Central Stores Requisitions

INITIATED: December 4, 2000

APPROVED: March 6, 2001

PURPOSE

To establish a procedure for requisitioning goods from Central Stores.

APPLICABILITY

All faculty and staff.

PROCEDURE

1. An employee who wishes to requisition supplies does the following:
.1 Checks the Central Stores catalog to see if the desired items are available;
.2 Prepares a Central Stores requisition;
.3 Delivers or forwards, through intercampus mail, the completed requisition (with carbon intact) to Central Stores, retaining the goldenrod copy for departmental records.
.4 When the material is delivered to the department from Central Stores, the department signs for the materials on the requisition, retaining the package slip copy for its records.
.5 Central Stores retains the Warehouse copy for its records and forwards the yellow copy to Accounting for billing purposes.
.6 The department notifies Central Stores as soon as possible after receipt of material when items do not conform to specifications ordered, or if an error was made on ordering or shipping.
2. PROPER PROCEDURE FOR COMPLETING THE CENTRAL STORES REQUISITION FORM
1. The following items are required:
1. Official name of department, be specific, avoid abbreviations.
2. Phone number of persons to be contacted in case questions arise regarding requisition.
3. Date requisition is prepared.
4. Exact delivery point, i.e. building and room number.
5. Date material is needed.
6. Special instructions as to delivery, i.e. special times, people, etc.
7. List item number, 1 through 20.
8. With the designated issue unit in mind, indicate quantity desired.
9. Use the unit of issue as indicated in the catalog.
10. Be sure to use the correct catalog number, as this is the main way orders are filled.
11. Use product description as indicated in catalog.
12. & 13. Leave blank.  The correct prices and extended totals will be filled in by Central Stores after the order is filled.
14. Make sure requisition is approved by signature of the account director.
15. For Facilities Operations only - Work orders to which materials are to be charged.
16. Account number to be charged.
17.-21. Leave blank.
NOTES
1. Order only one class (office, janitorial, etc.) of items per requisition.  Please do not mix.
2. The last copy of the requisition is for your records, be sure to detach and retain it.
3. Items are not back ordered.  If it is out of stock, it is considered cancelled and you must reorder.  Central Stores will notify departments when items are out of stock.
4. Submit requisitions to the Warehouse Attendant at the Central Stores facility - phone 2749.
3. Receiving

The Central Receiving unit is responsible for receiving and distributing merchandise procured by Purchasing.

1. All merchandise will be delivered to the location specified in the Purchase Order.  Central Receiving and Warehouse will normally be designated.  Merchandise procured for Auxiliary Services is normally delivered to Central Food Stores Receiving (Quad I).  Exceptions to the above two delivery points may occur.
2. Central Receiving Personnel will determine where a shipment is to be unloaded, because of size, special unloading and/or handling, storage, or other reasons.  Problems, including unidentified shipmens, are to be referred to Purchasing.
4. RECEIVING REPORT AND DISPOSITION OF MERCHANDISE
1. The Receiving Clerk determines the purchase order number applicable to a shipment and:
1. Removes the green copy of the Purchase Order from the "Incomplete Order" file which is maintained in numerical sequence.
2. Delivers the parcel, or packages, to the ordering department indicated on the Purchase Order.  Merchandise purchased for Inventory purposes will be checked for conformity to Purchase Order requirements and stored appropriately.
3. The Department notes the amounts of items received, and dates and signs the green receiving copy of the Purchase Order acknowledging receipt of items.
4. In the event receipted merchandise does not conform to specification or other deficiencies exist, the ordering department must telephone Accounts Payable within 24 hours to withhold payment of the vendor's invoice until the problem can be resolved.   The telephone call must be confirmed by memorandum to Accounts Payable and Purchasing.
5. Receiving transmits the receipted green Purchase Order to Accounts Payable, if Purchase Order is complete.  Accounts Payable will attach the completed green receiving copy to the Accounting (yellow) copy for payment.  If the Purchase Order is partially filled, Central Receiving will send a facsimile copy to Accounts Payable for accounting purposes and retain the green receiving copy until the order is complete.  In all cases, Accounts Payable will determine the extent to which the Purchase Order is complete, from the receiving copy.
6. When packing lists and freight bills (collect only) are furnished with parcels, or packages, the Receiving Clerk will attach these documents to receiving copy, as supporting data.
7. A transmittal receipt is required from Accounts Payable, dated to acknowledge documents bearing discount allowances.
8. The Receiving Clerk returns the "incomplete" Purchase Order to the "Open Purchase Order" file to await the arrival of remaining items.
5. TRACING OF OUTSTANDING PURCHASE ORDERS
1. Approximately the first week of every month, Central Receiving will review the status of all Purchase Orders in the receiving file.  All orders that exceed the estimated delivery date, or are over 60 days old, will be pulled for review.
2. Central Receiving will call the department involved to verify that the merchandise has not been received.  If, for some reason, the department has received the merchandise, the green receipt is forwarded to the department for a signature and then to Accounts Payable for payment.
3. If the Purchase Order has not been received, Central Receiving prepares and sends a Purchase Expediter Form, with a copy of the Purchase Order, to the vendor (see attached).  A copy of the expediter form is sent to the Purchasing Department and one copy is attached to the receiving copy.
4. Upon receipt of the expediter form from the vendor, both the University department involved and the Purchasing Department are informed as to the status of the order.  Appropriate action is then taken by either Purchasing or Central Receiving.
6. DAMAGED MATERIALS
1. All Carriers delivery to Northern Michigan University are potentially liable for two types of damaged materials, (1) apparent and (2) concealed.
2. It is the responsibility of Receiving to perform the following when a shipment is received and apparently damaged:
1. Packages should be opened immediately and inspected for apparently damaged material.
2. If the material is damaged, a joint inspection or examination of the contents by the carrier's representative and a Receiving representative should be arranged as soon as possible.
3. The extent of the damage to the shipment should be entered on the carrier's delivery slip by Receiving personnel and on the consignees copy by the carrier's representative.  Absence of this notification or a signature only without such a notation will normally considered evidence that the shipment was received in apparent good order.
3. When the University department receives goods and concealed damage (that which is not immediately apparent, and which was not discovered by Central Receiving), they should notify Central Receiving immediately.
All packing material and cartons in which the goods were received must be retained for inspection and possible return of the material.  Failure to retain said material may void the ability to obtain a claim.
4. Central Receiving will arrange for the delivering carrier to inspect the shipment and prepare a report covering the damage.  The carrier is required to make a prompt inspection of the shipment, including examination of goods, checking the contents with the invoice, comparison to the shipping weight and examination of the container.  The carrier is responsible for the completion of an "Inspection Report of Loss or Damage Discovered After Delivery" form.  This original is attached to the claim by the party responsible for filing, either the carrier, shipper, or Purchasing Department.  Even if the carrier waives inspection of the damage, the carrier is required to assign a claim number for Receiving when a formal claim for damage is issued. 
5. Central Receiving forwards to the Purchasing Department all related documents to be transmitted with the claim to the vendor or the carrier responsible for the loss.  Interstate Commerce Regulations require that any damage of this nature must be reported to the carrier within 15 days after delivery of the goods.
6. The following documents are retained to support damage claims:
1. Original bill of lading.
2. Original paid freight bill.
3. Original invoice or certified copy extract, from the original invoice.
4. Copy carrier's document pertaining to the particular shipment involved, whereon loss or damage is noted at time of delivery over carrier's signature.
a. Inspection report (concealed loss or damage claims) and Damage Claims.
b. Standard form for presentation of Loss and Damage Claims.

REFERENCES

None.

INITIATING DEPARTMENT/DIVISION

Purchasing/Finance and Administration

For associated policy, please click here: Central Stores Requisitions Policy