Receiving reports are designed to notify the City Manager and the Finance Director that items of a particular order have been received. At the direction of the City Manager and the Finance Director, receiving reports are required using one of two methods:
(A) The person receiving the merchandise or service can sign the invoice signifying that goods have been received and are in good condition; or
(B) Material receiving report:
(1) When prepared. This form is completed immediately upon receipt of materials, supplies or services;
(2) Who prepares. The person receiving the merchandise; and
(3) How to prepare. A properly prepared material report must contain the following information:
(a) Purchase order number;
(b) Name of vendor;
(c) Name of person receiving the item;
(d) Date received;
(e) Number of items received;
(f) Brief statement describing item(s);
(g) Unit price from the purchase order;
(h) Unit measure (foot, pound and the like);
(i) Amount equal to quantity times unit cost;
(j) Amount (if any) charged for delivery; and
(k) When any item(s) is not in satisfactory condition, a statement on the condition of the item(s) shall be made in the description column or on the invoice. No statement as to condition in this column shall certify that the item(s) is in satisfactory condition.
(Ord. 1024, passed 5-7-2004; Ord. 1693, passed 3-14-2023)