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Receipt of Products Procedure
University Financial Policy # 2309 -
Receiving &
Inspection of Purchased Products, requires due diligence on the part of University employees to
ensure the proper receipt of purchased products.
In order to ensure proper receipt of goods, University employees are to adhere to the receipt of goods
guidelines listed below.
Duty to Inspect Products
The requisitioner receiving and signing for the products has the duty to inspect products upon receipt
while the delivery driver is still present because this is the most reasonable time to determine
whether the correct number of conforming goods arrived without damage.
The party receiving the shipment should follow these steps:
- Inspect the delivery for two things:
- Damage
- Conforming products
- Check the products against the packing slip to confirm that the description of the products
and the number of items shipped match.
- If damages are apparent on the carton, request the delivery driver wait until the products are
unpacked and inspected further.
- Make a joint inventory and examination of the contents with the delivery driver.
- Make a detailed description of any problems on all the freight paperwork. When documenting damage, please be specific, use terms such as shortage, scratched, bent, dented, or broken.
- Compare the delivered products, the packing slip and the purchase order if available.
- Check for shortages or overages.
- If shortages or overages occur, request the delivery driver wait until the products are
inventoried and inspected further.
- Make a joint inventory and count of the contents with the delivery driver.
- Document any discrepancies on the delivery receipt before accepting and signing for the products.
- Have the driver sign the paperwork to verify the item discrepancies or damage.
- Be sure to retain a copy of the paperwork for your records.
- Initiate a claim for any damage or non-conforming goods identified in the inspection.
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