Site Accessibility Statement
Wilfrid Laurier University Office of the Vice-President:  Finance  and  Administration
September 17, 2014
 
 
Canadian Excellence

Receiving Orders



Receiving Procedures


Deliveries

Deliveries are accepted during normal operation hours from 7:30 a.m. to 4:30 p.m. at Central Receiving, 202 Regina Street North, Waterloo.  Distribution Services will then deliver internally to the final destination and obtain the appropriate signature.  Each package should be opened by the person for whom it was intended, the contents verified against the packing slip and any overages, shortages or other discrepancies reported to the supplier. Approving a supplier’s invoice for payment affirms that all ordered items have been received in good order and that all discrepancies have been resolved.

Although the majority of materials and equipment procured by Wilfrid Laurier University are received by Distribution Services staff at Central Receiving, exceptions require that staff or faculty who receive deliveries at other locations, follow the proper receiving procedures.

Receiving the Goods

Upon receipt of a shipment from the carrier, check quantities, weight and description of items against the pro-bill, bill of lading or proof of delivery documents the carrier provides.  The carrier’s documents must be signed only for quantities and items actually received.  Shortages should be noted as a formal exception on the bill of landing and acknowledged with the driver’s signature.

Damages

Examining the contents of a package/skid against the packing slip and checking for hidden damage is the responsibility of the receiver at the time of receipt. Delays of inspection could result in forfeiture of rights to any damage or shortage claims.

Any visible damage to the outside packaging must be noted as a formal exception on the bill of lading and acknowledged with the driver’s signature.  If damage to the contents is evident, the carton should be opened immediately and the contents inspected.  Photographs should be taken for documentation purposes.

Central Receiving will normally accept goods regardless of the condition of the external packaging.  If hidden damage is suspected, the Receiver will endorse the documents “Suspected Damage, Subject to Inspection”.  However, Distribution Services staff are instructed not to open packages unless absolutely necessary, e.g. when damage to the contents is evident.  Normally it is the responsibility of the faculty or staff member for whom the goods are intended to open the package and inspect the goods.

If damage to the contents is detected, it must be reported immediately to Distribution Services. Distribution Services will arrange for an on-site inspection by the transportation company or the courier, as required. Please communicate, in writing, describing the damage and providing the approximate repair or replacement cost. Retain all packaging.

C.O.D. Shipments

Cash on delivery shipments will be refused and returned to the sender.

Personal Packages

Distribution Services does not normally accept/process personal shipments.  The only exception is for packages sent to students living in on campus residences that do not have a separate Canada Post delivery address.  All other personal packages will be refused and returned to the sender.