Receipt of Newly Ordered Equipment Purchases

Upon receipt of newly ordered equipment, it is extremely important that the following procedures are followed to insure problems are handled in a timely manner and prompt payment is made to the vendor.

UPON RECEIPT OF YOUR NEW EQUIPMENT
New equipment should be unpacked, installed, and tested upon receipt of the shipment. This will insure problems regarding damaged, incorrect, or inoperative equipment are discovered and reported to the vendor in a timely manner and payment will be made according to the vendor's payment terms.

RETURN POLICY
Be familiar with the return policy for the equipment ordered. Most vendors have a 30-day return policy in which all qualifying returns must be made. After this time period, the vendor is under no obligation to accept returned merchandise.

EQUIPMENT WARRANTY
Be familiar with the warranty agreement for the equipment ordered. Each vendor has a published warranty provided with new equipment. All warranty repairs must be made during the specified period. Otherwise the vendor is not responsible for inoperable equipment.

PAYMENT OF YOUR NEW EQUIPMENT
Once the equipment is installed and operating, payment should be authorized by electronically entering a Receiving Report. Do NOT wait for the receipt of an invoice prior to entering the receiving report authorizing payment. The majority of these orders are purchased referencing University bids or state contracts with guaranteed pricing that includes shipping; therefore, the requisitioned price should always be the price invoiced providing there has been no change in the order.

CONSEQUENCES OF DELAYED PAYMENT FOR EQUIPMENT PURCHASES
In the past, ordering departments have withheld payment on computer purchases, because shipments were not unpacked, installed, and tested for three or more months after the equipment was received. As a result, the entire University was placed on credit hold by the vendor until payment was received. This situation penalizes all University departments who have orders pending with this vendor because no shipments will be made to any department when a credit hold exists.