Purchasing Policies Manual


Policy Title: Cancellation or Modification of Orders
Policy Number: 5.1
Effective: February 1996
Latest Revision: November 2011

Requests for cancellation or modification of Purchase Orders should be submitted to the Procurement and Contracting Services Department on a Purchase Order Amendment by an officially designated individual, stating the reason for the change. For quick tutorial on how to process a Purchase Order Amendment, go to UPK Training; under the "Purchasing" tab, click on "Changing Purchase Orders", click on "Amending a Purchase Order". Requests for cancellation or modification by telephone or fax will not be accepted.

Since a Purchase Order is a legal document, it can only be cancelled by mutual agreement between the Vendor and the University of Arizona. There may be restocking or cancellation charges if the Vendor has expended money to fulfill the order. Restocking or cancellation charges are the responsibility of the Department, and will be paid against the Purchase Order.

Policy Title: Inspection of Items Received by Departments
Policy Number: 5.2
Effective: February 1996
Latest Revision: November 2011

Products or services received directly in a department against most types of Purchase Orders may require the completion of a Line Item Receiving e-doc to facilitate payment of the invoice(s). Purchase Orders requiring receiving are marked "Receiving Required: Yes" under Purchase Order Detail in the Document Overview section. All items should be inspected for content and damages promptly after receiving. Instructions for completing this document are found at UPK Training. Once you are in the tutorial hompage, click on Purchasing then Receiving.

If Accounts Payable receives an invoice and the receiving information is not recorded in UAccess Financials then Accounts Payable will generate an email notice to the department for receiving information. The department will be able to view the invoice via UAccess Financials and respond with the receiving information. A notice will continue to be sent to the department until the information is obtained.

Any individual who is going to be away from the University for a significant amount of time should arrange for another individual to receive, unpack, and inspect merchandise as received.

Policy Title: Mistakes in Shipping by Vendor
Policy Number: 5.3
Effective: November 2011

Mistakes in shipping should be reported promptly to the Vendor referencing the Purchase Order Number. Departments should give sufficient detail concerning the mistake so proper negotiations and correction of the mistake can be handled with the vendor. 

Mistakes in shipping should be reported promptly in the Notes and Attachments tab of the Purchase Order in UAccess Financials. Departments should give sufficient detail, concerning the mistake, to alert Accounts Payable of the problem so as to avoid erroneous payment.

Policy Title: Damages and/or Shortages/Overages
Policy Number: 5.4
Effective: February 1996

In case of shortage/overage of shipment, an Exception Report should be submitted immediately to Central Receiving or AHSC Receiving and must include the following information: Purchase Order number, date, vendor, extent of damage/shortage. Government regulations require the University to file claims within seven (7) days. Failure to comply with these regulations could result in a denial of the claim.

In case of damage to a shipment, it is absolutely necessary that this be recorded on the freight bill when received. Save all packing material and promptly notify Central Receiving or AHSC Receiving by completing the Exception Report. Do this as soon as possible so that Receiving staff can schedule freight inspections and submit claims for damages.

You can fax your Exception Report to Central Receiving at 621-3196.

The department is responsible for preparing the item(s) for return. This includes packing, sealing, labeling, return authorization number, etc. Central Receiving or AHSC Receiving can arrange for packaging at an additional cost to the department if desired.

For further information, contact Central Receiving at 621-3890 or AHSC Receiving at 626-4051.

Policy Title: Returns for Credit or Mistakes in Ordering
Policy Number: 5.5
Effective: February 1996

When a vendor has shipped items as specified on a Purchase Order, they have legally complied with their part of the contract and are under no obligation to accept for credit any items delivered as specified. Agreement by a vendor to accept the return of an item for credit is by no means automatic, and a restocking charge may be incurred. This charge will be assessed to the requisitioning department.

Requests for supplies or equipment to be returned to the vendor for adjustment or credit must be arranged with the vendor, from whom a Return Authorization number must be obtained. After obtaining the Return Authorization number, prepare an Exception Report to document the disposition of the merchandise. 

Material ordered in error and having a net value of $50.00 or less must be retained by the requesting department.

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