CHARITABLE OF VENTURES OF ORANGE COUNTY DBA PROJECT KINSHIP

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® ® Caao�cerM, Charitable V mums «o�::6w„ Policies and Procedures _ -•• SHIP TO LOCATIONS Projects are expected to select the appropriate 'ship to' address. Only a pre -established location can be selected by requester, PREPAID AND PARTIAL PAYMENT PURCHASE ORDERS The use of pre-paid'check-enclosed' purchase orders is discouraged and requires advance authorization by CVOC. Such payments in advance, for receipt of goods places the project and CVOC at risk of loss if these goods are not received as ordered, or in an unsatisfactory condition. However, occasionally a vendor refuses to accept a CVOC Purchase Order without full or partial payment In advance. In order for a pre -payment to be considered, purchase order must be accompanied by documentation explaining the reason for pre -payment. The dollar amounts must be correct and Include any handling or shipping charges. Documentation verifying the prices, such as a quote from the vendor, price list, vendor order form, or pro -forma invoice, must be provided. This documentation must also Include evidence of the vendor's demand for pre -payment. INCORRECT OR DAMAGED SHIPMENTS If a shipment is received with incorrect or damaged goods, the packing material, packing slip, and/or shipping ticket should be saved. These may be needed if the items have to be returned or exchanged with the vendor. Adhere to the following to ensure Incorrect shipments are handled appropriately: The project shall notify the vendor immediately in writing so that appropriate action may be taken such as issuing credit or providing a replacement. If the order has to be shipped.back to the vendor, It should be packed in the original cartons and the vendor's process for return should be followed. The project should also accurately record this activity (i.e. number of items received, number of items returned, comments, etc.). CREDITS Credits may occur due to the receipt of defective merchandise, returned goods, discounts, or incorrect Invoice payments. Unlike Invoices, the application of credits is not simply a matter of verifying the facts on the memo and confirming that the subject goods or services have been rejected. Specific business and accounting questions may need to be resolved with the vendor before the credit is applied. Improperly applied credits are difficult to correct. If a project believes it Is entitled to a credit from a vendor or receives a credit memo that is deemed to be valid, the project should contact Accounts Payable for assistance. All credit memos shall be sent to Accounts Payable for processing. DIRECT BILLING, HOUSE ACCOUNTS, CREDIT CARDS CVOC projects are not authorized to establish direct billing accounts, house accounts, or credit cards with any vendor in the name of CVOC. Projects are not authorized to accept offers for credit cards, charge accounts, or house accounts from vendors who Increasingly send such advertisements to projects. Only authorized CVOC personnel may negotiate/set up credit agreements with vendors. Such requests should be routed to CVOC, who in limited instances will authorize projects to arrange direct billing with a vendor.