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Receiving an Order

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

  1. 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.
  2. End user of goods should initial and date the bill of lading/packing slip and file until the invoice is received.
  3. 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.
  4. Retain a copy of the invoice along with the original bill of lading/packing slip for future reference.

Partial Payments

For partial payments to vendors, a receipt can be completed for the partial invoice received from the vendor. For instructions on how to complete a Receipt in SmartBuy, please refer to Creation to Submission Job Aid in the Purchase Requisition to Purchase Order resources.

Document Rentention

Strategic Procurement Services, Finance and the internal community each are responsible for retaining information.

Departments and faculties are responsible for the retention of PCard receipts and statements. In addition, end users must retain all documentation relating to reimbursement of expenses.

Retention Period:  7 years after last action

Strategic Procurement Services is primarily responsible for the retention of records relating to the acquisition of goods and services including bid and competitive selection processes. Records may include specifications, requests for proposals (RFP), requests for tender (RFT) or requests for quotes (RFQ), vendor proposals and bids, bid tabulation sheets and records of all bids received (successful and unsuccessful), department requisition forms, purchase orders, contracts and leases, related documentation and correspondence.

Procurement Operations is responsible for the retention of PCard Agreements.

Retention Period
Strategic Procurement Services retains all material pertaining to a specific acquisition of goods and/or services until the contract is superseded (for renewed or extended contracts) or until 1 year after contract expired or action completed unless there is a longer warranty, in which case documentation is retained for the duration of the warranty.  Once the retention period has expired the record is destroyed.

PCard agreements are retained until 6 months after the card is cancelled.

Finance is primarily responsible for records relating to expenditures and purchases made on behalf of the University.  Records may include requisitions and purchase orders, invoices, charge accounts, supporting documents, cheques, Canadian and foreign drafts, reimbursements of travel and moving expenses and requests for advances.

Retention Period: Finance retains all financial records for 7 years after the last action.