601.01

Northern Arizona University
Purchasing Policy and Procedure

Reporting Receipt of Merchandise

POLICY:

Invoices must be paid promptly so the University can obtain cash discounts and maintain credibility and good credit with vendors.

The requesting department has the responsibility for inspecting merchandise to ensure it is as specified and in good condition. This must be done as soon as the merchandise is received. The department accepts merchandise and authorizes payment by processing a Advantage receiving report (RC). It is very important that goods are inspected before a receiving report is processed.

Departments should enter a receiving report within two (2) working days of receipt of merchandise. If there is a discrepancy or damage to items received, notify Accounts Payable and Purchasing immediately.

PAYMENT FOR PARTIAL SHIPMENTS

Partial shipments generally require partial payment of the order. When a partial shipment is received the department should promptly issue a partial receiver. If the department does not want to pay partial shipments, e.g., if ordering parts of a system which will not work independently of each other, then this must be clearly indicated in the requisition (RQS) or departmental purchase order (PD) text when ordering. Failure to state this obligates the University to pay for partial shipments.

PROCEDURE:

RC document shall be generated through the RCSRCH screen.