Chapter Three: Summary Report – Form 3512
The Summary Report shows the total value of equipment owned by each county office or department. This form should be completed and submitted to the county clerk on an annual basis. The county office or department should retain a copy. The best business practice is to submit it to the board of county commissioners to reflect the completion of the annual inventory.
19 O.S. § 178.1
The information comes from inventory records on Fixed Asset Record – Property and Equipment – SA&I Form No. 9005.
Figure 16. Summary Report
Receiving Report – Form 4030
The Receiving Report is used by the receiving officer to document the receipt of materials, goods, services, or equipment as requisitioned and ordered on a county purchase order. The form is used each time delivery is made of goods and services. Any discrepancies should be noted on the form. The information for the receiving report comes from invoices and accompanying purchase/requisition orders.
All purchase orders must have a receiving report with the following exceptions:
- Travel claims and payroll;
- Utility bills only require verification by date and signature.
Receiving reports for blanket purchase orders should have a separate receiving report for each date.
Figure 17. Receiving Report #1-18
Receiving Report Instructions
On the following pages, a numbered receiving report form is provided with the instructions for completing the form.
Figure 18. Receiving Report Instructions #1-8
| Number Entry | Item Name | Tooltip |
|---|---|---|
| #1 | Rec. on Blanket P.O. | Check this block to see if the items received were purchased on a blanket purchase order |
| #2 | Vendor | Indicates the name of the vendor from which the goods were received |
| #3 | F.O.B. Carrier | Indicates how the goods were delivered (i.e., vendor truck, commercial carrier, county truck, etc.) and the name of the carrier if delivered by commercial carrier |
| #4 | Delivery Ticket No. | Indicates the delivery ticket number, if available |
| #5 | Requisition No. | Indicates the requisition number from the original Requisition - Purchase Order - Claim form |
| #6 | Date | Indicates the date the receiving report is completed |
| #7 | Rec. Dept./Project No. | Indicates the department receiving the goods such as the county clerk, the county treasurer, or the health department If goods are received for a designated project, it indicates the project number |
| #8 | Purchase Order No. | Indicates the purchase order number from which the goods were ordered |
Figure 19. Receiving Report Instructions #9-15
| Number Entry | Item Name | Tooltip |
|---|---|---|
| #9 | Qty. Ord. | Indicates the number of items ordered on the original purchase order |
| #10 | Qty. Rec. | Indicates the actual quantity received, confirming by actual inspection, or counting |
| #11 | Back-Ord. | Indicates the quantity of the goods that are short and backordered |
| #12 | Unit | Indicates the unit of measurement (such as gallons, tons, dozen, each) |
| #13 | Description | Describes the goods (such as culver pipes, pencils, asphalt) and the condition of the goods upon receipt (any damage must be entered with a complete description of the damage) Attaches another sheet if space is insufficient If damage is sufficient, refuses to accept the goods and returns them to the vendor |
| #14 | Unit Price | Enters the unit price as shown on the original Requisition - Purchase Order - Claim If the unit price is different, the receiving officer refuses the goods |
| #15 | Total | Indicates the total cost of the goods |
Figure 20. Receiving Report Instructions #16-18
| Number Entry | Item Name | Tooltip |
|---|---|---|
| #16 | Remarks | Enters any remarks that are necessary to explain unusual circumstances about the shipment |
| #17 | Received By | Signs and dates the receiving report |
| #18 | Delivered By | Obtains signature of the delivering person, if possible Indicates the delivering person’s name if the signature cannot be obtained and the type of delivery such as UPS, US Postal Service, etc. |