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Receiving

Receiving ensures that all shipments are accurately processed and promptly delivered to the appropriate departments, supporting smooth operations across the organization.

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About Us

The Receiving Department in Procurement Services is typically the delivery point for shipments of equipment and supplies arriving at the university. Under normal circumstances, shipments received by Procurement Services will be delivered to university departments either the same day or no later than the next business day. Large shipments (in terms of size or quantity) will be coordinated with the Physical Plant for delivery. Receiving personnel are not authorized to unpack boxes, set up merchandise, or make deliveries to multiple points within a department.

Email receiving@olemiss.edu with any questions you may have about deliveries or goods receipts.

Goods Receipt Resources

Goods Receipt Resources are essential tools and systems designed to manage and track the receipt of goods.

Before a package is delivered to a department, Receiving personnel will normally generate a paper goods receipt based on the packing list. Someone representing the department must sign this goods receipt upon delivery. If the merchandise received is unacceptable for any reason (damaged, incomplete, incorrect, etc.), Receiving must be contacted by e-mail within 48 hours of receipt. After 48 hours the goods receipt will be changed to a payable status.

To request goods receipts, UM departments should complete one of the forms below and submit it to the secure Goods Receipts Request Portal. The GR Short Form should be submitted for smaller goods receipts requests. The GR Long Form should be used for larger goods receipts requests. Save your document as the PO number and current date.

Multiple GR Forms can be uploaded to the GR Request Portal at the same time.

The Goods Receipt Instructions and Help PowerPoint is designed to guide you through the essential steps and best practices for efficiently processing and managing received goods.

Access the PowerPoint.

Goods Receipt Movements reflect where the asset is in the process.

  • Movement 103 means the asset has arrived at Receiving, requires department approval within 48 hours, or Receiving issues the GR.
  • Movement 105 means the asset arrived at Receiving, was approved by the department within 48 hours, or Receiving is issuing the GR.
  • Movement 101 means the asset arrived at the department or Receiving is issuing the GR.
  • Movement 104 means the asset has a reversal of 103 GR. 
  • Movement 102 means the asset has a reversal of 103 GR.

Receiving Resources

Receiving Resources encompass the tools, systems, and processes that ensure the efficient handling, tracking, and delivery of incoming goods.

Receiving personnel in Procurement Services are not authorized to ship hazardous materials per Department of Transportation regulations. According to university policy, all shipments of hazardous materials must be shipped directly from the university’s Department of Health & Safety (662-915-5433). Any person offering a package for shipment through Procurement Services is legally responsible to declare if any of the contents are of a hazardous nature.

Freight delivered to Procurement Services will only be opened to inspect for damage when the damage is apparent. In such cases, if Receiving personnel determine that the damage is severe, the shipment will be refused. If the damage is minor or uncertain, it will be noted on the freight bill. The department who made the purchase will then be responsible for determining whether the merchandise is acceptable or needs to be returned.

All packages shipped to the university should be clearly identified with a purchase order number printed on the outside of the package. If the merchandise was purchased by credit card or is a replacement, then the name and department of the recipient should be on the outside of the package. Failure to have one of these means of identification could result in an indefinite delay of delivery.

Before an item is returned to a vendor, a Return Request must be submitted to and approved by Purchasing. Purchasing will then relay the approved Return Request to Receiving in order to arrange pick-up. This Return Request is needed for any university property that is being returned, replaced, or sent for repair. The department initiating the return is responsible for all appropriate shipping charges and arranging the return with the vendor. Some vendors will not accept a return without an authorization (RMA) number.

Each package shipped to Procurement Services will be evaluated as to whether the contents are considered equipment for inventory purposes. If the shipment is equipment, it will be given a university property number before being delivered by Receiving personnel.

The Receiving Department only accepts shipments for the University of Mississippi proper. Fraternities, sororities, individual students, on-campus vendors, and contractors are responsible for arranging, receiving, and storing their own shipments.

Subject to certain weight and size restrictions, the Receiving Department maintains a UPS and Federal Express shipping desk for use by individuals and university departments. Only cash and personal checks are accepted from individuals for payment of shipping charges. University departments may charge a departmental account by completing either a Return Request (if required) or a Shipping Authorization. For university departments with packages in excess of the weight and size restrictions, shipments will be processed through one of several freight companies.