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When physical goods are received, the packing slip must be signed by the person accepting or <br />receiving the goods. This documentation must be submitted with the invoice for processing, or <br />with the purchasing card receipt as documentation. If no packing slip is received, the order <br />confirmation may be printed and signed in the same manner as indication of receipt. In cases <br />where a packing slip or order confirmation cannot be provided because the vendor requires the <br />delivery to be confirmed on the invoice itself, the employee receiving the goods must sign the <br />invoice to confirm delivery and then forward to a supervisor for approval of payment. The person <br />signing for receipt of the goods may not be the same person approving the invoice for payment. In <br />cases where the person with signatory authorization is the same as the person accepting the <br />goods, that person's supervisor must also approve the invoice. <br />2.12 INVENTORY AND CONTROLS <br />Any goods held as "inventory" or "stock" must be controlled by an inventory management system. <br />This does not apply to rapidly consumed items, such as office supplies. <br />2.13 INVOICES <br />Payment can only be made to a vendor from a valid invoice (not a statement, quote, or email). <br />Departments are responsible for ensuring vendor invoices include the following information: <br />✓ Purchase Order Number <br />✓ Description of the items provided <br />✓ For equipment parts, indicate a specific fleet or unit number, if applicable <br />The Department must verify the price and quantity reflected on the invoice is in compliance with <br />the PO, contract and/or quote. <br />Each invoice must be submitted separately for processing, entry in Munis and payment. <br />Signature authorization for payment must be on each invoice itself (not the submitted PO copy or <br />pay request cover sheet). <br />The Budget Department will audit invoices and General Ledger accounts. <br />205 <br />