How To Return Goods

The Department may need to return goods for various reasons:

  • Item is damaged
  • Supplier sent more than what was ordered
  • Wrong item or substitute
  • Requester does not want item
When Department... This process is followed...
Receives correct item, but item is damaged
  1. Department contacts the supplier offline to return the damaged items and request replacement item(s).
  2. Supplier sends the replacement item(s)
  3. Supplier receives the returned item and sends a credit memo to Accounts Payable (AP) for processing

Receives more than they ordered, and does not want unrequested items (e.g. request 2 widgets and supplier sends 5 widgets)
  1. Department contacts the supplier offline to return the unwanted item(s).
  2. Supplier receives the returned item and sends a credit memo to AP for processing
Received wrong item or substitute and does not want to keep the item received
  1. Department contacts supplier offline to return substitute/wrong item and request original item
  2. Supplier sends the original item
  3. Supplier receives the returned item and sends a credit memo to AP for processing
Received correct item and department no longer needs
  1. Department contacts the supplier offline to return the item(s).
  2. Supplier receives the returned item and sends a credit memo to AP for processing
Received correct item, but decides to return it after it has been matched/paid
  1. Department contacts the supplier offline to return the item(s).
  2. Supplier receives the returned item and sends a credit memo to AP for processing

Requesting Pick Up of Item(s)

For most suppliers, follow the instructions from the supplier to repackage and return item(s).

Requesting Pick Up of Item(s) by UCSF Logistics

Please be advised that Logistics can assist in returning of those items only that are being handled by the Oyster Point warehouse.

  • For any returns that the warehouse can handle, contact the vendor and obtain the “Return Authorization Number” from them.
  • Follow the instructions from the supplier to repackage the returned item. Please contact Logistics at [email protected] to know how to arrange the pickup.

Sending Credit Memos to Accounts Payable (AP)

Credit memos can be sent to AP by email to [email protected]