Procedure for receiving purchased goods from suppliers

This to remind ILRI staff that all goods supplied to ILRI must be delivered to ILRI Stores Unit for purposes of verification and proper documentation so that Finance can be able to effect payments in a timely manner.

We have in the past experienced delays in settling payments to our suppliers because some suppliers have erroneously delivered goods directly to the originators of the orders, leaving the delivery documents that should facilitate payment with recipients of goods. In the process, some originators have failed to forward the delivery documents to Stores Unit, to facilitate documentation for payment purposes. This delays payments to suppliers thus impacting on subsequent supplies.

Originators of the orders are kindly reminded that no deliveries should be received directly by them from suppliers. Suppliers should be advised to deliver all the goods to ILRI Stores. Where specifications/identification may require the originator’s input, the Stores staff will involve the originator in the receiving and verification process before preparing the final documentation to support payment.

For goods/services supplied/consumed on-line (e.g. software licenses) and which are covered by an ILRI official Purchase/Service Order, the originators are still advised to notify Stores Unit by e-mail, quoting the relevant order number so that the necessary documentations are prepared to facilitate payment by Finance for the services provided.

For assistance, kindly contact ILRI Kenya Stores helpdesk on; ext. 3311 or e-mail; ilristoreskenya