Identify and document the circumstances involving the return of the goods.
Contact the Purchasing Buying Group responsible for the commodity for assistance, if the order was issued by the Purchasing Department. If returns are necessary for Automatic Purchase Orders (APO's), contact the for assistance if needed. The user is responsible for any P-Card returns and the necessary documentation.
Notify the vendor of the return.
Through the Purchasing department, work with the vendor to return the goods and establish a remedy if necessary - a credit and a re-invoice if necessary and/or the shipment of replacement conforming goods at no charge. Be sure to request the following information from the vendor to return the non-conforming goods:
Return Authorization number and required documentation (many vendors require a Return Authorization number on returned goods so that they can inventory and track the problem).
Correct Return Address
Set up the return shipping and who will be responsible for payment (in most cases - the vendor)
If via vendor truck - schedule an appointment for the pick-up and identify the location of the goods and an IU contact person and phone number.
If the return is required because of Vendor error, and if the shipment was made via package shipping company (UPS, FedEx, RPS, etc.) the vendor will issue a call tag and the package company will pick up the goods. If shipment was made via freight company, and the return is due to vendor error, the vendor will arrange for pick-up. Please identify the location of the goods and an IU contact person and phone number.
Verify how the vendor will handle the credit and re-invoicing if it is part of the remedy.
Complete the IU Material Return Document (see step 4)
If the goods need to go back to the Central Receiving for pick up, contact your campus facilities to schedule a pick-up. On the Bloomington Campus, contact Central Receiving Department at 855-6569. Be sure to include any necessary paperwork or Return Authorization forms (see the IU Material Return Document web page or hard copy)
Complete the IU Material Return Document for PO/APO's (web page or hard copy). For a paper form contact your Purchasing Office.