Inspecting Items Upon Delivery and Handling Issues
Tips for Success
Keep your binder handy to
- ensure correct placement of new items
- verify that you received every item on your order
- make sure that each item appears as ordered
Discovered some damaged items or discrepancies?
It’s not unusual. Don’t panic. Notify the vendor immediately. Use your coded plan and purchase order to identify exactly which item/s are involved.
Document any issues with photos and a detailed description to provide clear evidence when you contact the vendor. When this happens, the Foundation typically holds back approximately 10% of the balance due to ensure that the errors will be resolved in a timely fashion.
What to Consider
Holding back part of the payment gives the library leverage to ensure the vendor addresses any problems with urgency and avoids potential future disputes.
Inform the vendor if you plan to withhold a portion of payment due to stated issues and specify the conditions for releasing the balance.
Once the vendor corrects the errors, the withheld balance is released.
If you are paying your own bills, we strongly recommend this practice.