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In the following situations an item is returned to the vendor automatically. No permission from the vendor is necessary. Please refer to Section C and D for exceptions.
- Error-in-shipment = Item supplied is not the item ordered.
- Cancellation = Order was cancelled at least one month prior to the invoice date the item was received/billed.
- Defective = Item supplied is in damaged or imperfect condition.
- Duplicate shipment = Vendor supplied the same item on the same purchase order a 2nd time.
- Overpricing = cost of item was over $100 or 100% more than the price listed on the purchase order sent to vendor, and the selector rejects the item.
- Unwanted approval title = Item reviewed but not selected for the collection.
Process:
- If the invoice is not yet paid and we do not expect anything in its place:
- Receive the item, then generate a return letter
- Return the item to vendor with the return letter
- Line the entry off the invoice
- Deduct the cost of the returned item from the total
- Process the invoice at the new sum
- Change the price to 0.00 on the purchase order
- Add appropriate notes in the POL "Receiving note" field
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