Policies & Procedures



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



A receiving report is required for all goods or services payments for audit purposes. The receiver's authenticating signature serves as the check and balance for Accounting to certify that the requesting department received the good or services. The receiving report can be substantiated by the receiving copy of the purchase order or the packing slip for the goods.


A.      Once the items are received by UNC-GA, the receiving departments should inspect the items to verify that the proper item and quantities were received. (good type orders only) In addition, the receiver should also inspect the items for quality.


Note: The receiver should contact Purchasing to coordinate the return of all items received that were either not ordered or defective.


B.      Upon completion of the receipt inspection, the receiver should prepare and submit a receiving report to Accounting using one of the following methods.


1.       If the vendor provided a packing slip or bill of lading with the goods, the receiver should enter the date the goods were received, the number of each item received and sign and date the document.


2.       If there was no packing slip included with the goods, the receiver should make a copy of the purchase order, confirm items received, and sign and date the purchase order copy. 

3.      Designated individuals also enters receiving information into the FRS.

4.      A receiving report alternative for service orders is to have the division head sign and date the invoice from the vendor.