Frequently Asked Questions

Why do I need to inventory the order?

• Shipping and Receiving identifies the items received and completes a key-rec form. You should inventory the items delivered to your office against the key-rec and the vendor packing information. Many vendors require early notification of incorrect, missing, or damaged items.

What should I do if there is a problem with my order?

• The Purchasing Department should be contacted immediately if your order is missing items, incorrect or damaged. You can contact Purchasing by calling 694-6601.
• If items are missing from the shipment, Purchasing will contact the vendor to have the missing items shipped.
• If the order is shipped incorrectly or the merchandise is damaged, purchasing will notify the vendor.

What should I do if merchandise must be returned to the vendor?

The returned good process is as follows:

• Contact the Purchasing Department at 694-6771 to obtain a Return Authorization (RTG) number. Purchasing will contact the vendor if a Vendor's Return Merchandise Authorization (RMA) number is required.
• Complete a Return Authorization* form providing all requested information. Keep a copy for department records.
• Package the merchandise for return. Include a copy of the RTG form and a copy of the invoice, if available.
• Contact Shipping/Receiving at 694-6432 to schedule the pickup of the returned goods.

Who do I contact for the pink receiving copy of the purchase order?

• Contact Shipping and Receiving at 694-6432 if the order is complete. The clerk will note that the order is complete and forward the receiving copy to you.
• Contact Accounts Payable at 694-6771 if you can not locate the pick receiving copy. Accounts Payable will forward a copy for the budgetary official's signature.

What should I do with the pink copy of the purchase order?

• The budgetary official will sign the pink receiving copy indicating that the order is complete.
• The pink receiving copy should then be forwarded to Accounts Payable Office, Goins 220.

What should I do when an order is received as a partial shipment?

• Accounts Payable will notify the budgetary official of all items invoiced by the vendor and of any items listed as on backorder.
• This information should be compared with your records verifying actual receipt of goods.
• Once verification is complete, the appropriate budgetary official will sign the partial receiving report and forward to Accounts Payable.

Who can authorize payment of merchandise?

• The responsible budgetary official for the requisitioning department authorizes payment.

An invoice was sent to the department. What should I do?

• The invoice should be forwarded to the Accounts Payable Office, Goins 220.

When would I do a request for payment?

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