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3.13 - Receiving Reports |
To define the use of Receiving Reports.
The Receiving Report is the only method to be used to authorize payment to vendors who have provided goods and services as authorized by a purchase order or term order.
The same individual cannot verify receipt and authorize payment.
Upon receipt of an item(s), the Requesting Department must complete a Receiving Report. If the order has been received in full, the Green copy of the purchase order must be completed (check the box marked "complete"), signed and forwarded to Purchasing. If the order has been partially received, a blank Receiving Report form is to be completed (check the box marked "partial"), signed and forwarded to Purchasing. This process can be done for multiple partial shipments. Once the order is complete, the green copy of the order must be signed and forwarded to Purchasing.
Blanket Purchase Agreement
When Accounts Payable receives an invoice referencing a Blanket Purchase Agreement, a copy of the invoice will be forwarded to the appropriate department(s) for verification. If the invoice is determined to be correct, the department will generate a Receiving Report with proper signatures and forward it to Purchasing.
Term Orders, except Blanket Purchase Agreements
When Accounts Payable receives an invoice referencing a Term Order one of the following will occur:
Revised 3/02, 1/05