Title:
Receiving of Goods Policy & Procedures
Scope:
This document outlines the procedure to ensure goods
received at University Central Stores are dealt with efficiently
and effectively.
Objectives:
To allow for the efficient receiving and distribution of
incoming goods according to University requirements.
Issues:
Nil
Policies:
All incoming goods purchased against Purchase Orders raised
by the Division of Financial Services or Division of
University Properties are to be delivered to the Central Stores
or nominated site as per the Purchase Order.
Procedures:
Receiving Goods

On receiving goods into store, or on to site, the Stores Officer
will marry the delivery docket with the duplicate copy of the
purchase order held and enter the details onto a delivery
manifest sheet.
Obtaining an Acquittance

Under no circumstances should the duplicate copy of the order
be left with the goods once they leave the store.

If a Faculty or Division wishes to inspect the goods prior to
signing the acquittance, the delivery docket should be left with
the goods and a signature obtained on the delivery manifest.

The delivery docket is to be signed and returned to the Store,
where it will be attached to the duplicate copy of the order.
Banner Receiving

Once the acquittance has been received and/or duplicate Order
signed, the paperwork can be passed to the Finance Clerk, for
receiving onto Banner.

Receiving document is processed using the Receiving Goods
Form (FPARCVD), the Finance Clerk will only receive those
items that has been signed for.

The document number will be created using the following
example.
P/Order No: P0012345
Rec Doc No: YA012345 for first receiving
Rec Doc No: YB012345 for second receiving and so on.
Responsibilities:
Budget Managers of Faculties/Divisions:

Ensuring that goods ordered on purchase orders are signed for
as received in good order and correct in all detail.
Finance:

Ensuring that Purchase Orders are signed off and receiving
processing occurs in an appropriate and timely manner.

Ensuring that duplicate Purchase orders are filed in such a
manner that permits easy retrieval of information.
Implementation:
This procedure has been implemented and is subject to regular
review.
Date Submitted:
Originally submitted June 1994. Submitted for review June
2000.
Date Approved:
Prepared by:
Mike Smith, Finance Manager (Supply).