Page 420 - CityofHasletFY25AnnualBudget

VI. Receipt of Goods/Services

Inspection

Upon receipt of goods or services it is the department’s responsibility to ensure that the
order is complete as to quality and quantity and to report any discrepancies to the
purchasing office or directly to the vendor.

If the shipment is complete and undamaged, then the packing slip or delivery ticket
should be signed and retained until the invoice is received.

Should the department receive only a partial shipment, or return part of a shipment due
to damage or the wrong items delivered, this must be noted on the packing slip or
delivery ticket and invoice to prevent improper payment.

Damages/Defects

Goods and services should be checked at the time of receipt to detect any damage or
defects. This inspection also includes assuring that the materials are in compliance with
the specifications. When it is apparent that the extent of the damage causes the goods
to be of little worth, they should not be accepted.

1. Visible Damage
One of the major reasons for inspection at the time of receipt is to detect
any visible damage. It is important that all damage be completely
described on the receiving paperwork.

2. Concealed Damage
Any evidence of concealed damage should be documented to support the
filing of damage claims against the carrier. The carrier should be notified
immediately, and a joint inspection should be scheduled with the carrier’s
representative.

3. Claims
If the shipment is “F.O.B. destination”, the vendor is responsible for
assisting with the settlement of the claim and for full replacement of the
damaged items. Payment should be withheld until the claims are settled.

Purchasing Policies Page 25

Haslet Adopted Budget FY 2024-2025 418