Copy two is a yellow copy which is used by Business Services for its file copy. Copy four is a green copy which is returned to the requisitioning department for their records. The departmental copy should be checked for discrepancies with the corresponding purchase requisition before placing in a pending file awaiting resolution. If a discrepancy is found, Business Services should be notified immediately to correct the discrepancy in-house and with the vendor. When Purchases Are Received When the purchase is received, departmental personnel need to check the contents of the shipment immediately for conformity with the packing slips and the outstanding requisition.
Special procedures are in place for overages, shortages, damages and returns.
This Receiving Report authorizes payment for items received. Partial payments are made as items are received per terms of the vendors invoice. Do not hold invoices until all items are received. Forward all invoices immediately to Business Services for processing. There are times when it is most advantageous for department representatives to pick up materials direct from the vendor as ordered by the purchase order.