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Home  :  Business Services  :  Budget & Accounting  :  Accounts Payable  :  Receiving Reports

ACCOUNTS PAYABLE

 

1.     Receiving Reports (Pink Copies)

A.     The pink copy of the purchase order is the school/department’s receiving copy.  Pink copies or a Photostat needs to be sent to the Accounts Payable department as soon as the merchandise is received.  Please make sure to clear up all outstanding orders before year end.                                            


1.      When only part of the order is received, please make a Photostat of your pink copy, indicate what items have been received (by writing how many next to quantity ordered), sign and date the copy of the purchase order and send the copy to the Accounts Payable department.

 

Note:  Please know that the majority of vendors do bill for partial shipment therefore, return of partial receiving reports are very important.

2.      When the purchase order is complete please indicate (by circling) the quantity of the items received, sign and date the purchase order pink copy and return to the Accounts Payable department.

 

3.      Blanket purchase orders are somewhat limited with the Alio system.  When blankets are issued the purchase order will say “Fixed price contract for the purchase of…., per the attached not to exceed a certain dollar amount”. 

 

a. When your order is complete, circle the quantity of the items received on the attached listing or packing slip if one exists, circle the quantity on the P.O., sign and date it and send both documents to the Accounts Payable department.

 

b. When only part of your order is received, circle the quantity of the items received on the attached listing if one exists, make a copy of your pink, write the amount to pay when there is no attached listing of items, sign and date it, then send to the Accounts Payable department.

 

4.      Please know that failure to submit appropriate paperwork could result in your paperwork being returned and delay of payment to the vendor.

                

B.     It is the responsibility of the person who requested or received the order to contact the vendor about any discrepancies.  This does not authorize the requestor to change an item on a purchase order to a completely different item or to increase the quantity of an existing item.  These changes must be handled with the LPSS purchasing department.  Please note on the purchase order any cancelled or returned items.  If items are returned after the receiving copy is sent to Accounts Payable please contact A/P to let them know.  If an invoice is received at the school for a purchase order, please forward the invoice to the Accounts Payable department as soon as possible. 

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Note:  Grant funds may differ.  Please get with the grant accountant or supervisor.

 

Note:  This section is subject to change as we proceed with implementing other functions of the Alio software.