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 Accounts Payable

Standard Return Procedures

Incorrect Or Damaged Goods

Contract Release Request:

  • School/department should inspect goods immediately upon receipt.
  • Within 24 hours of receipt, school/department must contact the vendor to report incorrect or damaged goods and to specify whether they want the goods replaced or credited.
  • Vendor will provide school/department with a return authorization number and procedure to be followed to prepare goods for shipping and will contact the shipper to pick up the merchandise.
  • School/department must insure that return authorization number is written on all boxes being returned and prepare them for shipping according to instructions from vendor.
  • School/department must notify Accounts Payable, via e-mail, that goods are being returned, providing the following information:  Vendor name, contract release (CR) number, vendor's return authorization number, invoice number if known, distribution account code (DAC), the reason for return, and whether they have requested replacement or credit.

Purchase Order:

  • School/department should inspect goods immediately upon receipt.
  • Within 24 hours of receipt, school/department must contact the buyer named on the purchase order to report incorrect or damaged goods and to specify whether they want the goods replaced or credited.
  • Buyer will contact vendor to secure return authorization number and procedure to be followed to prepare goods for shipping, and to arrange for vendor to contact shipper to pick up incorrect or damaged goods.
  • Buyer will notify school of return authorization number and procedure they are to follow to prepare goods for shipping. School/department must insure that return authorization number is written on all boxes being returned and prepare them for shipping according to instructions from vendor.  School/department must notify Accounts Payable, via e-mail, that goods are being returned, providing the following information: 
  • Vendor name, purchase order (PO) number, vendor's return authorization number, invoice number if known, distribution account code (DAC), the reason for return, and whether they have requested replacement or credit. If the school/department has elected to receive credit rather than to replace incorrect or damaged goods, Accounts Payable will no longer wait on credit memos from the vendor.  The school or department account will automatically be credited on the SFG system.  Accounts Payable will print a copy of the e-mail notification sent by the school/department to use as the actual credit memo.  Accounts Payable will enter the credit into SFG, using the original invoice number and a "CM" identifying it as a credit memo.  Accounts Payable will also print a copy to send to the vendor with a check to justify the credit.  If a credit memo is received by Accounts Payable from a vendor, Accounts Payable will ensure that the original invoice has been paid and the credit has been applied.

Return Procedure When School/Department Determines It Does Not Want What Was Ordered And Has Been Delivered By The Vendor

Contract Release Request:

  • School/department must contact the vendor within fifteen days of receipt to request authorization to return unwanted goods for credit.
  • Vendor will provide school/department with a return authorization number and procedure to be followed to prepare goods for shipping.
  • School/department must insure that return authorization number is written on all boxes being returned, prepare boxes for shipping according to instructions from vendor, complete a Denver Public Schools' Shipping Request for each box being returned, and contact the Warehouse to deliver boxes to Administration Building Mail Room to be shipped back to vendor.
  • School/department must notify Accounts Payable, via e-mail, that unwanted goods are being returned for credit, providing the following information:  Vendor name, contract release (CR) number, vendor's return authorization number, invoice number if known, distribution account code (DAC) and the reason for return.

Purchase Order:

  • School/department must contact the buyer named on the purchase order within ten days of receipt to contact the vendor to request authorization to return unwanted goods for credit.
  • Buyer will contact vendor to secure return authorization number and arrange for pick up of unwanted goods.
  • Buyer will notify school of return authorization number and procedure they are to follow to prepare goods for shipping.
  • School/department must insure that return authorization number is written on all boxes being returned, prepare boxes for shipping according to instructions from vendor, complete a Denver Public Schools' Shipping Request for each box being returned, and contact the Warehouse to deliver boxes to Administration Building Mail Room to be shipped back to vendor.  School/department must notify Accounts Payable, via e-mail, that unwanted goods are being returned for credit, providing the following information:  Vendor name, purchase order (PO) number, vendor's return authorization number, invoice number if known, distribution account code (DAC) and the reason for return.  Accounts Payable will no longer wait on credit memos from the vendor.  The school or department account will automatically be credited on the SFG system.  Accounts Payable will print a copy of the e-mail notification sent by the school/department to use as the actual credit memo.  Accounts Payable will enter the credit into SFG, using the original invoice number and a "CM" identifying it as a credit memo.  Accounts Payable will also print a copy to send to the vendor with a check to justify the credit.  If a credit memo is received by Accounts Payable from a vendor, Accounts Payable will ensure that the original invoice has been paid and the credit has been applied.