1. I purchased an item through Procurement and it arrived this morning. Shipping and Receiving personnel had me sign a receiving report before they would give me the item. What is a material's receiving report?
   
2. I have received an item that I ordered and it does not work properly. What should I do?
   
3. I have received an item that was damaged on arrival. Shipping and Receiving has contacted the buyer. What is the next step?
   

All purchased materials will be either sent to or picked up by NOAO Shipping and Receiving personnel who will inspect the item(s) for damage and conformance with purchase orders. After inspection, a receiving report (RR) will be completed and the incoming materials will be distributed to the individual indicated on the purchase order as requesting the materials.

Upon accepting the materials, the requester will sign the bottom left hand portion of the RR to indicate that the equipment is what was ordered and is in proper condition. A signature in this space authorizes NOAO Accounting to pay the invoice for the item.

Questions concerning the materials (shortages, overages, damage, etc.) should be directed to the buyer who purchased the materials and is listed on the bottom left corner of the purchase order.

If the materials require testing prior to acceptance, the requester should sign in the bottom right hand corner of the RR. A signature in this area indicates that the materials have been received but that payment is not authorized. U.S. commercial law requires that all invoices be paid within a reasonable period of time. This is taken by the NOAO procurement manager to mean 10 working days. Therefore, the requester will have 10 working days to check out the equipment and notify the buyer if there are any problems. Otherwise, at the end of the 10 days, the NOAO procurement manager will sign the RR authorize payment. Complex optical purchases that require considerably longer to test will be given more time, depending on the complexity of the item.

RRs for loaned equipment must be signed in the bottom right hand corner to confirm receipt but that payment of the invoice is not authorized.

Materials purchased for Kitt Peak will be received in Shipping and Receiving and a RR completed. Shipping and Receiving personnel will sign in the bottom right hand corner of the RR indicating receipt but not authorizing invoice payment. The materials will be directed to a storage area on the mountain where the goods may be picked up by the requester. The requester will have 10 working days to notify Procurement if there are any problems with the items received. After 10 days, the NOAO procurement manager will sign the RR and authorize payment.

top

I have received an item that I ordered and it does not work properly. What should I do?

First, contact the buyer who purchased the items. The buyer will make the necessary arrangements to get the item returned and replaced as quickly as possible.

You should not contact the vendor directly. If you do, you run the risk of negating any warranties that Procurement has negotiated.

top

I have received an item that was damaged on arrival. Shipping and Receiving has contacted the buyer. What is the next step?

First, determine who is responsible for the damage. This determination is related to ownership of the items. If the purchase order (PO) states "F.O.B. Destination," then the responsibility for the damaged freight rests with the vendors. The buyers will work with them to get a new item.

If the "F.O.B." designation is "Ship Point," then the items belonged to AURA when the shipment left the vendors dock. In this case, AURA must file a freight claim with the carrier. Depending on the cost of the damage, the claim may resolved quite quickly and the payment reimbursed into the account listed on the original PO. In the meantime, you will have to issue a new requisition and have the item purchased again.

If the item is very expensive, the carrier my be limited as to what its liability is and its ability to reimburse AURA for the cost of the items may be limited. Federal Express and UPS have such arrangements. In this case, AURA will have to absorb the difference between what is spent and what is reimbursed.

If you have any questions, contact Clark Enterline, NOAO Procurement Manager (centerline@noao.edu, ext. 8277).

top