Receiving Process

Upon receipt of an order, the requester must check the order for accuracy and whether the purchase order is complete or partial. Note the date the items or services were received.

Steps to take when you receive an invoice:

• Verify charges and sign it for payment approval.
• Before the invoice can be paid, make sure the invoice contains the following required items: purchase order number, date goods or services were received, and the purchaser’s signature of approval.
• Mark it “complete” if everything on the purchase order was received, thus completing the purchase order.
• Mark it “partial” if there are any items still coming to fulfill the order.

If the order is in satisfactory condition:

• Attach the approved invoice with all other paperwork pertaining to your order. (The Business Office doesn't need the yellow copy, that is your copy for your records.)
• Submit everything to the Business Office within five working days to ensure timely payment.
• For partial orders, repeat the process until the purchase order is complete.

If the order is not in satisfactory condition:

• Contact vendor to rectify the situation.
• Contact Business Office if more assistance is needed.

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