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Office of Purchasing: Returns

To return material to a vendor for exchange or credit, follow these steps:

The department/office must:

  • Call or e-mail the expediter in the Office of Purchasing and provide the following information:
    • Purchase order number
    • Vendor
    • Description of the incorrect material, including the model number, serial number and bar code number
    • Description of the correct item
  • Deliver the incorrect item to the storeroom.
    • Under no circumstances will the department deliver or send material to the vendor.

The Office of Purchasing will:

  • Get a return authorization number from the vendor.
  • Prepare a packing slip and shipping label.
  • Note return information on line 500 of purchase order.
  • Follow up on return. If the return is a credit transaction, Purchasing will obtain the check from the vendor and deposit the check using the department's accounts.

The storeroom will:

  • Reverse receipt information in purchasing system.
  • Remove bar code label.
  • Pack material.
  • Ship to vendor.
  • Receive new material and deliver to department.