Procedures: Acceptance, Damages and Returns
Departmental Inspection and Acceptance of Material
Depending on the department’s location and the delivery
address specified at the time of order, shipped material may be routed through
Materials Management (at 8333 Maple Street or 333 South Liberty Street), or
delivered directly by the vendor, or the vendor’s carrier. Regardless of the
delivery method, departments should protect their interests by immediately
inspecting the condition of the shipment and verifying contents against shipping
documents. If discrepancies exist, follow the procedures below for material
purchased by purchase order. For discrepancies on orders made with a purchase
card, see the procedures at the
Tulane University Purchase Card site.
Overages, Shortages, and Damages
Upon receipt of materials, departments should check
immediately the contents of shipments for conformity with the packing slips and
their outstanding requisitions. If there is a shortage or overage, or a damaged
or incorrect item, contact the appropriate receiving office at 865-5279 (Uptown)
or 588-5108 (Downtown) immediately. No shipments are to be rejected, except
through Materials Management, which assumes complete responsibility for all
adjustments with vendors and claims against carriers. Retain all documents and
packing materials if there is damage or shortage to support damage or loss
Departments are asked not to return goods directly to
vendors but through the Materials Management Department. Adherence to this
procedure will permit Materials Management to properly document return goods
transactions and assure departments that credits to appropriate accounts will be
posted. Vendors are coping with higher labor costs and overhead. As a result,
many have placed stringent restrictions and penalties on customers who request
credit for return of items ordered in error. In many cases there may be a
restocking charge. Therefore, if a department needs to return an item purchased
on a purchase order, the following procedure should be followed.
Notify Materials Management of the item(s) to be returned.
Segregate and protect the disputed shipment. Retain all original packing.
Approval / disapproval, RMA number and other return information will be obtained
by Materials Management. Departments should prepare a copy of the appropriate
Return Goods Report form with all pertinent return information, secure a copy on
the package, call 865-5279 (Uptown) or 988-5108 (Downtown) to have the item(s)
to be returned picked up. See Materials Management forms website for the Uptown form. Call 988-5108 for a
copy of the Downtown form.
Revised: May 29, 2007