Receiving Reports

Departments of the University are delegated the authority and responsibility to inspect and accept goods and services on behalf of the University. It is imperative that the individuals exercising this responsibility assure that the quality and quantity received are the same as called for in the contract or purchase order. Goods and services must be delivered on time, as specified and in the proper quantity and quality.

 The responsibilities of receiving personnel are as follows: Inspecting, counting, and certifying.

All delivered goods are inspected to determine the following factors:

1. Condition of Packaging- record condition of packaging especially if it indicates rough or faulty handling.
    
2. Description- check whether the delivered goods match the description on the purchase order or MASTERCARD order. Check whether there are any deviations from the order.
    
3. Condition of Goods-check whether the delivered goods match or exceed the specifications. If they do not match, indicate how they differ.
    
4. Quantity-check whether the quantity delivered matches the quantity ordered. If not, indicate the difference.

Before and during unloading, inspect all containers and packages for external damage. Any unusual rattles or signs of leakage should be noted.

If external damage is noted, the package should be opened immediately and joint examination of the contents should be made by the driver/delivery person and the receiving person.

Count the cartons, containers and items as they are being unloaded.  If there is a discrepancy, make a full notation on the carrier and Department copies of the freight bill before signing.
A full detailed report of the examination should be endorsed on the carrier's delivery receipt and the Department's copy. The driver should sign the Department copy of the document.

Once the merchandise is signed for, the carrier's  liability has technically ended, unless concealed damage is discovered within a reasonable time (usually within 10 days).

Upon receipt of partial shipment, the receiving department inspects the shipment, makes note on eVA receiving report as to items received and forwards to Accounts Payable for payment.

Process receiving documents to include packing slips and invoices received to Accounts Payable immediately.

If items received are valued over $2,000 ($500 for computer hardware) notify the FAACS coordinator, x2315,  for the attaching of a fixed asset tag (Fixed Assets Inventory Control System).

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Materiel Management
Bristow Building
201 High St.
Farmville, VA 23909
tel: 434-395-2093
fax: 434-395-2246    trs:711