Contracts & Purchasing - Receiving Methods
Merchandise receiving is a very important part of the acquisition process. In most instances, it is a violation of state law (RCW 42.24.080) to use public funds to pay for merchandise or services not received; therefore, verification of receipt is essential.
When items are received at the schools and other department locations, they should be accompanied by a packing slip. It is your responsibility to acknowledge receipt of goods so the purchase order and invoice or p card transaction may be processed for payment.
Receipt of merchandise
To ensure that you only pay for items received, it is important to use the following procedures to receive all merchandise.
1. Review the vendor’s packing slip to ensure that the items and quantities actually received match the slip. Ensure that all items have been received and that there is no damage to the goods. If all items on the purchase order are received, it is considered a complete shipment. If only some items on the purchase order are received, this is considered a “partial shipment."
- Purchase order: Receive your items in WESPaC using either the receiving module or the receiving function in the purchase order. Click here for step by step receiving procedures. See also scanning and attaching in WESPaC.
- P card: Items are considered received when the P card has been reconciled and the receipts/packing slips have been turned with the reconciliation form.
2. The building/department maintains all packing slips and receipts for items purchased with a purchase order.
3. Do not accept any goods not shown on your requisition/purchase order.
Receipt of freight (delivery by company other than the vendor)
1. Before signing shipping/delivery document:
- Conduct a carton count and verify that the count matches the quantity of cartons or boxes shown on the shipping/delivery document.
- Check all sides of the cartons for visible damage. (If damage is evident, see damaged goods procedure below.)
- If carton count matches the shipping/delivery document, and no visible damage is evident, sign and date the document for acceptance of delivery.
- Open the cartons immediately.
Keep a copy of the shipping/delivery document.
2. Receipt of a shortage or overage:
- If the carton count does not match, indicate on the shipping/delivery document that there is a shortage (or overage if applicable). Have the delivery driver sign and date the document to acknowledge the discrepancy. Sign and date the document to acknowledge receipt. Keep a copy of the signed shipping/delivery document.
- Notify the vendor immediately of the discrepancy. The vendor may require us to handle the claim directly with the freight carrier.
3. Receipt of damaged merchandise:
Open all cartons as soon as possible and inspect for damage. If damage is found, save all boxes, packing materials and damaged items. Do not remove from area where received. See Merchandise Return section, below, for return procedures.
- Visible damage – If the driver will wait, open and inspect cartons for damage to the merchandise. Note the type/description of damage on the shipping/delivery document and have the driver sign the document. If the driver won’t wait, note the number of damaged cartons on the shipping/ delivery document. Both the driver and the district-receiving agent (you) must sign and date the document. Keep a copy of the signed document. Inspection for visible damage must be conducted and a claim filed with the carrier or vendor within 10 days of delivery of merchandise.
- Concealed damage - Inspection for concealed damage must be conducted and a claim filed with the carrier within 15 days of delivery of merchandise.