How to order from Central Stores
Overshipments and Wrong Material
Department Receipts Shipped to Central Receiving
Other Material sent with Shipment
Supply Management is responsible for equipment, materials and supply logistics after they are acquired. The responsibility includes receiving, storage and distribution, inventory management, and disposal of surplus property. The Central Warehouse operations consist of Central Stores, Academic/Administrative Furniture, Central Receiving, Shipping, and Storage. Property Management is responsible for maintaining an accurate and complete inventory of all College plant property and for the disposition of surplus material.
Central Stores: Central Stores maintains a stock of materials used in sufficient quantity by a number of departments or in a large enough quantity by any one department to allow the purchase of the commodity in economic quantities. This is the primary source for departments and activities of the College to acquire frequently used items. Central Stores stock includes the following supplies; janitorial, administrative, office, paper products, computer supplies, printed letter head envelopes, labels, and paper, small hand tools, plumbing, electrical, painting, lamps, filters, lumber, classroom chairs and tables, mattresses and box springs, and office furniture. Central Stores also carries a pre-expended bin stock of electrical fittings, nuts, bolts, screws and anchors for the exclusive use of Physical Plant and Residence Life.
Central Stores Catalog: Central Stores publishes an updated catalog once a year. The catalog is an alphabetical listing of all material carried in Central Stores and contains the stock number, noun name, description, unit of issue and price of each item. The catalog includes instructions on how to fill out the Request Form. Additionally it includes instructions and a New Item Request Form to request that items be added to Central Stores stock. For an item to qualify as a candidate for Central Stores stock it should be ordered at least every other month.
How to order from Central Stores: Departments may submit a Request Form to Central Stores at any time. The request must contain the accounting data, quantity, stock number (from the catalog), unit of issue, description and be signed by the authorized fund administrator or his designated representative. We are not yet capable of receiving on-line Requisitions in FRS for Central Stores. There are occasions when material is not-in-stock (NIS). If an item is NIS or if we can only partially fill the quantity requested, we will backorder the item and when the material is received it will automatically be sent to your department.
Requisitions for bulk paper and custodial supplies are handled separately due to the large volume of this material issued. Bulk paper orders (more than 5 reams of a single item) are to be put on a separate Request Form and will be delivered each Wednesday morning. Ensure the Request Form is delivered to Central Stores no later than Tuesday afternoon for Wednesday paper delivery. Custodial supplies are delivered each Friday morning. Custodial Request Forms should be delivered to Central Stores no later than Thursday afternoon. If the requests are not received by these times they will be delivered the following week. If you have an emergency other arrangements can be made.
Delivery and Invoicing: Deliveries of Central Stores stock are made to departments daily. Request Forms received via campus mail services or hand delivered are date stamped in Central Stores. Requests received in the morning are normally pulled and delivered the same day. Requests received in the afternoon mail are delivered the next day. You will receive a computer generated Central Stores Invoice. The prices may not necessarily be identical to the catalog price. If you need to know to the penny current pricing before ordering, phone Central Stores and ask for current price by item number.
Returning Stock: Items may be returned for credit; however, a restocking fee of 25% is normally charged if the items are being returned as a result of customer error. There is no restocking fee to return damaged or wrong goods delivered by Central Stores.
Central Warehouse: Central Receiving receives material (with few exceptions) shipped to the College, delivers material to the department, and delivers all Central Stores material. The same staff coordinates all outgoing shipments and maintains a Dead File and Department Storage area.
Receiving at the College: Normally all material ordered on a Purchase Order is shipped to Central Receiving, however, there are occasions when material may be sent directly to the department or picked up by the department. In either case, with only a few exceptions, Central Receiving must process a receipt in the automated FRS system for the vendor to be paid. If the quantity, description and price on the Purchase Order, invoice, and receiving documentation are entered on and all match in FRS a check will automatically be issued to the vendor. If one of these pieces is missing the vendor does not get paid. Consequently, receiving of information is an important function of the Procurement process. Receipt processing involves verifying that the material is what was ordered on the purchase order and comparing the purchase order with the packing slip and/or any other shipping documentation that arrives with the material. It is the responsibility of the individual who receives the material to verify that condition, quantity, and description match with the purchase order. When material is received at Central Receiving, Central Warehouse personnel perform this function. You are responsible for performing this function when material is delivered directly to your department or picked up by your department.
Central Receipts: When material is received at Central Receiving it is inspected for visible damage. If there is damage it is noted on the Freight Bill and the Procurement Officer notified. Material will normally be received, inspected and delivered to the department within 24 hours. When material is delivered to the department a "proof of delivery" signature and dates are obtained. There is no additional receipt responsibility for departments with central receipts. Data entry is then made to the FRS system that allows system to pay vendor for material received.
Department Receipts: On the copy of the purchase order marked "Receiving Copy", circle the quantity received. If the order is complete, sign and date the Purchase Order and return it to Central Receiving for processing in FRS. If a partial receipt is made, make a copy of the Purchase Order Receiving copy, indicate the quantity received and return the signed and dated copy to Central Receiving. Delays in sending the receipt certification to Central Receiving result in delayed payment to the vendor and can result in interest penalty charges to your department (under State law). Central Receiving can not process completion in FRS until you send back the receiving paperwork
Wrong Material Receipts: If you determine that the material you received is not what you ordered, contact the Procurement Officer who placed the order. The Procurement Officer will contact the company and arrange to have the correct material shipped and the incorrect material returned. If the material is to be shipped back by common carrier, prepare a Request to Central Warehouse. Include the following information; Purchase Order number, description and quantity, where the material is to be picked up, where it is be shipped or sent, and the value. Return the material and Request to Central Warehouse. If the material is too large or heavy to hand carry send the Request to the Central Warehouse and it will be picked up.
Damaged or Short Receipts: It is important that the following instructions be adhered to in order to comply with Interstate Commerce Regulations in making claims against either Common Carriers or Vendors.
- If damage is apparent at the time of delivery, insist that the driver of the delivering carrier note the damage on the freight bill. Send your copy of the freight bill with a memorandum to the Procurement Officer describing the damage and advising if replacement is required.
- Concealed damage (that which is not immediately apparent) must be reported to the delivery carrier within ten 10 days after the date of delivery. Hold the merchandise and all packaging material for the carrier's inspection. The claim may be declined if the carrier does not inspect packing material as well as the damaged article. Send a memorandum to the Procurement Officer describing the damage and location of the material so the carrier's inspector may be notified to make inspection.
- A Shortage occurs when the quantity amount on the freight bill or packing slip is greater than the actual quantity received. If the shortage is noticed at the time of delivery, insist the driver note the shortage on both your copy and his copy of the freight bill. Wait three (3) days for delivery of missing packages. Prepare a partial receipt and forward to Central Receiving. If the package is not delivered in reasonable time, prepare a memorandum to the Procurement Officer describing missing item(s).
Hazardous Materials: A Material Safety Data Sheet (MSDS) will normally arrive with any hazardous material. A copy of the MSDS is sent to Fire and Safety in campus mail. If you receive hazardous materials that appears to be leaking or is in damaged packaging, please contact Fire & Safety immediately with as much information as possible, to enable them to effectively respond to your call.
Live Plants and Animals: Normally live material is sent directly to the department. If by error the material comes through Central Receiving the package is not opened except to obtain the packing slip and the material is sent immediately to the department. If there is a discrepancy, notify Central Receiving immediately upon discovery.
Overshipments and Wrong Material: Every effort is made to obtain the correct material and to return wrong material to the vendor. This involves coordinating with the Procurement Officer, the department, and the vendor. In the case of over shipments the vendor is contacted and requested that the material be picked up or a call tag issued (return authorization). If wrong material is received the Procurement Officer will make arrangements for the vendor to exchange the material. The material is placed in "frustrated material" status at the Central Warehouse until proper resolution of the problem.
Expedited Material: When material is received at Central Receiving via an express carrier (Federal Express, UPS Overnight, etc.) the department will be called if the material can not be delivered within two (2) hours.
Department Receipts Shipped to Central Receiving: When material is sent to Central Receiving that should have been sent to the department, Central Receiving will deliver the material to the department with the next scheduled delivery. The department as the scheduled receipt location is still responsible for processing the "receiving" copy of the Purchase Order.
Personal Packages: Neither security nor delivery can be provided for personal shipments with State supported resources. Personal packages will be rejected by Central Receiving. Do not have anything of a personal nature shipped to Central Receiving or the Central Warehouse.
C.O.D. (Cash on Delivery):The College has no provisions to accept C.O.D. deliveries and they will be refused. Material that arrives at Central Receiving without a valid College of Charleston Purchase Order number may also be refused.
Other Material sent with Shipment: Any catalogs, technical manuals, or warranty documents that are discovered in the receiving process are turned over to the ordering department with the material.
Shipping Material: Central Warehouse can ship out packages, return samples, send equipment for repair and exchange material ordered incorrectly. If material or equipment needs to be shipped out prepare a Requisition/Request. If there are any charges associated with shipping the material (for example: cost of repair, shipping charges, restocking charge, etc.) the Request must be sent to Procurement. Procurement will prepare or modify the purchase document as appropriate. Include the following information: accounting data, complete shipping address where the material is to be sent; value of the material for insurance purposes, the reason the material is being returned and any correspondence that needs to accompany the material. Forward the material to Central Warehouse with the Request Form. The Central Warehouse can pick up the material and assist with packaging the material if necessary. If it is beyond our capability to physically handle the material a Requisition/Request to the Physical Plant may be necessary to have the material delivered to the Central Warehouse loading dock.
Express Shipping: (USPS) United States Postal Service Overnight express shipment of packages (under 70 lbs.) and letters can be sent through the College Mail Services. It is the department's responsibility to get the letter or package to the Mailroom with a Requisition/Request(IDT) for shipping charges. Mailing labels and envelopes are available at the Mail Services.
Departmental Storage: Neither the College nor the State are in the long-term storage business. Short-term (3 months or less) storage of material and/or equipment is available on a limited basis. A Request (IDT) Form requesting storage should be sent through the Director of Business Services to the Supply Manager. The IDT should list the material to be stored, duration of storage and correct accounting data. If an off campus storage unit is rented the department will be charged actual costs plus handling. When approved, Central Warehouse will contact the department to make arrangements to pick up the material. If at the end of three months the material has not been returned to the department the following actions will be taken at the option of the department: (1) the material will be returned to the department or (2) declared Surplus and offered to other departments. Leaving the material and/or equipment in storage beyond the short term is not an option.
Dead File Storage: Central Warehouse has set aside a limited storage area for Dead File Storage. State law requires that some records be maintained for 3 to 5 years. If the department has records that need to be stored, prepare a Requisition/Request (IDT) with a description and quantity of boxes that need to be stored and the length of time storage is required. Boxes (stock #61252) and Dead File Storage Labels (stock# 61097) are available from Central Stores. Only Dead File Storage boxes properly labeled, will be accepted. Send the IDT to Central Warehouse and the boxes will be picked up. Your department will be sent a notice requesting disposition when your dead file storage disposal date is pending. When the storage time has expired department's have several options:(1) notify Central Warehouse to dispose of the files or; (2) request that the boxes be returned to your department or; (3) Request that the files be archived. Requests for archiving must cite accounting data on the IDT. Extending the storage time is not an option. If no response is received to the request for disposition letter, the files will be returned to the department for disposal.