Marysville Joint Unified School District

Most orders are shipped directly to our District Warehouse, where they are checked in and the paperwork is processed. A copy of the Receiving form is sent to the site with the material. You will need to sign and date the form verifying you received the items in full. If any items are missing, you will need to make a note of the missing items at this time. You will receive a copy of this form. This is your proof that the material was received at your site. Please contact Purchasing with any P.O. related issues or concerns before contacting a vendor.

Certain orders will be delivered directly to the Site, rather than the Warehouse, but only upon preapproval from the Purchasing Department. Please have a delivery plan in place for your site. Be prepared

1. Purchasing will provide the vendor with the contact information for your site so they can coordinate the delivery directly with you.
2. Let your custodian know when the shipments will arrive so that arrangements can be made to receive the shipment.
3. All boxes (not the merchandise) must be counted to be sure the Bill of Lading is correct before the truck driver leaves.
4. Make a visual inspection of the cartons and note on the freight bill any holes, crushed corners, large dents or anything else that might suggest that the contents are damaged.
5. If you suspect concealed damage, note on the freight bill, “Acceptance pending inspection,” then sign, date, and make a copy of the freight bill.
6. Refuse unusable items or sign "Damaged".
7. The freight companies will only allow 7 days to report any shortages or damages.
8. Store boxes in a secure location until the boxes can be opened and the packing slip can be checked against the contents.
9. Open boxes within 5 days of delivery.
10. Use the packing slip to check in the merchandise.
11. Sign the slip and send it to the Fiscal Services Department for payment within 5 days of receipt of delivery.

CAUTION: Failure to follow these procedures will indicate that the shipment was received in good order and you have waived your rights to any recovery.

 

Merchandise may be picked up directly from the vendor only if the Purchasing Department pre approved via a signed purchase order with pick-up statements. The authorized purchaser is required to send the original itemized receipt to the Fiscal Services Department within 5 days of the pick-up.

1. The receipt, invoice, or tag must include:
2. The Purchase Order Number
3. The printed name of the person who picked up the merchandise
4. The date and signature of the person who picked up the merchandise
5. The date and signature of the site principal or department director
6. The list of purchased goods with prices and date must be itemized on the tag

The Fiscal Services Department cannot pay the invoice without the original signed and dated receipt to verify that the authorized purchaser, and not someone else, used the P.O. to make a legitimate purchase. The store sends a statement and/or invoice to the Fiscal Services Department, not the signed copy of the receipt.

Notify Purchasing if you wish to change the delivery location of your order. Do not reroute Purchase Order shipments directly with the vendor. Shipping information is part of the Purchase Orders audit trail maintained at the District Office. Changing the delivery location can result in duplicate shipments, lost orders, delayed payments, and jeopardize our relationship with the vendor.

If you have an item you need to return or exchange, please contact the Purchasing Department. Whenever possible, the item will need to be returned in its original packaging with all included accessories. Purchasing will contact the vendor regarding the return/exchange and will obtain a Return Merchandise Authorization (RMA). We will then provide you with the RMA number and specific instructions for the return. Do not send the items to the warehouse until you receive instructions from Purchasing. Purchasing will place the order on hold in the Escape financial system to prevent payment until the issue is resolved. Please note: If the reason for the return is not because the item arrived damaged, you may be charged a restocking fee by the vendor and/or be required to pay for the return shipping. You will need to provide a budget code from which to pay for these charges.