A. The Purchasing Office and the Requisitioning Department share responsibility for purchase order delivery follow-up.
B. The Requisitioning Department has responsibility for the following activities:
1. Receive and thoroughly inspect all delivered equipment, materials, and supplies;
2. Inspect the product or services to ensure the following:
a. Items are correct;
b. The quantities are correct;
c. All items are received in good condition; and
d. All items are delivered to the correct location.
3. Enter the information as to the quality, quantity, and timing of all items into the financial software as a received and accepted item or items;
4. Upon discovery of a shipment that is not acceptable for any of the reasons listed in divisions B.1. or B.2., to immediately contact the vendor and provide him or her written notice of the defect, and to notify the Purchasing Office and obtain its guidance for appropriate action;
5. If the defects are remedied within a reasonable time period, the person should enter the quantities received in the financial software;
6. Back-ordered items should not be electronically received until they actually arrive on site; and
7. When the full quantity of merchandise has not been received, but due to various reasons the requesting department wishes to consider the order complete, as is, the department should contact the Purchasing Office so that they can cancel all back orders and consider the purchase order complete.
(Res. 2008-011, passed 2-19-2008)