Purpose: The purpose of this matrix is to provide guidance to those personnel involved with receiving or accepting goods and materials on behalf of the Maricopa Community College District. Best business practices support that receiving be completed through a centralized function and location. Such guidance helps ensure that the following “Key Control Objectives” and “Process Attributes” are achieved.

• Goods are purchased only with proper authorization. o Goods compared to purchase orders or other purchase authorization before acceptance. o Unmatched receivers investigated; Unauthorized items identified for return to vendor. o Receipts under blanket purchase orders monitored; Quantities exceeding authorized total returned to vendor.

• Goods received are recorded correctly as to account, amount, and period. o Goods counted, inspected and compared to packing slips before acceptance. o Receiving reports issued by receiving/ inspection department in pre-numbered order. o Receiving documentation, purchase order, and invoice matched before recording liability.

This matrix serves to provide guidelines in which the order of steps completed may vary depending on college and circumstances.

Goods POs/LPOs – Non-Capital

|Non-capital and delivered to Central Receiving |Inspect for proper addressing before acceptance. |Sign original supporting documentation (packing slip/invoice) or |If invoice received directly from |
|Department. |Inspect for proper number of packages agrees to delivery document before acceptance. |Delivery Log Sheet indicating physical receipt of goods