5.2 Inspection of Items Received by Departments

Last Revised Date
Tuesday, November 1, 2011 - 12:00 am

Policy Information

Policy Number: 5.2 Effective Date: February 1996
Responsible Unit: Financial Services - Purchasing Last Revised Date: November 2011
Phone: 520-621-1747 Email: contactpacs@fso.arizona.edu

Purpose and Summary

The purpose of this policy is to outline the policy and procedure for inspecting items upon receipt.


This policy applies to all University locations and units, including all University extensions, satellite locations, and off-site campus units, both domestic and international.


  1. Products or services received directly in a department against most types of Purchase Orders require the completion of a Line Item Receiving e-doc to facilitate payment of the invoice(s). Purchase Orders requiring receiving are marked "Receiving Required: Yes" under Purchase Order Detail in the Document Overview section. All items should be inspected for content and damages promptly after receiving.


  1. Instructions for completing this document are found on EDGE Learning, Section 7a. Requisitions, Arizona BuyWays, Changing Purchase Orders, Receiving, and Managing Requests.
  2. If Accounts Payable receives an invoice and the receiving information is not recorded in UAccess Financials, then Accounts Payable will generate an email notice to the department for receiving information. The department will be able to view the invoice via UAccess Financials and respond with the receiving information. A notice will continue to be sent to the department until the information is obtained.
  3. Any individual who is going to be away from the University for a significant amount of time should arrange for another individual to receive, unpack, and inspect merchandise as received.
  4. Mistakes in shipping should be reported promptly to the Vendor referencing the Purchase Order Number. Departments should give sufficient detail concerning the mistake so proper negotiations and correction of the mistake can be handled with the vendor. 
  5. Mistakes in shipping should be reported promptly in the Notes and Attachments tab of the Purchase Order in UAccess Financials. Departments should give sufficient detail, concerning the mistake, to alert Accounts Payable of the problem so as to avoid erroneous payment.
  6. In case of shortage/overage of shipment, immediately contact the vendor and notify them of the discrepancy.  Government regulations require the University to file claims within seven (7) days. Failure to comply with these regulations could result in a denial of the claim.
  7. In case of damage to a shipment, it is absolutely necessary that this be recorded on the freight bill when received. Save all packing material and promptly notify Central Receiving or AHSC Receiving by completing the Exception Report. Do this as soon as possible so that Receiving staff can schedule freight inspections and submit claims for damages.
  8. The department is responsible for preparing the item(s) for return. This includes packing, sealing, labeling, return authorization number, etc.
  9. For further information, contact Central Receiving at 621-3890.

* Please note that sections titled Frequently Asked Questions and Related Information are provided solely for the convenience of users and are not part of the official University policy.