Vanderbilt University Medical Center Finance

Supply Chain: Receiving

Karen Morlan, Vice President - Supply Chain
1301 Medical Center Drive, TVC B706

Supply Chain: Receiving

Delivery of requested products or services makes a transition in the Purchase-to-Pay process from a Purchasing activity to an Accounts Payable activity. For this transaction to be successful, important actions must be taken:

  • The customer must properly take delivery of the items ordered
  • The customer must properly inspect the goods and note any deficiencies
  • The customer must properly process the record of receiving the goods
  • For most items ordered using Pathways Materials Management (PMM or HSS), it is necessary to create a receipt for the order within PMM/HSS as soon as possible. Receipt acknowledgement within PMM is required in order for payment to take place.

Instructions for HSS

eProcurement: It is recommended that individuals upload their packing slip information to the requisition/PO

Receiving Checklist:
  • Inspect the delivery for damage
  • Check the products against the packing slip to confirm items and quantity are correct
  • If damages are apparent, make a detailed description of any problems on all the fright paperwork.
  • If there are discrepancies or damages, contact the purchasing agent:
  • Product returns: in the event that products are damages or in need of return, contact Central Receiving