AGENDA MARCH 9, 2011 5:00 PM 1. Meeting called to order 2. A ...

SECTION 12. INVOICES AND RECEIPT OF ITEMS12.1 ReceivingDepartments have the authority and responsibility to inspect and accept goods and services onbehalf of the Authority. It is very important that employees responsible for receiving itemsensure that the quality and quantity received are the same as listed in the contract or PO. Goodsand services must be delivered on time, as specified and in the proper quantity or quality. Thefollowing steps should be taken to ensure the proper receipt of items:A. Verify the package is for the Authority. If not, delivery should not be accepted.B. Inspect the package for external damage.C. If external damage is found, the package should be opened immediately. Theemployee and the delivery driver should examine the contents together.D. If the entire value of the item is destroyed, delivery should not be accepted.E. Inspect the package for concealed damage; such as partial shipment, duplicateshipment or over shipment; or failure to deliver according to specifications. Ifany of these discrepancies occur contact the Purchasing and WarehouseDepartment immediately for assistance in filing a claim and returning the items.12.2 Handling InvoicesThe Accounting and Finance Department compares the PO from the open file against thevendor’s invoice for accuracy. An invoice should include the following:A. PO number or Contract NumberB. Date of order (if possible)C. Date of deliveryD. Itemized list of materials or services renderedE. Destination of deliveryF. Quantities, prices (both unit and total), terms and any other charges contained onthe POG. Delivery charges should be listed separately from the materials and supplies ifthey are not included in the unit price40|Page