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How to Complete a Shipping Memo

Summary: Follow the steps below to complete a Shipping Memo.

Before you ship a package, find out about shipping services in the Shipping Overview.

What the individual must do:
How to do it:
1 Complete the top part of the Shipping Memo.
  1. On the left side of the Shipping Memo, fill in the Ship To info:
    • Date
    • Attention: name of contact person
    • Company/ individual name
    • Full street address (post office box deliveries are not permitted)
    • City, state, and ZIP code
    • Phone number of contact person
  2. On the right side of the Shipping Memo:
    • Indicate the FOAPAL being charged.
    • For returns: contact the vendor and get the vendor's approval to return the goods to avoid refusal of the shipment. Provide the Return Authorization number, the Purchase Order number and the Invoice number.
  3. Obtain the Authorized Signature.
2 Complete the lower section of the Shipping Memo.

Provide the following info:

  • Description of contents: list the contents of each package separately.
  • Quantity to be shipped: list each package you're shipping. If your shipment consists of multiple packages:
  • Mark each package with running total numbers such as "1 of 3."
  • List each package number on the Shipping Memo.
  • Item value: list the value of each package.
  • Title: check the box for UC or Outside Agency.
  • For returns: Provide the reason for returning package(s).
  • Provide any serial numbers, UC numbers, or catalog numbers to help identify contents.
  • Insurance: check yes for additional insurance, or no to accept default coverage. Provide the dollar value of the item(s) being shipped, and Receiving will insure the shipment appropriately.
What Shipping and Receiving does:
How to do it:
1 Complete the shaded bottom part of the Shipping Memo.
  • Fill in the Pick Up Location for the package(s).
  • Sign and date the Shipping Memo when packages are collected.

Questions? If you have questions about shipping, contact Kelly Mitchell (459-5589).

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Last revised: March 13, 2007 (am)