Receiving and Inspecting

When a department receives merchandise delivered by Southeastern Central Receiving or directly by a carrier, the packages should be inspected in a timely manner for shipment damage and completeness to preserve any rights for a claim with the carrier or vendor.

If major external container damage is noticed at the time of delivery, then the container damage may have been caused by the carrier or by University personnel making the delivery. Central Receiving should be contacted immediately before University personnel depart regarding any major container damage observed on delivery. For minor blemishes, dents and other imperfections in shipping containers which can occur, then it is recommended a check of the contents be made the same day and any irregularities reported to Central Receiving. Merchandise containers should not be opened in a haphazard manner, discarded or destroyed to protect any claim to be made with the carrier or vendor.

 

If internal merchandise damage is noticed after the items are unpacked or uncrated, then Central Receiving should be contacted within (1) working day regarding the concealed damage observed. Merchandise containers should not be discarded to protect any claim to be made with the carrier or vendor.

 

If merchandise is counted and reflects a discrepancy with an enclosed packing list or a difference exists with the University's order form, then the respective Procurement Specialist should be contacted within (2) working days to discuss reporting shortages or overages to the vendor.

 

For orders requiring a Purchase Order, budget units are responsible for generating a receipt in Workday to process payment within (2) working days of delivery.

 

A receipt should be entered into Workday for partially received orders if the items received are independent in use of other items to be received. Vendors may invoice for partially shipped orders and the University has a responsibility to remit payment for merchandise within (30) days of receipt.