Oklahoma Administrative Code › Title 260 - Office of Management and Enterprise Services › Chapter 135 - Service Oklahoma › Subchapter 3 - Licensed Operators › Part 3 - SPECIFIC RECORDKEEPING DUTIES › Section 260:135-3-19 - Ordering supplies and inventory control of accountable items

Current through Vol. 41, No. 20, July 1, 2024
Licensed operators should continually monitor their
					 inventory of all Service Oklahoma supplied items and order all needed items on
					 a timely basis. All orders are to be entered into the Service Oklahoma computer
					 licensed operator supply ordering system. If the order is to be picked up, the
					 licensed operator is to place the order no less than twenty-four (24) hours in
					 advance of their requested designated pick up date and timeframe. At time of
					 placing the order, the licensed operator is to advise of their intention to
					 pick it up and select the pick up date and timeframe from the options
					 designated by Service Oklahoma. If the licensed operator is unable to retrieve
					 the items on the selected date/timeframe, it is the licensed operator's
					 responsibility to timely contact Service Oklahoma to reschedule. Absent
					 rescheduling, unclaimed orders will be cancelled after ten (10) business
					 days.
(1)
Verification of
				  consignment order.
Upon receipt of consigned numbered items from Service
				  Oklahoma, the licensed operator is to verify all items listed on the
				  consignment sheet have been received, pursuant to the provisions under
				  paragraph (2) of this subsection. If received items do not correspond with the
				  consignment sheet, the licensed operator is to notify Service Oklahoma within
				  ten (10) days of receipt of the consignment. The original copy of the
				  consignment sheet, with any necessary adjustments noted, is to be signed by the
				  licensed operator and returned to Service Oklahoma within ten (10) days of
				  receipt of the consignment. The second copy of the consignment sheet is to be
				  retained by the licensed operator. Failure to advise Service Oklahoma of
				  consignment discrepancies within ten (10) days of receipt of the consignment
				  will result in the entire consignment being considered as received by the
				  licensed operator and the licensed operator will be held accountable for all
				  items therein, with the exception of the individual sealed box/container
				  process outlined in (2)(B) of this Section.
(2)
Verification of contents of all
				  containers.
(A) If the manufacturer's
				  seal on the box and/or package has been broken, the receiving licensed operator
				  is to open it and verify all items upon receipt of the consignment.
(B) If the manufacturer's seal has not been
				  broken, it is not necessary to confirm the contents of the package upon receipt
				  of the consignment - only that the contents listing on the outside of the
				  package coincides with the consignment sheets. As the sealed individual boxes
				  and/or packages of numbered items are opened prior to issuance, all numbered
				  items should be checked to make sure all were received in the individual
				  package or box. If the package contents do not correspond to the contents
				  listing on the outside of the package, the licensed operator is to notify
				  Service Oklahoma within ten (10) days of opening the container. Failure to
				  advise Service Oklahoma of individual items missing from the box/package within
				  ten (10) days of the first item issued from that box/package will result in the
				  entire contents of the box/package being considered as received by the licensed
				  operator and the licensed operator will be held accountable for all items
				  therein. When receiving inventory from another licensed operator, the items are
				  to be verified against the system order. Once verified, the receiving licensed
				  operator is to change the order status to received and on hand.