Your department will receive a Yellow and Pink copy of the original Purchase Order. Immediately review the purchase order copies to verify that the correct merchandise has been ordered. Retain the Yellow Copy for future reference. The Pink Copy serves as the “Payment Authorization” copy. It is the department’s acceptance of goods and services. When the department receives the correct goods, the Pink Copy should be signed, dated and sent immediately to the Accounts Payable with the packing slip. Comments should be made on the Pink Copy concerning overshipment, undershipment, damages, missing items, etc. (See here for sample of Purchase Order)
All vendors have been directed to send invoices to Accounts Payable. If your department receives an invoice, forward it immediately to Accounts Payable.
New School University does not have a central receiving department. Therefore, furniture and merchandise shipped directly to a department must be carefully checked for damage before you sign the trucking receipt. Do not hesitate to ask the shipper to wait while you check the delivery. Take the time to examine all packages and make sure that the quantity and items match the packing slip. If the shipment seems incorrect, or if you have any doubts or questions about the order, please contact Purchasing at once to receive clarification.
If the order is correct, complete and in good condition, sign the Pink Copy of your Purchase Order and forward it to Accounts Payable with the packing slip.
Notify Purchasing immediately by phone and submit a written report describing damages and shortages. Include the Purchase Order number, vendor and date of receipt. The University must file the claim within a specific number of days. A copy of the delivery receipt with your notations would be very helpful. REFUSE DELIVERY OF DAMAGED MERCHANDISE IF POSSIBLE.
Notify Purchasing immediately by phone and send a written report detailing the error. Indicate the Purchase Order number and vendor. The Purchasing Department will then deal with the vendor and have him correct the error. SAVE YOUR PACKING SLIP.
If you receive a partial shipment, photocopy the Pink Copy of your Purchase Order and indicate on the copy which items should be paid. Send this copy to Accounts Payable with the packing slip. Keep the original Pink Copy until the Purchase Order is complete. Once the remaining items of your order are received, send the signed Pink Copy marked “Complete” to Accounts Payable.
Immediately send written instructions to the Purchasing Department regarding cancellation or modifications of a Purchase Order. Examples of modifications include price or quantity variances, and changes in budget distribution. The Purchasing Department will officially notify the vendor, and alert Accounts Payable.
When a vendor ships items as ordered, they have fulfilled their part of a contract. They do not have to accept returns of the merchandise. Some vendors charge a restocking fee that must be borne by the requisitioner. To insure that proper credit is assessed to your account, requests to return supplies or equipment to a vendor should be coordinated with the Purchasing Office.
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