Receiving, Inspection & Acceptance
Receiving, inspection and acceptance (or rejections) are three of the most important components of the acquisition cycle. They have a direct impact on payments to the Contractor and interest the Government may be required to pay under the Prompt Payment Act.
Prompt Payment Act - invoices will be paid within 30 days of receipt of a proper invoice or acceptance of the goods or services, whichever is later.
Receiving information must be entered in the ADB within seven calendar days of receipt (physical possession).
Inspection is done to make sure what was ordered is what has been delivered. Quantities of items, damage or breakage and checking for operability.
The Receiving Official must contact the Ordering Official to decide if action should be taken to reject the order.
Acceptance is acknowledgement that the items or services delivered conform to the terms and conditions of the order. Once accepted, the Government has assumed responsibility for payment.
NOTE: It is important that the final receiving is not entered until all of the requirements of the order have been fulfilled.
Samples:
