Technical Services Procedures
Ordering and Receiving Materials - Receiving & paying: Receiving procedure
Page Editor: Leah Black
Last Updated:
January 17, 2008
I. INVOICE OR PACKING SLIP
A. Locate the invoice for item(s) either on the truck or in the invoice drawer. If the invoice cannot be located, use the packing slip.
B. If invoice cannot be located and there is no packing slip, create a packing slip:
In Millennium Acquisitions, update the order record (rdate plus added note for multi-vol. orders)
Print the record; if the shipment is for a batch of books print each record and staple them together
Highlight the vendor code or vendor address, rdate, and special receiving notes
Write your initials and current date on the top record.
C. Double-check that the vendor who supplied the materials is the same as the vendor in the order record (check against the p.o. slip or against the online catalog order record).
D. Give music cassettes, CDs and scores to Loretta for receiving.
II. REVISING THE RECEIPTS AND UPDATING THE MILLENNIUM ACQUISITIONS RECORD
A. Items with purchase order slips --
1. Match p.o. slip to invoice or packing slip (title and p.o. number). If there are no p.o. numbers listed on the invoice/packing slip and the p.o. slips are present, write the p.o. numbers on the invoice/packing slip.
2. Revise books against p.o. slips to check that vendor supplied the item that we ordered. Carefully check:
ISBN
author
title
edition
imprint : place, publisher and date of publication
series
3. For items that match correctly, write the purchase order number in the upper left corner of the page following the title page (EXCEPT for SPC titles). Insert appropriate flag(s) and sort as follows:
Rush (narrow red flags); NOTIFY books are handled as rush titles and should have a red rush flag plus a NOTIFY streamer.
Reference (wide red flags); for locations ss, ssqrf, ssbio, ircat, ssfou, ssml, ssstt, irtrv, ca cr;
Reserves (yellow flag); handled as rush titles
Special handling streamers such as SER CAT, SP, DO NOT CAT
Locations gf (gifts), bknrp (brittle book replacement), mu (music), and gd (government documents)
Adds (green flags)
Faculty books (medium blue streamer)
4. Look for items that fall into one or more of these categories:
more than one physical piece on one purchase order number (i.e., vol. 1-2 ordered together on the same p.o.)
more than one order record attached to a bib record (look at the summary screen)
title of the piece includes a volume number
Use a special handling streamer for these titles. Write OVERLAY? on the streamer. When more than one physical piece has been received on one p.o. number, use a pink tie to keep the pieces together.
5. Look for ADDCAT? notes in order records. Write ADDCAT? on the receiving ("MAGIC") streamer.
6. Rapid Update function may be used to input rdates in order records
O (Ordering and receiving subsystem)
R (Rapid updating)
initials
password
O (Order records)
Are you receiving ordered items? Y
Create item records from the order record? NDo you want the order record displayed if one of the following is true?
The record has multiple branches and funds? Y
The record has a special RACTION code? Y
The record already has an RDATE? Y
The record has a STATUS(O) other than "O"? YKey in p.o. number and <enter>
Type 14 for RDATE and <enter>
Continue....
7. If Millennium Acquisitions "beeps" during the process, open up another MilAcq session and process as a regular update after checking notes in the record (NOTIFYs, location changes, SERCAT orders, etc.)
8. For PROBLEM BOOKS (orders with existing RDATEs, cancelled ordered, and so on): flag the item accordingly with either a white or orange problem flag; note the problem on the flag; do not write p.o. number in the book; insert the invoice/packing slip and bundle them together with a pink tie; set them aside in a "problem" pile.
9. The following material should not be updated using RAPID Update:
Software:
add a note field in the order to indicate what kind of software was received;
complete a software testing form if needed (including receipt date and your initials)Books with software:
add a note field in the order to indicate what kind of software was received;
Partial shipments:
add a note field in the order to indicate which part(s) were received
Do not input an RDATE
Write "partial" on the invoice next to the item
B. Items without purchase order slips --
1. In Millennium Acquisitions enter the regular update program and call up each record by p.o. number or title.
For each item carefully check the piece in hand against the information in Millennium Acquisitions, be sure to check the entire bib record (this will show add titles too). Author, title, imprint and series need to match to book, then go back to the order record and check status, raction, number of copies, external note field.
2. If everything matches, add an rdate to the record, write the p.o. number in the book (except for SP items) and fill out the receiving ("MAGIC") streamer :
p.o. number
OCLC number if there is one
external note information
location
3. Flag items as indicated in the external note (adds, spc, and so on). Follow instructions in II-A-4, above.
4. For items that do not match the information in the Millennium Acquisitions record, add an orange streamer ( note the problem on the streamer). Place a white problem streamer in any items which already have r-dates or are cancelled; note what the problem is on the flag. Items that you cannot find Millennium Acquisitions records for should also get a white problem streamer indicating "unidentifiable" (be sure to keep any packing materials you have with these items).
5. For problem books, see II-A-7.
6. Complete statistics sheet.
III. DISTRIBUTION
A. All problem books go to Huei ("receiving problems shelf"). After resolving the problems Huei will return the book(s) to the receiver to complete the receiving procedure.
B. Unidentifiables (with all packing materials) go to "Unidentifiables" shelf in the approvals alcove
C. Pull invoices/packing slips with missing items (see step I.D) and give these to problem solver (Huei) immediately for investigation.
D. Initial, star and date the remaining invoices and put them in the OK to pay basket.
E. Initial, star and date the packing lists and file them in the Invoice drawer .
F. Distribute these materials as indicated (tattle tape if necessary):
Add vols (addv): transfer to Lil Damer in DataCat
ADDCAT?: transfer to COPY CAT PROBLEMS in Current Processing
AV materials (cassette tapes and video tapes): transfer to the locked cabinet
Cyrillic items: transfer to Nicky Ebert in Mono Acq
DO NOT CAT items: transfer to the outgoing internal mail trayFACULTY BOOKS go to the Faculty Books shelf in DataCat
Government documents (loc GD): transfer to the DOCUMENTS shelf opposite the coffee machine
Location gf or bknrp: consult with your team manager
Microfiche and Microfilm: transfer to Janice Ahee in DataCat
Music (loc mu): transfer to Sue Levy in DataCat
OVERLAY? items: transfer to the Copy Cataloging Problems shelf
RUSH and NOTIFYs: transfer to the 24-hour rush truck
SER CAT: transfer to the SER CAT shelf in Current Processing
SER CAT addv: transfer to the SERIAL ADDS shelf in DataCat
Software and supplemental software: transfer to the locked cabinet
SPC (Special Collections): transfer to the SPECIAL COLLECTIONS truck in the locked closet
Supplementary material (non-print): transfer to the locked cabinet
Supplementary material (print): transfer to the Copy Cat shelves in Current Processing
G. Set aside add copies (addc) and add locs (addl) with green flags for processing in Millennium Acquisitions.
H. All other materials should be left on the truck. Put the sign on the truck to have a student tattle-tape the books. Transfer the books go to the Copy Cataloging shelves at the west end of Acquisitions.