Receiving an Order

In accordance with Procurement Services Standard Terms and Conditions the vendor shall deliver the goods and services in strict accordance with the delivery date, quantity and the requirements as specified at the time of purchase (e.g. Purchase Order). It is the responsibility of the end user to ensure that the goods and services that are received are inspected prior to approving payment.

StepsImageThe steps involved when receiving orders are:

  1. Check the Bill of Lading/Packing Slip against shipment to ensure order received in full. If the shipment is incorrect or incomplete the end user is required to contact the vendor directly to rectify any discrepancies
  2. End user of goods should initial and date Bill of Lading/Packing Slip and file until the invoice is received
  3. Match Bill of Lading/Packing Slip with invoice and check invoice for accuracy. If invoice is correct, the end user proceeds to pay the invoice using the correct method of payment depending on the purchase. Discrepancies found on an invoice are the responsibility of the end user and should be adjusted prior to being forwarded to Accounts Payable for payment.
  4. The end user should retain a copy of the invoice along with the original Bill of Lading/Packing Slip for future reference

Document Retention

Procurement Services, Finance, and the internal community are each responsible for retaining information.

Departments and faculties are responsible for the retention of PCard receipts and statements. In addition, end users must retain all documentation relating to reimbursement of expenses.

End users may also elect to retain documentation relating to expenditures and purchases relating to their individual units. Records may include requisitions and purchase orders, invoices, charge accounts, supporting documents, reimbursements of travel and moving expenses and requests for advances.

Retention Period:  7 years after last action

Primarily responsible for the retention of records relating to the acquisition of goods and services including bid and competitive selection processes. Records may include specifications, requests for proposals (RFP), requests for tender (RFT) or requests for quotes (RFQ), vendor proposals and bids, bid tabulation sheets and records of all bids received (successful and unsuccessful), department requisition forms, purchase orders, contracts and leases, related documentation and correspondence.

Procurement Services is also responsible for the retention of PCard Agreements.

Retention Period
Procurement Services retains all material pertaining to a specific acquisition of goods and/or services until the contract is superseded (for renewed or extended contracts) or until 1 year after contract expired or action completed unless there is a longer warranty, in which case documentation is retained for the duration of the warranty.  Once the retention period has expired the record is destroyed.

PCard agreements are retained until 6 months after the card is cancelled.

Primarily responsible for records relating to expenditures and purchases made on behalf of the University.  Records may include requisitions and purchase orders, invoices, charge accounts, supporting documents, cheques, Canadian and foreign drafts, reimbursements of travel and moving expenses and requests for advances.

Retention Period: Finance retains all financial records for 7 years after the last action.