Central Receiving

Central Receiving Procedures Central Receiving Policies

Central Receiving is established to perform receipt, inspection, shipping, certain claims processing, and temporary storage if available for up to four (4) days for items ordered with Purchase Orders, pending delivery to the department.Inclusion of a Receiving Report is required by the Board of Regents Business Procedures Manual for processing payments.

Central Receiving does not accept either personal shipments for university personnel or items that are ordered without a university purchase order. The individual ordering items of this nature must be sure to direct the company to ship the items directly to the individual at their home or office address. Departments can contact the Central Warehouse Manager with any questions about this service at (2533).

  1. Functions and Responsibilities of Central Receiving
    Central Receiving is designed to:
    • Provide fast turnover of materials received and improve payment turnaround time for invoices by providing an organized system for processing and forwarding receiving reports to Accounts Payable.
    • Provide accurate delivery to individuals and to locations stated on the Purchase Order Forms.
    • Reduce congestion and number of carriers and vehicles traveling throughout the University.
    • Accurately document the receiving date and condition of items and handle freight claim reporting on damaged or shorted shipments.
    • Provide delivery status information to the departments, Business Services Office, and contact the supplier when delivery is overdue.
    • Handle outbound shipping of University materials.
    • Provide short term storage of received items.
    1. Purchases by the following delivery locations are not required to be routed through Central Receiving:
    2. Orders placed by Food Services
    3. Orders placed by Odum Library
    4. Orders placed by the Bookstore
    5. Items ordered for designated areas at construction sites for public works contracts.
    6. Professional services contracts
    1. Delivery points outside of Lowndes County where a location and person are specified on the purchase request.
    2. Items designated on the purchase order to be delivered to a specific department which is staffed to perform the receiving duties.
    3. Original artwork delivered directly to the gallery or installed in an office.
    4. Emergency orders where life or property will be lost or damaged if delivery is delayed.
    5. Items ordered on a deliver and install basis, including repair parts installed during repair by a contractor, and rental items.
    6. Industrial or scientific gas cylinders.
    7. Gravity fed items such as bulk fuel, concrete mix, or fill dirt.
    8. Controlled drugs that require delivery to a registered pharmacist.
    9. Perishable or live items that require user inspection upon the initial receipt of the item.
    10. Subscriptions or other reoccurring services that are most effectively handled by direct mail to the department.
    11. Services that do not include the purchase of products such as repairs, inspections, equipment calibration, etc.
    12. Items purchased with petty cash or authorized for check request payment procedures.
    13. Advertising where a tear sheet is provided with the invoice and both are mailed directly to the University's Accounts Payable Office at, 1500 N. Patterson Street, Valdosta, Georgia 31698.
    14. Items received from gifts, donations, surplus property warehouses, or displays for which no purchase order exists. Please see the Property Control section of this manual for property inventory requirements regarding these types of items.
  2. Exceptions To Central Receiving
    Items purchased through the Business Services Office are to be received by the Central Warehouse Receiving personnel before delivery to the requesting department, with the following exceptions:

    It is essential from the categories of orders listed below that the departments contact the Central Receiving Inventory Control Clerk (2535), upon acceptance of the orders. Upon receipt of a signed notification, a Receiving Report will be processed for the Accounts Payable Office. The following items are not suitable for delivery to the Central Warehouse:

  3. Bypassing Central Receiving

  4. Departments should not pick up purchase order items from the suppliers location unless this is pre-approved by the Business Services Office. Orders are often issued from competitive bids which require the supplier to include the delivery cost in the price of the items. When the university picks up these items other suppliers that bid on the order could claim the University is inappropriately favoring a supplier.

    If an item is needed immediately the department should either contact Central Receiving or bring the items to Central Receiving for inspection and verification of specifications.

  5. Limited Storage Time

  6. Because of the limited space for receiving activity, Central Warehouse can only hold limited quantities of received items. Arrangements for any temporary storage required must be made well in advance of delivery. This need should be noted in the Remarks Section of the Service Request Form.
Central Receiving Procedures
  1. Services Performed

  2. Central Receiving receives materials and equipment; inspects items received for quantity, quality, condition, and any special specifications as indicated on the Purchase Order, informs the delivery personnel that items are ready for delivery to the requesting department, ships items returned to vendors; processes loss/shortage and damage claims to the freight carriers.
  3. Receiving Purchased Goods

  4. Unless otherwise specified on the original Service Request Form, all supplies and equipment received at the University, as a result of action taken by the Business Services Office, will be delivered to Central Warehouse. Upon receipt of the material by the Central Warehouse (North Campus, 204 Pendleton Drive), the items will be delivered to the requesting department and receipt will be acknowledged by signature on a Receiving Report. Every precaution will be taken to expedite documentation processing in order that the University may take advantage of all discounts offered.
  5. Shipments Directly to Departments

  6. If a shipment is made directly to a department and it is not in an exception category specified in these policies, it should be refused by the department. The carrier should be directed to the Central Warehouse, North Campus, 204 Pendleton Drive. Acceptance of this type of shipment places full responsibility for all receiving, claims processing, and payment liability on the individual who accepts the shipment. Since the condition of the shipment is not known, Central Receiving cannot represent the institution if problems arise.
  7. Receipt of Items Over Three Thousand

  8. Items which cost over $3,000 requires a VSU property control identification number, and does not require either initial inspection by the ordering department or installation by the supplier should be tagged by the Property Inventory Supervisor at the time of receipt in Central Receiving.

    Item purchases requiring installation, adjustment by the supplier, or requiring initial inspection by the requesting department and items that are not tagged at the time of receipt are still accountable by the requesting department and by the Property Inventory Supervisor after delivery to a department has been accomplished. In these instances Central Receiving will forward the signed receiving report to the Property Inventory Supervisor so a VSU property decal number and the necessary information concerning the item can be noted on the receiving report (sample: equipment model and serial number). For items which the department would like to inspect prior to delivery, the department should enter NOTIFY in the Remarks box of the Purchase Request. Unless another name is entered, Central Receiving will notify the individual listed in the "Deliver To:" section of the form.

    The requesting department must NOTIFY the Property Inventory Supervisor (3735) of acceptance or rejection of these items within three days after receipt. Items will be processed for payment unless notification of rejection is given to the Property Inventory Supervisor. This is necessary to conform to freight claim procedures, product guarantee conditions, and payment requirements. The Property Inventory Supervisor will notify Central Receiving, Business Service, and Accounts Payable Officers, if an item is rejected.

  9. Oversized and Bulky Items, and Items to be Assembled and/or Installed by the Supplier

  10. Some large, bulky items cannot be unloaded at the Central Warehouse Receiving area. Instead, will be forwarded directly to the requesting department. If this type of order is being placed, please note handling requirements on the Purchase Order Request. These procedures should be arranged in advance with the supplier and proper receiving procedures should be followed at the delivery site.
  11. Microcomputer and Related Items

  12. Microcomputer equipment, software, and peripheral items will be delivered to the Office of Information Technology by the Central Warehouse Delivery Personnel. That office will be responsible for all inspection, setup, testing, and delivery of the items to the requesting department.
  13. Delivery of Central Stores Requests

  14. Items ordered from Central Stores will be consolidated in Central Receiving for delivery to the requesting department. Follow-up action by the department should be directed to the Central Stores Storekeeper (2536).
  15. Items Requiring Special Handling

  16. Live, perishable, and sensitive commodities require special processing. Central Receiving will take every precaution to protect the commodity being handled. The requesting department will be notified immediately of any items noted to require controlled temperatures or refrigeration, or any live animals. Classified items will be maintained in a security area under the direct supervision of the Central Warehouse Manager and delivered only to persons authorized on the Purchase Order Request. If the authorized person chooses, they can go to the Central Warehouse, North Campus, 204 Pendleton Drive, to get these items.
  17. Inspection of Materials Received

  18. An initial visual inspection will be performed on all material and equipment received via commercial carriers. The purpose of this inspection is to discover all apparent damage to cartons and containers in the presence of the carrier's representative. A more detailed inspection will be made for concealed damage at the time the container is unpacked.

    An item by item final inspection will be performed, based on the specifications contained in the purchase document, prior to the shipment being processed for delivery to the requesting department. Such inspections will consist of, but are not necessarily limited to, quantity, color, size, type, visual quality, workmanship, and such other specifications commonly discerned by a layman. Detailed inspections of scientific and technical items will be performed by the requesting department.

    Items received of a technical nature, the final inspection may be performed either at Central Receiving or at the department. Central Receiving will contact the department to determine the inspection point. Items must be checked within 3 days of receipt and discrepancies reported promptly to the Central Warehouse Receiving Personnel (2535 or 2533).

    Items received directly by departments from funds exempt from Business Services Office approval and there is no Purchase Order (sample: donations, gifts, surplus property warehouses, and displays), will be inspected by the receiving department. The Receiving department is to NOTIFY the Property Inventory Supervisor by e-mail or memorandum to report these items in order to record items on the University Property Inventory Data Listing. The department must provide the description, model, serial number, value, and supplier for each item.

  19. Receiving Items Which Do Not Meet Specifications

  20. Items which do not comply with the specifications on the Purchase Order will be rejected at the time of inspection. The receiving individual will notify the Business Services Office, Accounts Payable Office, and the requesting Department immediately upon rejection.

    When a department performs the final inspection and an item is found, which does not comply with the specifications, Central Warehouse must be notified within three days of receipt. Items will be picked up by the Central Warehouse Delivery personnel at the next scheduled delivery.

  21. Damaged Items

  22. Damaged Items discovered at the time of initial inspection will immediately be noted on the carrier's bill of lading and reported to the requesting department, Business Services, Accounts Payable and the supplier, within three days of receipt. Concealed damage, damage not visible during the initial inspection with the carrier, discovered at final inspection should be reported to the Central Warehouse, Business Services, Accounts Payable and the supplier by the requesting department within three days after delivery from the carrier, or the right to recover losses might be forfeited.
  23. Missing Containers

  24. In the course of receiving a shipment from a carrier, the recipient should ensure that the total number of containers listed on the freight bill are actually received prior to acknowledging receipt. When cartons are determined to be missing, the number of packages received is to be indicated on the face of the freight bill. The supplier must be notified of the shortage. In some instances pallets of material are received in wrapped or protected packaging so that the number of containers can not be determined without causing excessive delay in the receiving process. The receiving department must note on the freight bill that the university is accepting only pallets and not agreeing to the total number of cartons that might be listed. If the carrier does not agree with this then the receiving department must unpackage each pallet and verify the carton count.
  25. Shortages in Shipments

  26. When containers are opened for inspection and a quantity count, and a shortage is discovered, this will constitute a claim against the supplier. Shortages generally result from an error in packing. Unless evidence indicates that the original supplier package has been tampered with, all shortages attributed to the supplier should be reported to the supplier by the Business Services Office. Should evidence indicate tampering, the carrier should also be notified and an investigation requested.
  27. Processing Freight Claims for Shortages on Damaged Items

  28. Most shipments to the University are Free On Board (FOB) Valdosta State University. This requires the shipper to absorb any losses during shipping. The damaged item, shipping container, packing material and anything pertinent to the shipment must be held at the inspection point pending an investigation by the carrier. Central Warehouse will contact the carrier to request an Inspection Report. Upon completion of the investigation and preparation of a Damage Report, the supplier will be furnished the original of the report, from which the supplier may initiate a claim against the carrier. The supplier will then arrange for any replacement or return
  29. Receiving Overages and Duplicate Shipments

  30. Containers that are opened for inspection and the quantity count reveals an excessive quantity shipped, or when a duplicate shipment is received, the recipient is to contact the Business Services Office to determine if the items can be accepted. If the overage can be retained, the requesting department will be asked by the Business Services Office to determine whether they have a need for the additional quantity. A Purchase Order correction will be issued, if necessary, to comply with Georgia law. If a department decides to retain the items and the cost is over $100, an e-mail or memo to the Business Services Office will be required. A Receiving Report will be prepared for the additional quantities.
  31. Deliveries Which Bypass Central Receiving

  32. It is not uncommon that items bypass the Central Receiving Office and are shipped directly to the receiving department. To prepare timely invoice payment and avoid unnecessary delivery follow-up efforts, it is essential that deliveries destined for the Central Receiving be received there. Departments that talk with their supplier are to advise them to make direct shipment to the Central Warehouse, North Campus, 204 Pendleton Drive. Departments are to note the ship-to address, Valdosta State University, Central Warehouse (Departments Name), 204 Pendleton Drive, Valdosta Georgia, 31698. If a delivery does bypass the Central Warehouse, and can not be redirected, such as mail deliveries, the department must notify the Central Warehouse at once, so that document processing will be completed promptly. The Central Receiving will note on the Receiving Report that the items were not processed through the Central Warehouse personnel and the specifications were verified by the requesting department.

    In case of an emergency, items that are intentionally shipped to departments or are picked up by department, Central Receiving should be notified within three days of receipt, so the Receiving Report can be prepared and payment made. Merchandise of a periodic nature such as subscriptions are intentionally directed to the receiving department. The department must notify Accounts Payable when the first issue is received.

  33. Orders with an Unknown Final Delivery Point

  34. When preparing a Purchase Order Request, the delivery point should be the final point to which the items will be delivered by the Central Warehouse Delivery Personnel. Distribution to a final delivery point(s) must be accomplished by the requesting department. At times this final point is not known to the requesting department and another point, such as the office of a faculty member, is shown. It is intended, for example, that the shipment will be redirected by the faculty member when it arrives. To avoid unnecessary delay in such cases, it would be helpful if the requesting department would place the word, "NOTIFY", in the Remarks area of the Purchase Request, then the Central Receiving will call the concerned individual before delivery. This practice will not be used on a routine basis, since it consumes additional time and might prevent prompt deliveries from being made to other departments.
  35. Temporary Storage

  36. Normally, all items received by the Central Warehouse Receiving will be delivered to the department within two days from time of receipt unless otherwise notified. Central Receiving is not a storage activity, however, on occasion, it may not be possible for a department to accept immediate delivery. In those instances, the shipment may be held in the Central Warehouse for four days. When such a situation is foreseen, it should be noted on the original Purchase Request, and advance arrangements should be made by contacting the Central Warehouse Manager. Departments must make every effort to either accept all shipments at time of receipt or must accept all stored items four days after being received by the Central Warehouse, since space in the Central Warehouse is limited.
  37. Freight Bills

  38. Under no circumstances will any shipment be accepted COD (Cash on Delivery).

    Freight bills will be attached to the Receiving Report and forwarded to the Accounts Payable office. In most instances items are shipped to the University with the freight charges prepaid by the supplier. If items are received on freight collect terms, (NOT COD) the collect freight charges can be handled either on a direct charge basis using the Check Request procedure or with cash using the Petty Cash procedure. If the use of neither of these is possible, a Purchase Order can be issued to the freight line. The receiving individual is responsible for notifying Accounts Payable that payment is to be made against a freight bill. The proper documentation for these payments must accompany the Receiving Report to Accounts Payable.

    In instances where the payment of freight for items on a Purchase Order is questionable, the Central Receiving will request the Business Services Office to authorize payment of the bill. The charge to a department will be made through Accounts Payable. Should it be determined that the freight was not owed for the items, final adjustments to the payment of the Purchase Order for the items on the freight bill will be made through the Business Services and Accounts Payable Offices.

    Questions concerning freight charges may be verified by calling the Accounts Payable Office (5708). Corrections of charges to departments, if needed, are made in the subsequent month's charges.

  39. Instructions for Use of Receiving Reports
    1. On the front of the form, list the carrier on which the merchandise was shipped, such as UPS Blue Label, and the date that the items were accepted from the carrier. A copy of a bill of lading attached to the form will be acceptable.
    2. If the information is available, also show the total shipping charges and the freight terms, such as $5.85/collect.
    3. Show the quantity of each item received in the quantity column of the receiving report.
    4. The person who entered the information is to sign the form.
    5. The items will be delivered to the requesting department. The person who accepts delivery for the department is to sign in the space provided. The date the department accepts the delivery should also be shown.
    6. 6. The completed form, along with the freight bill, is forwarded to Accounts Payable Office the day following delivery.
    1. On the front of the form list the carrier on which the merchandise was shipped, such as UPS Blue Label. A copy of a bill of lading attached to the form will be acceptable.
    2. If the information is available, also show the total shipping charges and the freight terms, such as $5.85/collect.
    3. Show the quantity of each item received and show the date that the item was accepted from the carrier in the quantity column of the receiving report.
    4. The person who entered the information is to sign the form.
    5. The receiving department will make a copy of the receiving report and will highlight or circle the items received in the recent shipment.
    6. The items will be delivered to the requesting department. The person who accepts delivery for the department is to sign the copy in the space provided. The date the department accepts the delivery should also be shown. Central Receiving will make a copy of this document for its files and forward the report to Accounts Payable.
    7. When the order is complete the original form will be signed by the department.
    1. On the front of the form, list the carrier on which the merchandise was shipped, such as UPS Blue Label, and the date that the items were accepted from the carrier. A copy of a bill of lading attached to the form will be acceptable.
    2. If the information is available, also show the total shipping charges and the freight terms, such as $5.85/collect.
    3. Show the quantity of each item received in the quantity column of the receiving report.
    4. The person who entered the information is to sign the form.
    5. The items will be delivered to the requesting department. The person who accepts delivery for the department is to sign in the space provided. The date the department accepts the delivery should also be shown.
    6. 6. The completed form, along with the freight bill, is forwarded to Accounts Payable Office the day following delivery.
    1. On the front of the form list the carrier on which the merchandise was shipped, such as UPS Blue Label. A copy of a bill of lading attached to the form will be acceptable.
    2. If the information is available, also show the total shipping charges and the freight terms, such as $5.85/collect.
    3. Show the quantity of each item received and show the date that the item was accepted from the carrier in the quantity column of the receiving report.
    4. The person who entered the information is to sign the form.
    5. The receiving department will make a copy of the receiving report and will highlight or circle the items received in the recent shipment.
    6. The items will be delivered to the requesting department. The person who accepts delivery for the department is to sign the copy in the space provided. The date the department accepts the delivery should also be shown. Central Receiving will make a copy of this document for its files and forward the report to Accounts Payable.
    7. When the order is complete the original form will be signed by the department.

  40. Receiving Reports are to be used to record receipt of items against a Purchase Order. This form will also be used to record the receipt of items. How the item arrived, who checked it, who it was delivered to, date received, and any other pertinent information will be noted on the Receiving Report as well.

    The university, using the procedure recommended in the Board of Regents Business Procedures Manual, uses a copy of the Purchase Order document as a Receiving Report document. Instructions for completion of this form are as follows:

    For Complete Shipments

    For a Partial Shipment