Receiving Requisitioned Goods and Services

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Scope

This procedure covers receiving goods and services from vendors

System References

Purchase Orders - Finding [NAV5016U]

Receiving - Entering Receiving Information [NAV5018U]

Receiving - Reviewing Transactions [NAV5025U]

Receiving - Finding and Entering Corrections [NAV5023U]

UVa Marketplace Training Guide http://www.procurement.virginia.edu/o/uvamarketplacetraining.pdf

Policy

There is no central receiving at the University of Virginia.

Vendors deliver or ship goods directly to the ship-to location specified on the purchase order.

Delivery location codes are recorded on the purchase order to specify the site to which goods should be delivered or shipped.

End users must record receiving in the Integrated System (IS) for all purchases >$5,000.

Vendors are also called suppliers in IS documentation.

Responsibility

The Recipient is responsible for

refusing, accepting, and rejecting deliveries
notifying Accounts Payable by using the Invoice Correction/Action Form, in order to stop payment when there is a problem with goods or services received for purchases.
completing on-line receivers for purchases over $5,000.

Note: Receipts for products purchased through the UVa Marketplace, should be received in iProcurement.

Receipts for products purchased prior to the UVa Marketplace or for purchase order lines that do not tie back to an iProcurement requisition must be received using Core receiving functionality in the Integrated System.

Distribution

Director of Procurement Services

AP Administrator

PO Administrator

PO Buyer Manager^*

PO Purchaser^*

PO Requester^*

PO Receiver^*

Ownership

The Director of Procurement Services is responsible for ensuring that this document is necessary, reflects actual practice, and supports University policy.

Activity Preface

This activity is performed when departments receive requisitioned goods or services.

The job title Recipient refers to one of the following: