SLU/Purchasing Signature

Reporting Receipt of Mechandise and Services

MERCHANDISE AND SERVICE REPORTING ACKNOWLEDGEMENTS
MAY ONLY BE SIGNED
BY FULL-TIME OR PART-TIME FACULTY OR STAFF
(Student Employees are not authorized to report partial or final receipt of goods and services)

For all external purchases, the faculty or staff employee receiving the merchandise or service shall be responsible for verifying the quantity of the merchandise received or service rendered against the purchase requisition, purchase order or release order issued. If the quantity and description of the items received match the applicable order, then the faculty or staff member receiving the merchandise or service shall be responsible to complete and forward to the Purchasing Department within (2) working days of receipt or delivery the appropriate receiving acknowledgement as outlined hereafter:

  • Purchase Requisition -- Sign and date the (blue) Receiving Report copy of the requisition and forward to Purchasing; If a partial shipment is received, a Receiving & Delivery Report form should be secured and completed in the same manner as a Purchase Order or Release Order outlined below.

  • Purchase Order -- Insert Purchase Order number if not indicated at top of Receiving & Delivery Report form, complete the detail section (P.O. item number/description/quantity/ unit), mark whether partial or final shipment, date and sign Receiving & Delivery Report, and forward (white) Accounts Payable original and (blue) Purchasing copy to Purchasing; If merchandise delivered directly to department by vendor or services are rendered, then budget unit should secure a blank Receiving & Delivery Report form and follow same procedure for acknowledging receipt.

  • Release Order -- Insert Release Order number if not indicated at top of Receiving & Delivery Report form, complete the detail section (R.O. item number/description/quantity/ unit), mark whether partial or final shipment, date and sign Receiving & Delivery Report, and forward (white) Accounts Payable original and (blue) Purchasing copy to Purchasing; If merchandise delivered directly to department by vendor or services rendered, then budget unit should secure a blank Receiving & Delivery Report form and follow same procedure for acknowledging receipt.

    Invoices packaged with merchandise or issued by the vendor shall be stapled to the appropriate receiving acknowlegement used herebefore. Packing list reference by attachment is not acceptable for reporting purposes and a copy of the packing list should be retained by the budget unit with the budget unit's copy of the receiving report.

    NOTE: Services referenced herein do not refer to Personal, Professional, Consulting and Social Services performed by contractors. An Authorization to Release Payment form shall be used for reporting services by contractors contracted under a Personal, Professional, Consulting and Social Services contract.

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