Policies & Procedures



Section: PUR
Part: POL
Statement No.: 11.0
Date: 05/25/2012
University of North Carolina - General Administration
Administrative Policies and Procedures Manual
Title: Receiving Process



1.     When the goods are received, the receiver must immediately examine the goods to see that the items fulfill the following conditions.


           ·  The item ordered is the item received. (i.e. the item meets the specification requirements of the order).


           ·  Note:   Vendors may substitute items that are out of stock or obsolete with newer  items with similar  

specifications and purposes. This is permissible if the receiver agrees to accept the items received.  The vendor may contact the end-user or the Purchasing Department if an item is out of stock or obsolete.  If the vendor recommends a substitute item, the end-user can accept or cancel the order.



2.     Overages are generally not permissible unless authorized by a department head. A memo to the Purchasing Office requesting the additional expenditure for the extra items received is acceptable.  The result is a change order to the Purchase Order as noted in PUR Pol 2.(2).


3.     If the items received are acceptable to the terms mentioned in item 2 above, sign and forward the original receiving report or packing slips to Accounting. This action should be expedited within 2 working days upon the receipt of the items received.


     ·  Note:  In the event that the vendor does not provide a receiving report or packing slip, the receiving department should use the purchase order departmental copy received from the Purchasing Office during the ordering process. Departments should note any item receipt differences on the report, indicated the date the items were received and sign and forward the document to Accounting.


4.     Upon receipt of the invoice, the department head or designee signs the invoice, ensures that the purchase order number is on the invoice and sends it to Accounting for payment.