Discrepancies, Returns, or Adjustments
Shipment Problem Reporting within 48hours
(For all DHSU Business Related Shipments)
Use the Outbound Shipment & Discrepancy Form. If a return of a discrepancy inbound shipment is necessary, the same form can used to initiate an outbound shipment. Completed sections A,B,C,&D.
Normally, the vendor will provide a pre-paid shipping label, called a Return Merchandise authorization (RMA) wherein the return shipment is paid by vendor, For All DHSU main campus and off-site satellite locations, complete and the above form via eMail to CentralReceiving@downstate.edu
Discrepancies include Overshipments, Quantity Discrepancies, Substitutions (Unacceptable Substitutions or that involve a price change), or any other reason. If a return is necessary, A Return Merchandise Authorization (RMA) will be needed from the vendor to ship back the materials. Your purchasing agent can assist in this process.
Damaged Goods (any funding source):
Customer must report damage details to Central Receiving within 48 hours of internal delivery damage in writing (e-mail accepted). Central Receiving will investigate with the applicable carrier as needed. If a 'return to vendor' is required, A Return Merchandise Authorization (RMA) will be needed from the vendor to ship back the materials. Your purchasing agent can assist in this process; complete a Outbound Shipment & Discrepancy Form.
For State Funded PO Shipments:
Within 48 hours of internal delivery, the customer must report in writing (e-mail accepted) 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. Use the Outbound Shipment & Discrepancy Form.
For State Funded Procurement Card Shipments:
Customer (Procurement Card Holder) 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:
|Customer Action Required
|Damaged Goods (any source)
|Notify C Receiving within 48hours of receipt
|Notify C Receiving within 48hours of receipt.A Return Merchandise Authorization (RMA) will be needed from the vendor to ship back the materials. Your .purchasing agent can assist in this process
|State Procurement Card
|Resolve with Vendor; Obtain any needed credit card adjustment
|All Non-State Affiliates
|Resolve w/ Vendor & Affiliate's Business Office