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.