Purchasing Manual - Rockwall ISD

Rockwall Independent School District (RISD) Purchasing ManualSECTION 9DELIVERY AND RECEIPTCarefully checking deliveries and ensuring that the end user(s) that ordered the goods/servicesactually obtain them is a critical part of the purchasing process. RISD utilized decentralizedreceiving and rely on end users to receive goods/services.The school/department should assign the receiving responsibility to an individual trained inreceiving procedures. Procedures regarding the receipt of goods should be in place at eachschool/department; this includes specific procedures for receiving goods during summer andwinter breaks.Monitoring the delivery and receipt of purchase orders is the end user’s responsibility.This ensures that the district actually receives what it purchases.Receiving ProceduresLocate the “packing slip.” The packing slip contains the information of the items shippedfrom the vendor. The packing slip should list the following information:Date of shipment from the vendorRISD Purchase Order NumberQuantities and descriptions of items shippedIf the individual performing the receiving cannot locate the packing slip, he/she mustimmediately contact the vendor and request a copy.Compare the packing slip with the Purchase Order and verify that the shipment is intended foryour school/department. If it is, continue the receiving procedures. If you are certain that theshipment is not intended for your school/department, refuse the shipment or aid indetermining the proper destination.Ensure that the items on the packing slip match the items on the Purchase Order; accept theitems that were ordered and contact the vendor for instructions for handling the incorrectitems.Compare the number of containers delivered to the number on the carrier’s packing slip.Record any discrepancy on the carrier’s shipping documents.-49-- 49 -