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Receiving an Order

In accordance with Procurement Services Standard Terms and Conditions the Supplier/Vendor shall deliver the goods and services in strict accordance with the delivery date, quantity and the requirements as specified at the time of purchase (e.g. Purchase Order). It is the responsibility of the end user to ensure that the goods and services that are received are inspected prior to approving payment. The steps involved when receiving orders are outlined below.

4 Steps for managing University records
Step 1

Check Bill of Lading/Packing Slip against shipment to ensure order received in full.

If the shipment is incorrect or incomplete the end user is required to contact the supplier/vendor directly to rectify any discrepancies.
Step 2

End user of goods should initial and date Bill of Lading/Packing Slip and file until the invoice is received.

Step 3

Match Bill of Lading/Packing Slip with invoice and check invoice for accuracy.

If invoice is correct, the end user proceeds to pay the invoice using the correct method of payment depending on the purchase. See How to Pay for more information. Discrepancies found on an invoice are the responsibility of the end user and should be adjusted prior to being forwarded to Accounts Payable for payment.
Step 4

The end user should retain a copy of the invoice along with the original Bill of Lading/Packing Slip for future reference.

See Document Retentionfor more information.