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All claims for damaged merchandise should be processed through the Purchasing Office.
6.1.1 If the merchandise is moved from the original receiving site within the University compound, the freight company may not accept liability for any damage.
6.1.2 If the packaging is visibly damaged when the merchandise is delivered, a notation should be made on the carrier's delivery ticket indicating the extent and nature of the damage.
6.1.2.1 When the container is opened for inspection at the receiving point, the extent of damage should be noted. All cartons and packing materials should be retained at the receiving point until an inspection is made by the carrier.
6.1.2.2 The Purchasing Office must be notified in writing immediately by Central Receiving (or the requisitioner if items were delivered directly to the department). The following information should be furnished: name of carrier, freight number, purchase order number, item number, account number, requisition number and the nature of the damage.
6.1.2.3 The Purchasing Office will notify the carrier to make the inspection and to send an inspection report of the damaged merchandise to the Purchasing Office.
6.1.2.4 Details of the damaged shipment, if required by the carrier, will be sent to the shipper.
6.1.5.5 When instructions are received from the shipper or carrier to return the damaged shipment, Central Receiving or the requisitioner will be notified. The damaged merchandise should be packed and returned to the shipper.
6.1.3 A shipment may be accepted which has no visible damage, but subsequent inspection at the receiving point may reveal concealed damage. In such cases, all cartons and packing materials should be retained at the receiving point until an inspection is made by the carrier.
6.1.3.1 The Purchasing Office must be notified immediately by Central Receiving (or the requisitioner if items were delivered directly to the department). The following information should be furnished: name of the carrier, freight number, purchase order number, item number, account number, requisition number, nature of the damage and indication that it was concealed.
6.1.3.2 The Purchasing Office will notify the carrier to make the inspection and to send an inspection report of the damaged merchandise to the Purchasing Office.
6.1.3.3 Details of the damaged shipment, if required by the carrier, will be sent to the shipper.
6.1.3.4 When instructions are received from the shipper or carrier to return the damaged shipment, Central Receiving or the requisitioner will be notified. The damaged merchandise should be packed and returned to the shipper.
6.2 Defective Merchandise
All claims for defective merchandise should be processed through the Purchasing Office.
6.2.1 Departments that have received defective merchandise should notify the Purchasing Office in writing describing the defects in detail. The purchase order number, account number, requisition number, item number and date that the order was received should be referenced.
6.2.2 The Purchasing Office will notify the vendor of defects in merchandise. If the vendor agrees to replace the defective merchandise, Purchasing will notify the requisitioner. The merchandise should then be packed and returned to the vendor.
6.3 Errors in Shipment
All errors in shipment should be reported to the Purchasing Office.
6.3.1 Departments that receive merchandise which does not comply with purchase order specifications should notify the Purchasing Office in writing indicating all errors in shipment. The purchase order number, account number, requisition number, item number and date that the order was received should be referenced.
6.3.2 The Purchasing Office will notify the vendor of errors in shipment and will make arrangements for corrections.
6.3.3 The requisitioner will be notified of action taken.
6.4 Return of Merchandise
All requests to return merchandise should be reported to the Purchasing Office.
6.4.1 Departments that receive merchandise which complies with purchase order specifications but which is not suitable for the purpose intended, should notify the Purchasing Office in writing. The reason that the merchandise is not acceptable should be clearly indicated. The purchase order number, account number, requisition number, item number and date that the order was received should be referenced.
6.4.2 The Purchasing Office will contact the vendor, explain the circumstances, and ask for credit or permission to exchange the merchandise.
6.4.3 The requisitioner will be notified of any action to be taken.