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WSU Vancouver Mailroom - Reports
List of all places/people for mail delivery
Go to the Index page for an easy way to find a subject
A Note About Shipment Delivery Timing
- Except in RARE instances (see next) any individual delivery company (UPS/FedEx/Etc) will only deliver once a day - so if the item you are expecting does not arrive with the rest of "Carrier-X's" delivery, it most likely will not be delivered by "Carrier-X" later in the same day
- The RARE exception to the above is when a delivery driver makes his/her next stop, finds an overlooked item, and is close enough that he/she is willing to make a return trip - Since the delivery drivers are under their own schedule pressures, this only happens once or twice a year, so I would not really expect an overlooked item to be delivered later in the same day, even if the Vendor sent the item by a speed class such that it SHOULD arrive "today"
Receiving Reports
- If you buy something with a Purchase Order and take personal delivery (such as a part or service at a local store) you need to EMAIL mailroom staff so a Receiving Report may be printed and the vendor may be paid
- Signing for the item at the vendor is NOT the same as signing a Receiving Report, the Receiving Report is still needed for the PO to be finalized in the purchasing system.
- Without a completed Receiving Report, the vendor will not be paid (and you will, eventually, receive notice from Pullman that you need to complete the PO since the vendor is asking for payment)
- The Departmental Order System is now used for "most" supply and material orders. When an item with a Purchase Order Number is received, a Receiving Report will be printed and given to the person or Department receiving whatever was delivered to the campus receiving dock.
- A Receiving Report will usually be given at the time the item is delivered to the person or Department, but when a large number of items are received the Receiving Report may be delivered at a later time, so as to not delay the item itself. If your item has a VISIBLE Purchase Order Number, and you are not given a Receiving Report by the next day, please send a reminder Email to the Mailroom
- If your item does not have a VISIBLE Purchase Order Number (such as when a Vendor puts a Name or Department on the item so it may be delivered, but the PO Number is inside) please send an Email to the Mailroom to have a Receiving Report printed
- EACH time an item with a PO Number is received a Receiving Report will be printed (split delivery of even small orders is very common) so the receiving Department needs to check each delivery (do not assume that your entire order has been received) and mark an appropriate number on the line in the RECEIVED column on the right side of the form. Each Receiving Report has the "printed" date in the upper left corner.
- There may also be times when, due to the size of the mail truck, an order with many items may be delivered "space available" over several delivery trips, or at other than the regular delivery times, or a combination of both.
- Completed Receiving Reports are to be returned to the WSU Vancouver Mailroom for entry into the Pullman database. Once the information is entered into the Pullman computer system (either full or partial completion of the Purchase Order) Mailroom staff will use a RED "Processed" stamp on the Receiving Report, and will return the Receiving Report to you for your files.
- Do not write anything on the line other than a number, or a check mark to indicate full receipt of the item if you prefer, since a blank line will automatically mean that the item was not received.
- Do not hold a Receiving Report if you receive a partial shipment, since a partial completion will let the Accounts Payable staff at Pullman know that a vendor should not receive full payment until the order is complete.
- If your order is for something like "one lot" or "one computer system" and you receive a partial shipment, you may write a decimal number on the received line... such as .5 if your total order is being shipped in 2 boxes and you only received 1 box.
- Packing slips and Invoices are NOT to be sent to the WSU Vancouver Mailroom. Store them, or send them to Accounts Payable, according to instructions from Accounts Payable and the Policy and Procedures Manual.
- Extremely large or heavy items will be delivered by Facilities Operations using either a pickup truck or forklift, or by Mailroom staff using the forklift as staff are available.
- When you return a Purchase Order item to the vendor, please make a note on the Receiving Report and specify if the item is (A) going to be replaced and the PO should be kept open or (B) returned for Credit and the PO should be closed (closed, that is, if all other items on the PO have been received in good working order) - see PO Returns
Postage Meter Reports
- Each month, as soon after the end of the month as possible, a report will be sent to each Department showing the number of mail pieces sent that month, and the total cost. A report page is printed for each Department's group of approved mailroom expense accounts, with a summary sent to Finance to accomplish the charging of postage expenses to each Department's account.
- Depending on other workload, you may receive this report on the first work day of the next month, or a day later, so please wait until the 3rd work day of the month to call about a late postage report
- If you have questions about the line items on your monthly expense reports from Pullman, please contact Karen Rhodes in Finance and Operations. (the Mailroom staff do not actually perform the "chargeback" transactions to put the postage expenses on your Pullman reports, that is done by Finance)
- If you need a new mailroom expense account added to the postage meter, please contact the Mailroom staff to add your account to the postage meter.
- If the account you are adding is a Grant, or other Temporary funding account, be sure to include the ending date with your new account request.
- Mailroom staff will note (HiLite) accounts which will end in the near future, so you may send notice to the Mailroom if the account has been extended
Temporary Accounts
- Grants or other temporary accounts will include the ending date of the account on the monthly expense report (said ending date being based on the information provided when the account was entered into the postage meter)
- If the ending date changes, please contact the Mailroom staff BEFORE the old ending date, so an adjustment may be made in the postage meter spreadsheet
Damaged Goods Receipts
- Low volume, large item delivery companies (ie- a pallet on a big truck) will usually have a paper "WayBill" to sign... and this WayBill will usually have a place to write a message concerning any damage noted at the time of receipt
- High volume delivery companies (UPS, FedEx, Airborne, etc) do NOT use a paper shipping receipt, so there is no way to write a message concerning damage
- Companies like UPS or FedEx use an address label with a barcode, and issue a portable scanner to their drivers, with 3 options
- Accept the item "as is" with no damage noted
- Reject the item due to easily noted damage
- Accept the item with a simple note of damage (no message, just an indication in the scanner that "something" was damaged, but the item was still accepted)
- An item that is opened for any reason may not be rejected
- This means that if an item is opened at the Receiving Dock to check for damage, it may not then be rejected and returned even if damage is found... The person who ordered the item must then contact the vendor to arrange for a return
- Damage claim instructions are located at...
- Filing a Damage Claim with FedEx
- Filing a Damage Claim with UPS
Last updated 10-12-2007
Send MAILROOM comments to Mailroom
Send FACILITY comments to Facility Operations
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