Purchase Order Purchases

Purchase orders are issued by the Materials Management department. Accounts Payable will process an invoice for payment after receiving the purchase order from Materials Management, the invoice from the vendor and the receiving report from the department. After all three documents are matched up, the invoice will be put in line for payment.

Procedures for Processing Receiving Reports:

1. The Department receives their copy of purchase order and receiving report from Materials Management.
2. On the receiving report, note the quantity received and total quantity ordered as the merchandise comes in. Also include the date each item was received.
3. If the shipment completes the order, sign original receiving report and forward to Accounts Payable. Retain copy for department. Important - Please don't forget to sign and date receiving report. If it is not signed, it will be returned for a signature.
4. If the order is still open due to a partial shipment, fill in the quantity that has been received, total quantity ordered and date of that receipt.
   • Photocopy receiving report after this notation has been made.
   • Sign photocopy and forward to Accounts Payable so that they may process for payment if partial invoice has been received. Failure to send partial receiving report could result in late payment charges by the vendor if we have been invoiced for partial shipment.
   • Highlight item number(s) received on this shipment only.
5. Do not sign or send original (white) receiving report to Accounts Payable until all merchandise has been received in satisfactorily condition and order is complete.
6. Departments are STRONGLY encouraged to keep complete notes of all actions on their file copies.
7. When merchandise is returned, please call vendor before returning merchandise to obtain a return authorization number. The RMA number helps track return shipments when the vendor has no knowledge of return or disputes return. Please send copies to Accounts Payable of all return activity so that when a credit memo is received, it can be applied properly.
8. A change order needs to be issued any time changes need to be made to the purchase order such as quantity changes, item changes, additions or deletions, account number changes or any other change that may be necessary. Materials Management should be contacted concerning this and they will issue change order. Accounts Payable will receive a copy of this change order and purchase order will be changed accordingly.
9. If the original invoice is received with the shipment, forward it to Accounts Payable along with the receiving report. We can not pay from an invoice copy.

Please contact Jessie Bryant at 328-6170 or e-mail bryantj@ecu.edu with any questions.