Central Receiving

Receiving Procedures

The following is a list of procedures that Central Receiving uses to make the receiving process as efficient as possible.

Requirement for Receiving Report

A Receiving Report must be issued to pay for goods and services received under a purchase order. The Receiving Report verifies that the goods and/or services have been properly delivered, and it authorizes payment for the goods/services. Disbursements cannot pay a purchase order without a valid invoice and a Receiving Report.

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No Receiving Report Required for Procard Orders

No Receiving Report is required for deliveries completed as a result of a procurement card purchase, regardless if the delivery was direct to the department or through Central Receiving.

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Receiving Reports Issued by Central Receiving

The Central Receiving Department (Main or DT) will issue a receiving report on all PO orders delivered to Central Receiving. The delivery driver is required to obtain a signature from the Department requesting the material. The receiving report serves as a receipt of materials by the requesting Department.

The department must verify its order upon receipt. Notify Central Receiving immediately of any discrepancies related to items delivered by Central Receiving. Failure to notify Central Receiving promptly may delay payment to vendors as well as result in interest charges to the department)

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Delivery Time for Central Receiving

Central Receiving generally delivers routine shipments to Departments within three working days of receipt of the shipment in Central Receiving unless the nature of the materials dictates special handling. During the peak receiving period (Aug. - Oct.) the delivery time is extended to six working days, except for time sensitive orders.

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Departmental Receiving Reports for Direct PO Deliveries

Interest Charges Resulting from No Receiving Report.. Disbursements cannot pay a purchase order without a Receiving Report. A department's failure to timely issue a Receiving Report as described in this Section will delay payment to the vendor and will result in interest fees being charged to the department. Interest begins to incur thirty days after valid receipt and invoice.

Issuing Departmental Receiving Reports. When goods and services are received directly by the department, the department must verify the accuracy of the delivery in comparison to the purchase order. If the delivery is accurate, the department must create a Receiving Report in the system. Instructions for creating the Receiving Report is located at: Training and Instructional Documents and then select Desktop Receiving for End Users.

Disputed Deliveries. If a department believes payment should be withheld based on an incorrect delivery (or invoice), the department should NOT issue a Receiving Report. In these cases, the department should submit a Vendor Dispute Form to Disbursements and Travel Services. DTS forms, including the Vendor Dispute Form, are located on the DTS website at Financial Affairs.

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PO Delivery through CR with No PO Documentation.

If Central Receiving receives and delivers an item with no information associating the item(s) with a purchase order, Central Receiving will generally assume that the delivery is based on a procurement card order. In these circumstances, Central Receiving will NOT issue a Receiving Report without departmental notification (Procard orders do not require a Receiving Report). If a department suspects that Cental Receiving is unaware that the delivery was a result of a purchase order, the department must contact Central Receiving. Requests for Central Receiving to issue a Receiving Report in these circumstances must include: (i) PO Number; (ii) date received; (iii) what was received (complete or partial delivery); and (iv) the name of the individual who received the shipment.

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Department Acceptance

The Department receiving the merchandise must immediately notify Central Receiving of any discrepancies related to a delivery made by Central Receiving. (This would include damaged, overages and double shipments) Extensions from Departments for additional time to complete this process could result in penalty charges to vendor which may be charged directly to the Department.  If for some reason the Department cannot accept a very large item at time of delivery, the Department must inspect and sign for the item before it is due for payment.(usually within 30 days)

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Return of Damaged, Double Shipments, and Overages

Central Receiving (Main or DT) must be informed immediately of any returns, instructions for Returns are located at. This merchandise must be returned to Central Receiving in its original packaging. Departments will advise the Purchasing Department of vendors that frequently over ship merchandise.

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Procard Purchases

Departments should attempt to have all Procard purchases delivered directly to the Department. The Department must advise the vendor of the following:

  • name of the person placing the order
  • Department/Unit
  • location (building/room #) and
  • time that someone is available to receive the merchandise.

The Department should also request that the vendor specify "PCP" or "Procard Purchase" on the package. If the Department prefers to direct the delivery to Central Receiving it is critical that the all of the above information be visible on the package. (Please retain original packaging for returns or exchanges)

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Processing of Material through Central Receiving

Materials will be processed through Central Receiving on a First In First Out basis unless the nature of the material dictates special handling. Cartons are opened as necessary to determine that the correct item and quantity is present, as specified by the vendors packing slip and UTSA purchase order. An item cannot be processed in Central Receiving without an approved UTSA purchase order in the PeopleSoft. Exceptions include:

  1. all air and overnight shipments
  2. materials on dry ice or frozen
  3. live materials
  4. blood and blood platelets
  5. packages labeled "refrigerate immediately," "freeze upon arrival" or "special handling" instructions. Also included are radioactive materials and controlled substances.

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Books and Miscellaneous Items address to individuals

All books and miscellaneous items addressed to individuals are sorted and scanned for tracking purposes and delivered the next business day by Central Receiving. Federal Express, Airborne, Next Day Air, etc. are delivered the same day by Central Receiving personnel.

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Collect Charges

Shipments forwarded with "Collect Charges" will not be accepted unless Central Receiving is notified and arrangements are made for payment at time of delivery.

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Shipments from UTSA - UPS (Ground Shipments)

Central Receiving will arrange for out bound shipments as requested. Departments should call Receiving when an item needs to be shipped. Items must be packaged and labeled accordingly. The Department must provide Central Receiving with a description of contents, value, and method of shipping. Approved methods for payment:

  • Department account number
  • Call Tags (vendor furnished)
  • Freight collect (freight lines only)

A return authorization number " does not pay for freight charges. It only authorizes you to return the item. This is used by the vendor to keep control of what is returned. Vendors will not accept an item without this number. Small items requiring shipment can be picked up by Receiving or arrangements can be made for Physical Plant to pick up merchandise and deliver to Central Receiving.

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Oversized or Heavy Shipments

Central Receiving is the primary destination for shipments on the 1604 campus. However, the Central Receiving Warehouse currently does not have the capability to deliver large, oversized items. Therefore, effective immediately, the CRW staff will coordinate the delivery of oversized items with Facilities Services at no cost to the Departments.

If you have an oversized or heavy shipment that may require special handling, you have the option of having the item drop shipped directly to your location, however, there may be an additional cost for this service from the vendor. If you choose to have the item drop shipped you must give exact shipping instructions on your PB4. Keep in mind that 18 wheel trucks will not fit in the tunnel. You must have someone available to receive and inspect the item, and notify Central Receiving by email or calling ext. 7521 of its receipt so they can process the receiving report. The receiving report is required before Disbursement’s can process the vendor’s payment.

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