Product Ordering. Only those individuals specifically designated in writing by the Board of Regents can authorize purchases. When you are placing an order, state that you are calling from the University of Nebraska at Kearney.
Emphasize that the University is sales tax exempt. The University's tax exempt number is 05-0279064 and can only be used if the purchase will be paid from a University issued check or payment process.
Give vendor/supplier your name, the department name, and complete delivery address. (Please provide complete shipping address, to include building name, room number, and street address to insure proper delivery).
Make sure that the appropriate departmental personnel are aware of your purchase, and that you have followed all departmental procedures regarding processing and University record retention/documentation requirements.
Document the name of the vendor, the name of the person you placed the order through, the date ordered, what you purchased, and the amount of the purchase.
Product Delivery. Inspect the product at the time of delivery.
Compare the merchandise being delivered to the packing list. Verify quantity, style number, color and delivery address.
Compare the packing list to the original purchase order.
Check the merchandise for damage
Wrong Merchandise. Carefully examine the packing list. If the product received is listed on the packing list, but is not as ordered, accept the shipment, and contact the company. Purchasing should also be notified.
If the product is to be returned, follow company instructions, and retain a proof of return (i.e.: a bill of lading or parcel post receipt).
Short Shipments. If a product is listed on the Bill of Lading/delivery receipt but is not part of the order delivered, note the shortage, and report the shortage to the company.
Damaged Merchandise. Do not use any product received in a damaged condition. If the product is used, the claim will be denied.
Shipments Received with Visible Damage.
Shipments Received with Concealed Damages (Concealed damages are damages found after the delivery was accepted).
Inspect the product before it is moved to a different location. If damage is found, hold the merchandise and all packing material at the delivering site for the carrier's inspection. If the damaged product is moved or the packing materials discarded, the carrier will deny the claim.
Contact the carrier and report the damage, request an inspection report and ask if an inspection will be performed by the carrier or their agent. Document the date and time of the call and the name of the person you spoke to.
In accordance with industry rules, concealed damage must be reported to the delivering carrier with 15 calendar days (the day of delivery is considered day 1). The carrier is to inspect the product within five working days after notification. In some cases, the carrier may decline an inspection and issue a waiver of inspection.
The carrier's representative will inspect the damaged merchandise and prepare an inspection report for your approval and signature. Carefully read the report before signing. Do not sign the report if you believe it to be incorrect. Upon receipt of the inspection report, send a copy of the report to Purchasing.
- Retain the damaged goods until the claim is settled. If the carrier accepts the full amount of the claim, they are entitled to salvage the damaged product. If the product is not available, the claim settlement will be denied. Carriers usually deny or reimburse only a portion of a concealed damage claim amount.
Invoice Enclosed in Shipment. If you receive the invoice with your order, forward it on to Accounts Payable indicating if it is okay to process for payment.
Freight Terms. Establishing ownership will fix responsibility for the product and is important in handling claims that may result from accidents occurring before, during or after transport. If you are contacted by the company after Purchasing issues a purchase order, direct any questions regarding freight questions or delivery terms to Business Services.
F.O.B.-"Free On Board": This means that the product will be placed on a mode of transport without any loading cost and free of any encumbrances. F.O.B. is followed by the term Origin or Destination.
F.O.B.-"Origin": Title or ownership passes to the purchaser at the shipping point when the carrier accepts the product for transport. The shipping point is usually the company's factory or warehouse.
F.O.B.-"Destination": Title or ownership passes to the purchaser when the carrier delivers the product to the delivery point specified by the purchaser.
After ownership is established, the last section of the freight term establishes payment terms.
Freight Prepaid: The purchaser is billed for the freight by the company the product was order from.
Freight Collect: Upon delivery, the purchaser pays the carrier for freight charges.