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SUNY Downstate Medical Center

Downstate Depot – Central Receiving

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Central Receiving INFO
Phone: 718-270-1217
Fax: 718-270-4773
MailStop: 61
Email: CentralReceiving
Location: UH B-527
(Enter thru Downstate Depot Reception UH B-530A, UH Basement opposite Medical Records)
Hours: M-F 8:30am to 4pm, except holidays
Asst Director: Vacant, Kevin LeDoux retired 12/31/17
Deputy Director: Victor Haynes
718-270-3074

Discrepancies, Returns, or Adjustments

Shipment Problem Reporting within 48hours
(For all DMC Business Related Shipments)

Use the Outbound Shipment & Discrepancy Form. If a return of a deiscrepancy 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 Merchanidise authuthorization (RMA) wherein the return shipment is paid by vendor, For All DMC main campus and off-site satellite locations, complete and the above form via eMail to CentralReceiving@downstate.edu

Discrepancies:

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:

Funding Source Customer Action Required
Damaged Goods (any source) Notify C Receiving within 48hours of receipt
State 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

 

More Detailed Info and Tips on preparing your Outbound Shipment »