Receipts Processing

Owned by Sara Yilmaz
Apr 18, 2022

The purpose of this procedure is to facilitate the flow of actual original delivery documents for our files. (All original documents will be scanned and attached to the appropriate Purchase Order. 

“Invoice” paper work is sent to the FASS Accounting office because the company will not be sending a “direct bill” via mail or e-mail. The original Invoice paper work will be used to pay the vendor. 

FASS Agent Step-by-step guide

  1. After packages/ items have arrived, staff will compare the packing slip, and the Purchase Order, against the items delivered. Staff will look for discrepancies (Item quantity, type, color, size, part number, etc.). Staff will also look for damage or abnormalities. 
  2.  If there is any discrepancy/ damage, the Buyer for this order will be notified. Notes in AIM will be entered with a full description of the damage/ discrepancy. It will be the Buyer’s responsibility to contact the Vendor to remedy the problem.  
  3. If the order is correct and complete, check it into the AIM system as “received” (Stamped with the dated “Received stamp” and stamped “complete.”)  
  4. If the order arrives incomplete, only check in the items received in AIM. Stamp with the dated “Received stamp.” Stamp “Partial” next to this notating the order is incomplete.  
  5. If the paper work is an “Invoice,” stamp the top of the page with the “Invoice” Stamp.  
  6. All paper work should be scanned and attached to the associated purchase order to document transactions. (If a student/ temporary staff is available, put paper work in their “to be scanned box” to be scanned and attached.) On days when a Temp. /Student employee aren’t at work, Stores Staff will scan & attach all Invoices to be sent to A/P that evening. 
  7. Once checked in, all paper work stating it is a direct “Invoice” will be put in the “send to FASS Accounting box.” 
    1. (Paper work from the following vendors are usually Invoices and will need to be put in the FASS Accounting box: Advanced Auto, Napa, Mid-Valley Tractor, All Season’s Equipment, Wyatt’s Tire, Cascade Truck Body, Jerry’s Home Improvement, Foursome Corp, Kendall Automotive, Miller Paint, Sherwin-Williams, Coyote Steel, FMI / Fleet Maintenance, Pacific Truck Body, Lithia Nissan/Dodge, and Cascade Garden Equip. 
  8. At the end of each business day, all required invoices/ paperwork will be put in a “campus mail envelope” and put in the campus mail receiving box. 
  9. If the order paper work is not an invoice, file the paper work in the received file cabinet.