County officers and department heads must designate two employees to act as receiving officers for their department. The names of the designated officers must be filed with the county clerk and entered in the minutes of the board of county commissioners.
19 O.S. § 1503(A)

The receiving officer plays a key role in the county's purchasing process. The major function of the receiving officer is to visually inspect all goods received to ensure that the items that are received are the same as the ones requested and are of the desired quality.
19 O.S. § 1504

This visual inspection, which includes counting and measuring, ensures that county funds are paying for the goods that are requested, meeting the specifications, and are of the quality and quantity stated in the Requisition - Purchase Order - Claim.

When the receiving officers sign the receiving report, they certify that an inspection has been made and that the goods are as requested on the Requisition - Purchase Order - Claim.

The requisitioning officer and the receiving officer should communicate to ensure that the items received are the same as those requested.

The receiving officer has the following general responsibilities regarding purchasing:

• 19 O.S. § 1504
• Receive all supplies, materials, equipment, and information technology and telecommunication goods and services purchased, lease purchased, or rented by their department and identify these items; 19 O.S. § 1505(E)
• Communicate with the requisitioning officer to ensure that the items received are the same as those requested; 19 O.S. § 1505(E)(2)
• Determine that a valid purchase order exists for the items being received:
• 19 O.S. § 1505(E)(3)
  • If no Requisition - Purchase Order - Claim exists, the receiving officer refuses the items and returns them to the vendor.
• Obtain a copy of the delivery ticket, bill of lading, or other such delivery documents from the person making the delivery; 19 O.S. § 1505(E)(4)
• Prepare a list of the items (for the receiving report);
• Obtain the signature of the person making the delivery, if possible, and the type of delivery, such as UPS, US Postal Service, or other types;
• Note the delivery date and time of the delivery; 19 O.S. § 1505(E)(5)
• Prepare SA&I Form 4030, Receiving Report, in quadruplicate, which indicates the quantity and quality of the goods received and lists the items that are back-ordered and their estimated date of delivery; 19 O.S. § 1505(E)(6)
• File the original receiving report and a copy; 19 O.S. §1505(E)(6)
• Forward a copy of the receiving report and a copy of the Requisition - Purchase Order - Claim to the purchasing agent; 19 O.S. §1505(E)(6)
• Forward a copy of the receiving report with the delivery documents to the county clerk; 19 O.S. § 1504(A)
• Maintain a record of all supplies, materials, and equipment received, disbursed, stored, and consumed by the department. 19 O.S. § 1505(G)

Normally, one of the receiving officers is designated as the inventory officer and is specifically assigned this duty.