The vendor's responsibility is to deliver goods and services in accordance with Strategic Procurement Services Standard Terms and Conditions. The delivery date, quantity and the requirements as specified at the time of purchase (e.g. Purchase Order) must be met. It is the end users responsibility to ensure that the goods and/or services are received and inspected prior to approving payment.
Steps to Receiving an Order
- Check the bill of lading/packing slip against shipment to ensure order received in full. The end user is required to contact the vendor directly to rectify any discrepancies.
- End user of goods should initial and date the bill of lading/packing slip and file until the invoice is received.
- Match the bill of lading/packing slip with invoice and check for accuracy. If correct, the end user proceeds to pay the invoice using the correct method of payment depending on the purchase. 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.
- Retain a copy of the invoice along with the original bill of lading/packing slip for future reference.
Strategic Procurement Services, Finance and the internal community each are responsible for retaining information.