Check Requests and Central Receiving: Difference between pages

Revision as of 20:30, 18 July 2011

Policy 504.2

Introduction

Since it is impossible for large trucks to get to most buildings on campus, the Warehouse has been designated as the central receiving point for the University. Purchase orders normally give the Central Warehouse as the point of delivery, and most commercial carriers have been instructed to deliver to this point.

Scope

Definitions

Definition phrase or word

Definition summary

Policy and Procedure Statements

P.O. Departmental Receiver

When purchase orders are processed by the Purchasing Office, the departmental receiver copy is forwarded to the Central Warehouse. When items are received, the Warehouse does the following:

Checks items received against the departmental receiver on an item by item basis when possible.
Logs the shipment on a receiving report by the total number of parcels.
Delivers the items to the department or area designated on the purchase order. Every effort is made to deliver all materials within twenty-four hours of their receipt.

Receiving Materials Ordered

Checking Shipments - When the Warehouse delivers materials, the department will sign the warehouse receiving report for the shipment only as to the number of packages. It is not feasible for the department to check the shipment contents while the Warehouse truck driver waits. The department should check the shipment contents as soon as possible, but not later than three (3) days after receipt. If there is no problem with the shipment it will not be necessary to call the Warehouse; the purchase order will be received electronically. However, if there is a problem, or the order is not complete, the Warehouse should be notified immediately. If the Warehouse is not notified of a problem or incomplete order, the purchase order will be electronically received resulting in the possible payment of the order.

Damaged Shipments

Keep Packing Materials - If concealed damage is discovered, all packing material and the shipping cartons must be retained for inspection by the shipper and freight carrier, until instructions are received as to the disposition of the damaged item(s).

Items Not Received by Central Warehouse

Direct Shipment to Department - For items not received at the Central Warehouse, but forwarded directly to the requesting department, the parcels should be opened and inspected for compliance with the purchase order and for concealed damage. The Warehouse must be notified when the order is complete, so the purchase can be electronically received. If damages exist, follow the same procedure as for items delivered by the Central Warehouse.

Note

Central Receiving has no way of knowing that items delivered direct to departments have been received. Therefore, it is essential that the department notify Central Receiving immediately upon satisfactory receipt of an order, so it can be electronically received and processed for payment.

@@ Line 1: / Line 1: @@
-Policy 501.15
+Policy 504.2
 == Introduction ==
+Since it is impossible for large trucks to get to most buildings on campus, the Warehouse has been designated as the central receiving point for the University. Purchase orders normally give the Central Warehouse as the point of delivery, and most commercial carriers have been instructed to deliver to this point.
 == Scope ==
@@ Line 8: / Line 8: @@
 == Definitions  ==
-== Policy and Procedure Statements  ==
+=== Definition phrase or word ===
+: Definition summary
-=== Delegation ===
-.1.1 Each department must request authorization to use the Check Request Procedure. The Check Request Authorization form is available by calling 2110. The Chairman, Dean, or Director may delegate this authority to specified departmental personnel. Each individual so authorized to use the procedure must be held accountable for unauthorized purchases or improper practices. Repeated misuse of the procedure may result in withdrawal of the Check Request Procedure delegation from the Department. See [http://policy.appstate.edu/Small_Purchase_Policy Small Purchase Policy].
-=== Purpose of Procedure ===
+== Policy and Procedure Statements  ==
-.2.1 The Check Request Procedure may be used to facilitate departmental procurement of domestic supplies and/or materials required from off campus sources.
-.2.2 The Check Request Procedure cannot be used for the following:
-.2.3 '''Restrictions on Use''' -
-#Orders $1,500 or more (including tax, delivery, and costs to place the item into operation). Orders may not be split to avoid this threshold.
-#Food, Beverages and Flowers
-#Contracted Personal Services.
-#Research Gases/Radioactive Materials
-#Purchases from Overseas Vendors
-#Items carried in University Warehouse. These items must be ordered from the warehouse. Items carried by the warehouse are available through Gopher/ASU Policies and Procedures/Warehouse.
-#Reoccurring monthly charges (phone, internet, copier charges, etc.)
-#Any items listed on State Term Contracts must be purchased from a State Contract Vendor. This information is available by accessing state contracts at http://www.state.nc.us/PandC. Contact the Purchasing Office for guidance on prepaids and first aid supplies approved by the Safety Office.
-.2.4 The Controller's Office is charged with oversight of the Check Request Procedure to ensure compliance with University policies and State purchasing laws and regulations.
-.2.5 A feedback memorandum will be sent on each Check Request which does not appear to be in compliance. Replies to these inquiries are needed to support the University's files for audit purposes.
-.2.6 Repetitive non-compliances will be referred to the appropriate Department Head.
-.2.7 Purchases from the University Bookstore - the procurement form should be used as authorization for the Bookstore to charge purchases to the departments.
-=== Check Request Procedure ===
-Procedure Reference - Review ASU Policy Manual [http://policy.appstate.edu/Check_Request_Procedure Check Request Procedure Policy].
-==== Procedure Steps ====
-#Make sure the item(s) you wish to order do not violate the restrictions outlined in Check Request Procedure. Do not split in order to remain under the $1500 threshold!
-#If an item is carried in the warehouse, order it from the warehouse. Items carried by the warehouse are available through [http://materials.appstate.edu/warehouse-supply-list Warehouse Supply List].
-#If an item is a State contract item, be sure to place the order with a State contract vendor.
-==== Accessing State Contracts ====
-.3.2.1 Access state contracts at http://www.pandc.nc.gov/index.htm. You may call the Purchasing Office for guidance.
-#Be sure that a sufficient free balance exists in the supply line of your budget.
-#Call the vendor or mail the original copy of the Check Request form. Use the vendor's toll free number when possible.
-#Select a Check Request to be used to confirm your order. (Check Requests are serialized by numbers beginning with the letter "S").
-#Give your name, department name, room number and building as the "ship to" address, and the Check Request number as the order number. Include the catalog number, description, and quantity of materials required.
-#Give the vendor the same "ship to" and "bill to" address exactly as follows:
-##Your or Recipient's Name and telephone number
-##Department Name
-##Campus Box #, Room No. and Building Name
-##Appalachian State University
-##Boone, NC 28608
-.3.2.2 This will ensure that the vendor's shipment and invoice reach the department directly. (Do not use Check Request Procedure when ordering materials which cannot be mailed or shipped by carriers such as U.S. Mail, UPS, etc. Freight lines will not deliver beyond a delivery dock.)
-#Ask the vendor's order clerk to "check stock" and then issue the order only for quantities available for immediate shipment (but for no more than $1500). There must be no "back orders."
-==== Receipt of Goods and Invoice ====
-#Consider each shipment and invoice as a complete order.
-#Upon receipt of the invoice, ensure that the actual price(s) of the item(s) match(es) the figure(s) listed on the related Check Request form.
-#Complete the Check Request, showing the item(s), quantity, the net discounted prices, date received, cost of shipping and the signature of the recipient. You must list all items received on the Check Request itself.
-#Send the completed Check Request with the invoice attached (stapled) to the Controller's Office within (5) five days of receiving the invoice.
-==== Acceptable Invoice ====
-#The invoice must set forth a complete description of materials ordered. The store name must be stamped on the invoice if it is not pre-printed.
-#Invoices must be executed by typewriter, in ink or by indelible pencil.
-#Invoices must be originals. The only exception is in cases when firms use standard business forms and issue their invoices on standard carbon copy forms which have imprinted thereon "Customer's Invoice" or like designation.
-#The invoice must be positive evidence of goods received. Vendor invoices should bear the name of the firm and a description of the items ordered. The invoice must be made out to Appalachian State University.
-#Check Request forms may be obtained by calling the Controller's Office - 2110. Forms are pre-numbered and a record will be maintained listing the form number and the Department receiving the form.
-=== Check Request Authorization Form ===
-Appalachian State University
-Boone, North Carolina
-Check Request Authorization
-TO: Controller
+=== P.O. Departmental Receiver ===
+When purchase orders are processed by the Purchasing Office, the departmental receiver copy is forwarded to the Central Warehouse. When items are received, the Warehouse does the following:
-DATE:
+*Checks items received against the departmental receiver on an item by item basis when possible.
+*Logs the shipment on a receiving report by the total number of parcels.
+*Delivers the items to the department or area designated on the purchase order. Every effort is made to deliver all materials within twenty-four hours of their receipt.
-FROM:
+=== Receiving Materials Ordered ===
-Department Name:
+'''Checking Shipments''' - When the Warehouse delivers materials, the department will sign the warehouse receiving report for the shipment only as to the number of packages. It is not feasible for the department to check the shipment contents while the Warehouse truck driver waits. The department should check the shipment contents as soon as possible, but not later than three (3) days after receipt. If there is no problem with the shipment it will not be necessary to call the Warehouse; the purchase order will be received electronically. However, if there is a problem, or the order is not complete, the Warehouse should be notified immediately. If the Warehouse is not notified of a problem or incomplete order, the purchase order will be electronically received resulting in the possible payment of the order.
-Department Budget Code/Codes: List all Budget Codes to be used on Check Request Authorization
-Department Chair:
-I hereby request that authority be delegated to this department to make purchases of $1,500 or less using a Check Request in lieu of the normal purchase order procedure.
+=== Damaged Shipments ===
-I have read [http://policy.appstate.edu/Small_Purchase_Policy Small Purchase Policy], Accounting Policy #16 (Purchasing through Petty Cash Funds)and Accounting Procedure#4 (Check Request Procedure) of the ASU Resource Manual. I fully understand the restrictions listed in this policy and will comply with them.
+'''Keep Packing Materials''' - If concealed damage is discovered, all packing material and the shipping cartons must be retained for inspection by the shipper and freight carrier, until instructions are received as to the disposition of the damaged item(s).
-I understand that abuse of this policy by my department could result in the loss of this delegated authority to the department.
+=== Items Not Received by Central Warehouse ===
-Within my department, I further delegate authority to make purchases under this policy to the following individuals who have also ready the policy and will be held accountable for their actions:
+'''Direct Shipment to Department''' - For items not received at the Central Warehouse, but forwarded directly to the requesting department, the parcels should be opened and inspected for compliance with the purchase order and for concealed damage. The Warehouse must be notified when the order is complete, so the purchase can be electronically received. If damages exist, follow the same procedure as for items delivered by the Central Warehouse.
-Signature:
+=== Note ===
-(Department Chair/Director)
+Central Receiving has no way of knowing that items delivered direct to departments have been received. Therefore, it is essential that the department notify Central Receiving immediately upon satisfactory receipt of an order, so it can be electronically received and processed for payment.
 == Additional References ==