Receiving - Resolving Discrepancies

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Scope

This procedure covers resolving a receiving discrepancy.

System References

Receiving - Returning Requisitioned Goods [NAV5021U]

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 for all purchase orders >$5,000.

Vendors are also called suppliers in IS documentation.

Responsibility

The Recipient is responsible for

refusing, accepting, and rejecting deliveries
notifying Accounts Payable using the Invoice Correction/Action Form to stop payment when there is a problem with goods or services received for purchases.
completing on-line receiver information for purchase orders over $5,000.
resolving discrepancies pertaining to vendor goods and services

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 a recipient has a problem with requisitioned goods or services.

The job title Recipient refers to one of the following:

PO Purchaser
PO Requester
PO Receiver
PO Buyer Manager

This procedure continues from:

Receiving Requisitioned Goods and Services [PRO5007U]

Recipient

1. Resolve the receiving discrepancies.

Discuss the discrepancies with the vendor.
Discuss the discrepancies with the appropriate University employee, as needed.
Document the resolution in IS.

Include information regarding the status of the vendor invoice, as well as any action the vendor may take (for example, initiating invoices or credit memos).

2. Determine whether the material will be returned to the vendor or held until discrepancy is resolved.

If the material is to be returned to the vendor, goto task #3. Otherwise, goto task #5.

3. Enter returns against receipts and deliveries.

Refer to Receiving - Returning Requisitioned Goods [NAV5021U].

4. Return the material to the vendor.

End of activity.

5. Move goods to a holding location or deliver to requester.

Inform requester if the goods will be held in a holding location.

End of activity.

Receiving - Resolving Discrepancies: Flowchart

Effective: 08/12/09