Receiving procedures

Six steps in receiving

• Unpacking shipments
• Matching the packing slip against the vendor’s invoice
• Matching the invoice against your purchase orders
• Paying the invoice or forwarding the invoice for payment
• Statistics
• Updating the accounts

Unpacking the shipment

• Check damaged containers
• Sign bill of lading
• Check physical condition of items
• Locate packing slip and/or invoice
• Make photocopy of invoice if only one copy received

Matching packing slip against items shipped

• Correct items received?
• Are there items on the invoice which have not been received?
• Correct number of items received?
• Items received which are not on packing slip?
• Note any discrepancies on the packing slip

Matching packing slip against invoice

• Follow same procedures as for checking items against packing slip
• Vendor must be notified of any problems
• If no invoice received, place packing slip in a “pending invoice” file

Matching invoice against original purchase order

• Pull all purchase orders/slips
• o Make sure all items have been received
• Correct items have been received?
• Proper number of copies?
• Correct format?
• Prices correct and correct discounts?
• Stamp, write, or enter the date received for each purchase order

Record and file clearing

• Place one copy of the order form in the item
• Make note of any back orders if in a manual system, refile purchase order
• In manual setting, stamp date received on one packing slip and file in received file
• Disperse on-order slips according to library policy
  o compile statistics
• Property mark each item

Paying the invoice

• Invoice approval
  o update financial records
  o if order fully received, forward to appropriate person for authorization
  o forward to agency for check to be cut
• Update statistics
• Send items to cataloguing
• Clear up problems (e.g. claims, cancel)
• Notify requestor when item catalogued

Missing items

• Claim should be initiated and clearly identified
  o immediately
• Keep a written or electronic record
  o include:
  o the library’s account number with that vendor
  o a description of the missing item
  o the purchase order number
  o invoice number, and date of order
  o what action you wish the vendor to take

Damaged items

• Send back to the vendor with a letter describing the extent of the damage
• Request a replacement copy
• Specify what charges you will accept, e.g. return shipping costs

Check every month for the status of items. Slight damage to be books can probably be fixed in house, if too much, request a replacement item.

Overdue items

• Issue a claim requesting a status report or to cancel the order
• If canceling an order, you need to notify the vendor giving the same information as you would have when claiming a missing item
• Update records showing that the order has been cancelled and unencumber funds
• Notify selector or requestor of cancellation giving reason(s) why

Incorrect items

• First check to see if the purchase request was clearly stated and correct
• Return the item to the vendor with a photocopy of the original order
• If more than one item on invoice, you may request a new invoice or a credit memo on your account