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As a package is received at Central Receiving
it is entered into the appropriate receipt log (either the UPS log
or the Common Carrier log. Each log will have a date heading
for the current date, and will indicate which carrier delivered the
package (except in the case of the UPS log which is strictly for
UPS receipts), the purchase order number, the vendor and what
department is to receive the package. Also, if a package
appears damaged upon receipt, make sure that the carrier indicates
this on his delivery papers.
After the package(s) is(are) logged in, a list
of the purchase order numbers is given to the department secretary
who then pulls the appropriate Receiving Copy (RC). The
package is then opened and the contents are checked against the
RC. As each item on the RC is accounted for if the quantity
received matches the quantity that was ordered the quantity is
circled and dated. If the quantity received is not equal to
the quantity ordered, the quantity received is indicated next to
the RC quantity and dated. If there is no RC, the packing
list is used to account for the items. After the items are
checked for accuracy, the packing list is stapled to the RC and if
the order is complete, the order is signed off on the back of the
RC. If the order is only a partial it is indicated as such on
the back of the RC. If there are any errors, the vendor
and/or the department is notified. If the contents of a
package cannot be identified by Central Receiving personnel a
question mark is placed on the top of the Receiving Copy, the
packing slip is stapled to the back of the Receiving Copy and the
Receiving Copy is sent to the Department for verification of
receipt.
After accountability is performed, the package
is delivered to the appropriate department as soon as
possible. When deliveries are made it is required that a
signature be obtained from the individual that accepted the
delivery. In some cases (i.e. large quantities, furniture
etc…) it may be necessary to submit a work order to have the
“moving” crew deliver the shipment. The delivery lists
and the receipt logs are then entered into the computer. This
facilitates answering questions about receipt and/or delivery from
various departments on campus.
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