significant and urgent importance for the university community. This policy will be included in the publication process by the next feasible posting for online policies and procedures.|
PUR 601–01: Reporting Receipt of Merchandise
To ensure that suppliers are paid promptly
Invoices must be paid promptly so that the university can obtain cash discounts and maintain credibility with suppliers.
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.
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.
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.