[{"command":"insert","method":"replaceWith","selector":"#div_procedure","data":"\u003Cdiv id=\u0022div_procedure\u0022\u003E\n \u003Ch3\u003EPrinting Services (Central Stores) Requisitions\u003C\/h3\u003E\n \u003Ctable class=\u0022table-responsive\u0022\u003E\n \u003Ctr\u003E\u003Ctd\u003E\u003Cstrong\u003EProcedure\u003C\/strong\u003E\u003C\/td\u003E\u003C\/tr\u003E\n \u003Ctr\u003E\u003Ctd\u003E\u003Cp\u003EThe following information outlines the ordering and scheduling procedures for departmental use.\u003C\/p\u003E\r\n\r\n\u003Col\u003E\r\n\t\u003Cli\u003EAn employee who wishes to requisition supplies does the following:\r\n\t\u003Col\u003E\r\n\t\t\u003Cli\u003EChecks the Central Stores to see if desired items are available;\u003C\/li\u003E\r\n\t\t\u003Cli\u003EPrepares a Central Stores requisition;\u003C\/li\u003E\r\n\t\t\u003Cli\u003EDelivers or forwards, through intercampus mail, the completed requisition (with carbon intact) to Central Stores, retaining the goldenrod copy for departmental records.\u003C\/li\u003E\r\n\t\t\u003Cli\u003ECentral Stores retains the Warehouse copy for its\u0026rsquo; records and forwards the yellow copy to Accounting for billing purposes.\u003C\/li\u003E\r\n\t\t\u003Cli\u003EThe department notifies Central Stores as soon as possible after receipt of material when items do not confirm to specifications ordered, or if an error was made on ordering and shipping.\u003C\/li\u003E\r\n\t\u003C\/ol\u003E\r\n\t\u003C\/li\u003E\r\n\u003C\/ol\u003E\r\n\r\n\u003Cp\u003E\u003Cstrong\u003EPROPER PROCEDURE FOR COMPLETING THE CENTRAL STORES REQUISITION FORM:\u003C\/strong\u003E\u003Cbr \/\u003E\r\n\u003Cbr \/\u003E\r\nThe following items are required:\u003C\/p\u003E\r\n\r\n\u003Col\u003E\r\n\t\u003Cli\u003EOfficial name of the department, be specific, avoid abbreviations.\u003C\/li\u003E\r\n\t\u003Cli\u003EIndividual person placing the order.\u003C\/li\u003E\r\n\t\u003Cli\u003EPhone number of the person or persons to be contacted in case questions arise regarding requisition.\u003C\/li\u003E\r\n\t\u003Cli\u003EDate submitted or date requisition is prepared.\u003C\/li\u003E\r\n\t\u003Cli\u003EDate material required.\u003C\/li\u003E\r\n\t\u003Cli\u003EExact point of delivery (i.e.: building\/room #)\u003C\/li\u003E\r\n\t\u003Cli\u003ESpecial delivery instructions.\u003C\/li\u003E\r\n\t\u003Cli\u003EList item number 1-20.\u003C\/li\u003E\r\n\t\u003Cli\u003EIndicate quantity desired.\u003C\/li\u003E\r\n\t\u003Cli\u003EUse the unit of issue as indicated in the catalog.\u003C\/li\u003E\r\n\t\u003Cli\u003EBe sure to use the correct catalog number, as this is the way orders are filled.\u003C\/li\u003E\r\n\t\u003Cli\u003EUse product description as indicated in catalog.\u003C\/li\u003E\r\n\t\u003Cli\u003ELeave blank, correct prices and extended totals. This will be filled in by Central Receiving.\u003C\/li\u003E\r\n\t\u003Cli\u003EMake sure that requisition is approved by signature of the account director.\u003C\/li\u003E\r\n\t\u003Cli\u003EFor Facilities Operations ONLY - work orders to which materials are to be charged.\u003C\/li\u003E\r\n\u003C\/ol\u003E\r\n\r\n\u003Cp\u003E\u003Cstrong\u003ENOTES:\u003C\/strong\u003E\u003C\/p\u003E\r\n\r\n\u003Col\u003E\r\n\t\u003Cli\u003EOrder only one class (office, janitorial, ect.) of items per requisition. Please do not mix.\u003C\/li\u003E\r\n\t\u003Cli\u003EThe last copy of the requisition is for your records, be sure to detach and retain it.\u003C\/li\u003E\r\n\t\u003Cli\u003EItems are not back ordered. If it is out of stock, it is considered cancelled and you must reorder. Central Stores will notify departments when items are out of stock.\u003C\/li\u003E\r\n\t\u003Cli\u003ESubmit requisitions to the Warehouse Attendant at the Central Stores facility - phone 2749.\u003C\/li\u003E\r\n\u003C\/ol\u003E\r\n\r\n\u003Cp\u003E\u003Cstrong\u003ERECEIVING:\u003C\/strong\u003E\u003Cbr \/\u003E\r\n\u003Cbr \/\u003E\r\nThe Central Receiving unit is responsible for receiving and distributing merchandise procedure by Purchasing.\u003C\/p\u003E\r\n\r\n\u003Col\u003E\r\n\t\u003Cli\u003EAll merchandise will be delivered to the location specified in the Purchase Order. Central Receiving and Warehouse will normally be designated. Merchandise procedure for Auxiliary Services is normally delivered to Central Food Stores Receiving (Quad I). Exceptions to the above two delivery points may occur.\u003C\/li\u003E\r\n\t\u003Cli\u003ECentral Receiving Personnel will determine where a shipment is to be unloaded, because of size, special unloading and\/or handling, storage, or other reasons. Problems, including unidentified shipments, are to be referred to Purchasing.\u003C\/li\u003E\r\n\u003C\/ol\u003E\r\n\r\n\u003Cp\u003E\u003Cstrong\u003ERECEIVING REPORT AND DISPOSITION OF MERCHANDISE\u003C\/strong\u003E\u003Cbr \/\u003E\r\n\u003Cbr \/\u003E\r\nThe Receiving Clerk determines the purchase order number applicable to a shipment and:\u003C\/p\u003E\r\n\r\n\u003Col\u003E\r\n\t\u003Cli\u003ERemoves the green copy of the Purchase Order from the \u0026quot;incomplete order\u0026quot; file which is maintained in numerical sequence.\u003C\/li\u003E\r\n\t\u003Cli\u003EDelivers the parcel, or packages, to the ordering department indicated on the Purchase Order. Merchandise purchased for Inventory purposes will be checked for conformity to Purchase Order requirements and stored appropriately.\u003C\/li\u003E\r\n\t\u003Cli\u003EThe Department notes the amounts of items received, and dates and signs the green receiving copy of the Purchase Order acknowledging receipt items.\u003C\/li\u003E\r\n\t\u003Cli\u003EIn the event receipted merchandise does not confirm to specification or other deficiencies exist, the ordering department must telephone Accounts Payable within 24 hours to withhold payment of the vendor\u0026rsquo;s invoice until the problem can be resolved. The telephone call must be confirmed by memorandum to Accounts Payable and Purchasing.\u003C\/li\u003E\r\n\t\u003Cli\u003EReceiving transmits the receipted green Purchase Order to Accounts Payable, if Purchase Order is complete. Accounts Payable will attach the completed green receiving copy to the Accounting (yellow) copy for payment. If the Purchase Order is partially filled, Central Receiving will send a facsimile copy to Accounts Payable for accounting purposes and retain the green receiving copy until the order is complete. In all cases, Accounts Payable will determine the extent to which the Purchase Order is complete, from the receiving copy.\u003C\/li\u003E\r\n\t\u003Cli\u003EWhen packing lists and freight bills (collect only) are furnished with parcels, or packages, the Receiving Clerk will attach these documents to receiving copy, as support data.\u003C\/li\u003E\r\n\t\u003Cli\u003EA transmittal receipt is required from Accounts Payable, dated to acknowledge documents bearing discount allowances.\u003C\/li\u003E\r\n\t\u003Cli\u003EThe Receiving Clerk returns the \u0026quot;incomplete\u0026quot; Purchase Order to the \u0026quot;Open Purchase Order\u0026quot; file to await the arrival of remaining items.\u003C\/li\u003E\r\n\u003C\/ol\u003E\r\n\r\n\u003Cp\u003E\u003Cstrong\u003ETracing of Outstanding Purchase Orders:\u003C\/strong\u003E\u003Cbr \/\u003E\r\n\u003Cbr \/\u003E\r\n\u0026nbsp;\u003C\/p\u003E\r\n\r\n\u003Col\u003E\r\n\t\u003Cli\u003EApproximately the first week of every month, Central Receiving will review the status of all Purchase Orders in the receiving file. All orders that exceed the estimated delivery date, or are over 60 days old, will be pulled for review.\u003C\/li\u003E\r\n\t\u003Cli\u003ECentral Receiving will call the department involved to verify that the merchandise has not been received. If, for some reason, the department has received the merchandise, the green receipt is forwarded to the department for a signature and then to Accounts Payable for Payment.\u003C\/li\u003E\r\n\t\u003Cli\u003EIf the Purchase Order has not been received, Central Receiving prepares and sends a Purchase Expediter Form, with a copy of the Purchase Order, to the vender (see attached). A copy of the expediter form is sent to the Purchasing Department and one copy is attached to the receiving copy.\u003C\/li\u003E\r\n\t\u003Cli\u003EUpon receipt of the expediter form from the vendor, both the University department involved and the Purchasing Department are informed as to the status of the order. Appropriate action is then taken by either Purchasing or Central Receiving.\u003C\/li\u003E\r\n\u003C\/ol\u003E\r\n\r\n\u003Cp\u003E\u003Cstrong\u003EDamaged Materials:\u003C\/strong\u003E\u003Cbr \/\u003E\r\n\u0026nbsp;\u003C\/p\u003E\r\n\r\n\u003Col\u003E\r\n\t\u003Cli\u003EAll Carriers delivery to Northern Michigan University are potentially liable for two types of damaged materials, (1) apparent and (2) concealed.\u003C\/li\u003E\r\n\t\u003Cli\u003EIt is the responsibility of receiving to perform the following when a shipment is received and apparently damaged.\r\n\t\u003Col\u003E\r\n\t\t\u003Cli\u003EPackages should be opened immediately and inspected for apparently damaged material.\u003C\/li\u003E\r\n\t\t\u003Cli\u003EIf the material is damaged, a joint inspection or examination of the contents by the carrier\u0026rsquo;s representative and a Receiving representative should be arranged as soon as possible.\u003C\/li\u003E\r\n\t\t\u003Cli\u003EThe extent of the damage to the shipment should be entered on the carrier\u0026rsquo;s delivery slip by receiving personnel and on the consignees copy by the carrier\u0026rsquo;s representative. Absence of this notification or a signature only without such a notation will normally considered evidence that the shipment was received in apparent good order.\u003C\/li\u003E\r\n\t\u003C\/ol\u003E\r\n\t\u003C\/li\u003E\r\n\t\u003Cli\u003EWhen the University department receives goods and concealed damage (that which is not immediately apparent, and which was not discovered by Central Receiving, they should notify Central Receiving immediately.\u003C\/li\u003E\r\n\t\u003Cli\u003ECentral Receiving will arrange for the delivery carrier to inspect the shipment and prepare a report covering the damage. The carrier is required to make a prompt inspection of the shipment, including examination of goods, checking the contents with the invoice, comparison to the shipping weight and examination of the container. The carrier is responsible for the completion of an \u0026ldquo;Inspection Report of Loss or Damaged Discovered After Delivery\u0026rdquo; form. This original is attached to the claim by the party responsible for filing, either the carrier, shipper, or Purchasing Department. Even if the carrier waives inspection of the damage, the carrier is required to assign a claim number for Receiving when a formal claim for damage is issued.\u003C\/li\u003E\r\n\t\u003Cli\u003ECentral Receiving forwards to the Purchasing Department all related documents to be transmitted with the claim to the vendor or the carrier responsible for the loss. Interstate Commerce Regulations require that any damage of this nature must be reported to the carrier within 15 days after delivery of the goods.\u003C\/li\u003E\r\n\t\u003Cli\u003EThe following documents are retained to support damage claims:\r\n\t\u003Col\u003E\r\n\t\t\u003Cli\u003EOriginal bill of lading.\u003C\/li\u003E\r\n\t\t\u003Cli\u003EOriginal paid freight bill.\u003C\/li\u003E\r\n\t\t\u003Cli\u003EOriginal invoice or certified copy extract, from the original invoice.\u003C\/li\u003E\r\n\t\t\u003Cli\u003ECopy carrier\u0026rsquo;s document pertaining to the particular shipment involved, whereon loss or damage is noted at time of delivery over carrier\u0026rsquo;s signature.\u003C\/li\u003E\r\n\t\t\u003Cli\u003EInspection report (concealed loss or damage claims) and Damage Claims.\u003C\/li\u003E\r\n\t\t\u003Cli\u003EStandard form for presentation of Loss and Damage Claims.\u003C\/li\u003E\r\n\t\u003C\/ol\u003E\r\n\t\u003C\/li\u003E\r\n\u003C\/ol\u003E\r\n\u003C\/td\u003E\u003C\/tr\u003E\n \u003C\/table\u003E\n\u003C\/div\u003E","settings":null},{"command":"redirect","url":"#procedure_anchor"}]