OVERVIEW

Merchandise ordered by employees of Texas Woman's University should be delivered directly to the department whenever possible. If the merchandise cannot be delivered to the department, it may be delivered to the University's Central Receiving delivery dock, where distribution staff will receive and process it.

PROCEDURE

I. Direct Delivery

Whenever possible, vendors should deliver merchandise directly to the department. The department verifies that the correct merchandise in the correct quantity was received, undamaged, and accepts the item(s) online. Departments must receive merchandise in a timely manner. Accounts Payable cannot pay a vendor for merchandise until the items are accepted by the department. Lack of timely payment can jeopardize TWU's relationship with the vendor community, which could lead to credit holds and poor service. Any invoices received with the merchandise must be forwarded to the Controllers Office. 

II. Delivery to the Receiving Dock

Incoming shipments that are not delivered directly to the departments, whether through the U.S. Postal Service or through a carrier such as United Parcel Service, are delivered to Central Receiving delivery dock. The material is then inspected by Central Receiving Staff. If there is visible damage, the CR staff will not accept the goods unless the carrier's representative signs the bill of lading, noting the apparent damage in writing.

If the goods are accepted, the central receiving staff checks the materials against the vendor's packing list. If there are no problems, central receiving accepts the goods online and they are then delivered to the department, normally within 24 hours of the time the goods were received. 

III. Merchandise Returns

The ordering department is responsible for making the arrangements with vendors for the return of merchandise that will be shipped by common ground carriers only.