Procurement Services: Receiving of Shipments and Matching of Documents

The University does not have a central receiving facility and therefore, all shipments except parcel post are delivered by the Carrier directly to the unloading dock of the building indicated on the order.

The following procedure has been established to ensure that a proper record is maintained of the receipt of shipments, and to provide the documentation necessary for the matching and verification of Supplier invoices before payment.

Definitions

"Receiver" refers to the person accepting deliveries from the Carriers (delivery vehicles). The objective is to restrict the number of Receivers to one for each building.

"Recipient" refers to the addressee of a shipment or the person delegated responsibility for opening the shipping cartons/packages and verifying that the contents agree with Packing Slip and Purchase Order.

"Document Matcher" refers to a person at a designated matching point who is responsible for matching of receiving documents (Receiving Report, Packing Slip), Purchase Order, and the Invoice to verify that all goods have been received before payment occurs.

1. The Receiver upon delivery of a shipment shall:

(a) inspect the condition of the shipment and note any outward damage on the Carrier's waybill/delivery slip;

(b) check that the number of cartons delivered coincides with numbers shown on the Carrier's waybill/delivery slip;

(c) immediately report any damage or shortages to the Purchasing Department, Customs and Traffic section;

(d) if the Carrier requires payment of transportation charges on delivery:

• pay the amount from petty cash (the receipted copy of the waybill must be retained as proof of payment)
  OR
• ensure that the Purchase Order number or an appropriate University account number is shown on the Carrier's copy of the waybill and refer the Carrier to the Department of Finance Cashier's Office, Support Services Building, Suite 6100;

(e) if the Carrier will be submitting an invoice to the University for the transportation charges:

• ensure that the Purchase Order number or an appropriate University account number is shown on the Carrier's copy of the waybill;

(f) sign the Carrier's copy of the waybill/delivery slip and release the Carrier;

(g) log the shipment into the Receiving Log;

(h) contact the Recipient or delegate to pick up the shipment;

(i) forward one photocopy of the completed receiving log once every two weeks to the Customs and Traffic Office.

2. The Recipient shall:

(a) receive the receiving copy of the Purchase Order from the Document Matcher;

(b) upon pick up of the shipment:

• ensure that the number of cartons shown in the log coincides with the number to be picked up
• sign the log;

(c) transport the shipment to the location for unpacking and checking of contents;

(d) check the contents of the cartons against the Packing Slip and receiving copy of the Purchase Order (note any discrepancies on the receiving copy of the Purchase Order);

(e) immediately report any damage or shortages to the Purchasing Department, Customs and Traffic section;

(f) if the shipment is partial or if there is no Purchase Order on file, complete a Receiving Report and forward the Receiving Report along with any Packing Slip to the designated matching point;

(g) if the shipment is complete, mark the receiving copy of the Purchase Order accordingly and forward it along with any Packing Slip to the designated matching point;

(h) retain a file of incomplete receiving copies of the Purchase Orders.

3. The Document Matcher shall:

(a) upon receipt of two copies of the Purchase Order from Procurement Services (receiving and departmental copy):

• forward the receiving copy to the Recipient
• retain the departmental copy on file for matching purposes;

(b) upon receipt of receiving documents (Packing Slip, and Receiving Report or receiving copy of the Purchase Order) from the Recipient:

• attach documents to the departmental copy of the Purchase Order pending receipt of invoice
• if no Purchase Order number is shown on the receiving documents, the Document Matcher will request the Recipient to initiate a Purchase Requisition;

(c) upon receipt of an Invoice from the Financial Services Accounts Payable section:

• check the Invoice against receiving documents
• immediately notify Accounts Payable section of any discrepancies (prior to payment date stamped on invoice copy)
• file completed documents;

(d) upon receipt of Invoices directly from a Supplier:

If there is no Purchase Order

• request the recipient to initiate a covering Purchase Requisition
• attach the Invoice to the authorized Purchase Requisition marked "CONFIRMATION" and forward to Procurement Services

If there is a Purchase Order

• write the Purchase Order number on the Invoice and forward it to the Accounts Payable section.

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