Departments wishing to ship packages via United
Parcel Service or Common Carrier must send the package to Central
Receiving. All packages shipped must have the following
information:
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A. Complete STREET address of
addressee
B. Complete return address including COST CENTER
(Organization Number)
C. Notification of the value of the shipment (for
insurance purposes)
D. Whether it can go Ground or if Next day, Second
day, or Three day select is necessary |
It is at the discretion of the Central Receiving
department to determine if a large quantity of packages is shipped
via UPS or Common Carrier. The personnel of Central Receiving
will do their best to ship large quantities at the lowest possible
cost.
UPS procedures
When a package arrives at Central Receiving to
be sent out it must be examined to make sure that the package is
able to withstand shipment, that the address label is complete and
that the value of the package is indicated. If these
requirements are not met the Department shipping the package is to
be contacted so that the information can be obtained. It is
also necessary to obtain from the department how fast the package
needs to arrive at its destination.
When shipping a package via UPS you need to
follow the rules established by UPS. The manuals are located
near the UPS scale. The use of a reference number is
mandatory, and the next number can be found on the last used page
of the UPS logbook. Fill in the logbook as per UPS procedures
and also enter the data into the computer on the loading
dock. Place the UPS logbook on top of the package, and place
the package in the designated UPS pick-up area.
At the beginning of the month, usually during
the first week, a report needs to be sent to Accounting Services
for the previous month's UPS charges. This can be obtained
from the computer by getting into WATFILE and typing $upsreprt on
the command line and following the prompt commands as they
appear.
Each week Accounts Payable will send over the
UPS Bill. When it arrives it is checked against the charges
indicated on the UPS logbook page. If the amounts agree, okay
the bill for payment and send it back to Accounts Payable. If
the amounts do not agree, determine who made the error (us or UPS),
correct the error and then okay the bill for payment.
Common Carrier procedures
When a Common Carrier shipment is called for,
usually 2 or 3 pallets full, telephone price shopping is done
through Consolidated Freightways, Roadway and CCX. The low
cost carrier is selected and a Bill of lading is made out and a
pick up is scheduled. The department shipping the items must
supply a purchase order number so that payment can be made when a
bill is received.
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