Shipment Problem Reporting
Shipment Problem Reporting
Damaged Goods (any funding source): Customer must report damage details to Central Receiving within 48 hours of internal delivery in writing (e-mail accepted to CentralReceiving@Downstate.edu). Central Receiving will investigate with the applicable carrier as needed. If a 'return to vendor' is required, customer will complete a Return Authorization Form.
Discrepancies, Returns, or Adjustments: Discrepancies include: Overshipments, Quantity Discrepancies, Substitutions (Unacceptable Substitutions or that involve a price change), or any other reason. If a 'return to vendor' is required, user will complete a Return Authorization Form.
For State Funded Shipments:
Within 48 hours of internal delivery, the customer must report in writing (e-mail accepted to CentralReceiving@Downstate.edu) any and all discrepancies between the packing slip and actual goods received, so that the SURS receipt and subsequent A/P process is adjusted. Upon Customer's notification, Central Receiving will triage and coordinate actions as required with User Dept, Purchasing Agent, and A/P.
For State Procurement Card Shipments:
Customer must resolve with vendor directly and obtain any needed credit card adjustment.
For NON-State Funded Shipments:
Customer must resolve with vendor directly, and where applicable, the affiliated entity's business office.
Shipment Discrepancy Reporting Summary:
| Funding Source |
Customer Action Required |
| Damaged Goods (any source) |
Notify C Receiving within 48hours of receipt |
| State |
Notify C Receiving within 48hours of receipt |
| State Procurement Card |
Resolve with Vendor; Obtain any needed credit card adjustment |
| All Non-State Affiliates |
Resolve w/ Vendor & Affiliate's Business Office |
