Inside CPCC Purchasing Manual

Delivery of Purchased Goods

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Overview of services

The Shipping and Receiving area is responsible for the receipt, processing, and delivery of most supplies and equipment delivered to the college.

Shipping addresses

If delivery is via U.S. Postal Service, the individual employee is the destination, and Shipping and Receiving Office will not handle shipments or report to Accounts Payable.

If delivery is via a freight carrier such as United Parcel Service or Federal Express, the Shipping and Receiving Office at 1325 E. 7th Street, Charlotte, NC 28204 is the shipping destination for all CPCC campuses.

Delivery destinations

Shipping and Receiving personnel make deliveries to the name and location shown on the purchase order. A copy of the receiving report will be included in all deliveries. This copy will serve as the packing slip and will indicate only those items(s) delivered.

In some cases, Procurement or Shipping and Receiving may request that the freight carrier deliver equipment to the installation site instead of to the Shipping and Receiving Office. To assist in this type of delivery, Shipping and Receiving will provide a

forklift
hand truck
or personnel.

Delivery instructions

It is important that clear delivery instructions accompany each order, especially if the order is to be delivered to someone other than the originator.

Many times the originator of the order cannot be located. In this case, we will attempt to deliver the merchandise to the departmental secretary or another responsible person in the area.

NOTE: Shipping and Receiving personnel need to be made aware of top priority orders.

Equipment locations

As required by inventory control procedures, when equipment orders are processed, Shipping and Receiving personnel must contact the originator of the order to obtain a permanent location for each piece of equipment.

Installation

If installation is part of the purchase agreement, the receiving employee should notify the vendor that the shipment has arrived.

If the purchased equipment requires installation or assembly beyond the capabilities of the receiving party and no vendor help is available, the receiving employee should send a Service Request Form to the Plant Services Department.

NOTE: Do not contact the Procurement Office for installation. Procurement may assist you in recommending installation services.

Large or heavy shipments

Large or heavy shipments require special handling.

The orginator of this type of order should contact the supervisor of Shipping/Receiving, Mail, Carrier, Motor Pool Services at 6788 or shipping/receiving personnel at 6891 upon generating the order and discuss delivery requirements.

At least 24 hours notice in advance of delivery is required.

Processing orders without purchase orders

Shipping and Receiving personnel process a large amount of merchandise that is received without a purchase order.

Non-purchase order merchandise is delivered unopened and for this reason, we require that the campus location and name of the person the merchandise is to be delivered to be prominently displayed on the shipping label. An example would be Visa Purchase Card merchandise.

Timing of delivery

Normally, incoming merchandise is delivered within one working day of receipt. During extremely busy periods, delivery of orders may be delayed a couple of days.

There may be a delay in making some deliveries during semester breaks since many faculty and staff are not on campus.

Reporting discrepancies

Report immediately to Procurement and/or Shipping and Receiving any damage or discrepancy in the shipment.

NOTE: Failure to report completely and in a timely manner may result in Procurement being unable to resolve the damage or discrepancy to the College's satisfaction.

Status of orders

Shipping and Receiving personnel will be happy to assist in the status checking of a purchase order. To check the status of an order, a purchase order is required.

Delivery of personal packages

Personal packages should not be shipped to the CPCC Shipping/Receiving dock. This type of merchandise should be delivered to a home address.

Last modified: Monday March 21 2005
URL:http://inside.cpcc.edu/procurement/purchmanual/delivery99.htm