Purchasing Policy and Procedure
Reporting Receipt of Merchandise
Invoices must be paid promptly so the University can obtain
cash discounts and maintain credibility and good credit with
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
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
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
RC document shall be generated through the RCSRCH screen.