Technical Services Procedures
Ordering and Receiving Materials - Student Procedures: Green Sheet Filing Notes for
Mono- Acq. Students
Page Editor:Kim Wiljanen
Last Updated:
February 13, 2006
Begin the filing process by taking green sheets from the unsorted monographic green sheet basket.
A. Separate green sheets by calendar year according to the invoice date.
B. Within each calendar year, sort green sheets alphabetically according to the name of the vendor. We generally sort and file by the first word on the vendor name, e.g.:
- City of Detroit should be filed under City
- Commerce-Census Department, Census Bureau should be filed under Commerce
- County of Albemarle should be filed under County
- Department of Pathology, University of Maryland should be filed under Department
- Director of Finance, Howard County Dep't. of Zoning should be filed under Director
- Dominican Studies Institute, City College of New York should be filed under Dominican
- Genealogy Department, Kokomo County Public Library should be filed under Genealogy
- Information Exchange Section, UN Centre for Regional Development should be filed under Information
- Jain Book Agency should be filed under Jain
- Marshall Cavendish Corporation should be filed under Marshall
- Mauricio Gaston Institute should be filed under Mauricio
- Microforms Publications, University of Oregon should be filed under Microforms
- Photoduplication Service, Library of Congress should be filed under Photoduplication
- Sir John Soane's Museum should be filed under Sir
- State of Michigan should be filed under State
- Stationery Office, National Publishing Center should be filed under Stationery
- Swets Blackwell should be filed under Swets
- Town of Markham should be filed under Town
- Village of Holly should be filed under Village, etc.
1. Other basic filing points to keep in mind appear below:
a. If a staff member has highlighted a word from the vendor name under which it should be filed, sort and file under the highlighted word.
b. If a vendor name begins with an article (i.e., "a", "an", or "the", or their foreign-language equivalents), disregard the article, and file under the first significant word in the vendor name, e.g.: - "The Book House, Inc." should be filed under Book - "Les Livres Etrangers" should be filed under Livres - "A Reader's Corner" should be filed under Reader's, etc.
c. If the vendor name begins with a number, it should be filed as if the number were spelled out, e.g.: - "4-H Youth Association" should be filed as Four-H . . . - "L-3 Interactive" should be filed as L-Three . . . - "100 Pockets" should be filed as One Hundred . . . - "1,000 Friends of Oregon" should be filed as One Thousand . . . - "21st Century Comics and Games" should be filed as Twenty-first . . . - "21 North Main, Inc." should be filed as Twenty-one . . ., etc.
d. Vendors whose names begin with or consist of an acronym should be filed alphabetically ahead of those vendors whose names consist of words, e.g.: - AOAC International should precede - ATC Books Int'l., which should precede - Anacapa Books, etc. (in the "AN-AZ" Miscellaneous folder) - and - - CCH Inc. should precede - CIC American Fiction Electronic Text Project, which should precede - Caldwell, Norman, etc. (in the "CA-CM" Miscellaneous folder)
e. If two or more vendor names begin with the same spelling pattern, they should be arranged alphabetically according to what follows the identical pattern, e.g.: - Chin Aleong, Inc. should be filed ahead of - China Post, which should be filed ahead of - Chinese Corporation for the Promotion of the Humanities, etc. - and - - Japan Publications Trading Company should be filed ahead of - Japanese American National Museum, which should be filed ahead of - Japan's Finest Print Publications, etc.
f. If two or more vendor names begin with the same word (or series of words), file them under the first word (or words), but also arrange them alphabetically according to the word that follows, e.g.: - Publications Office, Pira International should be filed ahead of - Publications Unit, Asian Development Bank - and - - Latin American Book Source Inc. should be filed ahead of - Latin American Book Store Ltd. 1. It may be necessary at times to apply rules "e" and "f" simultaneously, e.g.: - Africa Book Center - African American Publications - African Books Collective - African Imprint Library Services - African Studies Program - Afro American Press - Afro Cuba Web - and - - Universal Book Trading Company - Universal Map - Universitat Leipzig - University Bookshop - University Museum Publications - University Publications of America
2. Some more advanced filing points are illustrated below:
a. If the vendor is the name of a person rather than a corporate name, sort by the person's surname, e.g.:
- Theodore Front Musical Lit., Inc. should be filed under Front
- Otto Harrassowitz should be filed under Harrassowitz
- Murray Hudson Antiquarian Books and Maps should be filed under Hudson
- Howard Karno Books, Inc. should be filed under Karno
- Rubin Mass Ltd. should be filed under Mass
- George Robert Minkoff, Inc. should be filed under Minkoff
- David Paperny Films, Inc. should be filed under Paperny
- J.W. Pepper of Detroit should be filed under Pepper
- The William A. Thomas Braille Bookstore should be filed under Thomas
- Jean Touzot, Libraire-Editeur should be filed under Touzot
- D.J. and R.D. Wells Books should be filed under Wells, etc.
1. Compound Spanish surnames should be filed under the first surname, e.g.: - Ricardo Aguilar Melantzon should be filed under Aguilar - Fernando Garcia Cambeiro should be filed under Garcia - Pedro Garcia-Moreno Estava should be filed under Garcia - Luis Munoz Marin should be filed under Munoz - Leon Sanchez Cuesta Librero, S.A. should be filed under Sanchez, etc.
2. Other foreign names should be filed under the first name that appears, e.g.: - Al-Abbas International should be filed under Al - Ban Wo Publication Services should be filed under Ban - Cheng Wen Books Co. should be filed under Cheng - Chiao Liu Publication Trading Co., Ltd. should be filed under Chiao - Han-Shan Tang Books should be filed under Han - Isis Yayimcilik should be filed under Isis - Ratna Pustak Bhandar should be filed under Ratna, etc.
b. "University of . . . " names should be filed under the name of the government entity of which the university is a subdivision, e.g.: - University of California should be filed under California - University of Chicago Library should be filed under Chicago - University of Hong Kong should be filed under Hong Kong - University of Michigan should be filed under Michigan, etc. 1. exceptions: - University Press of Colorado should be filed under University - University Publications of America should be filed under University (because they are the names of companies, not universities)
c. University branches in different cities should be filed first by state, then by city, e.g.: - University of California at Berkeley should be filed under California --Berkeley - University of California at Davis should be filed under California--Davis - University of California at Irvine should be filed under California--Irvine - University of California at Los Angeles should be filed under California--Los Angeles, etc.
d. University names which do not follow the "University of . . . " pattern should be filed under the first word in the name, e.g.: - Central Michigan University should be filed under Central - Johns Hopkins University should be filed under Johns - Southern Illinois University should be filed under Southern - State University of New York should be filed under State - Western Michigan University should be filed under Western, etc.
e. Certain symbols, abbreviations and acronyms should be filed as if they were spelled out, e.g.: - "&" should be filed as "and" - UCLA should be filed as California, University of - Ctr. for Concern should be filed as Center . . . - E. Coast Greenway Alliance should be filed as East . . . - Inst. should be filed as Institute . . . - Int'l. Labor Organization should be filed as International . . . - M.S.U. should be filed as Michigan State University - Mt. Oread Bookshop should be filed as Mount . . . - St. Clair County should be filed as Saint . . . - SUNY should be filed as State University of New York - UN Centre for Regional Development should be filed as United Nations . . . - UNICEF should be filed as United Nations . . . - US Census Bureau should be filed as United States . . . - U.S. Department of Commerce should be filed as United States . . . , etc.
C. Approval plan green sheets must be separated from firm order green sheets for those vendors which supply both kinds of invoices. In order to distinguish an approval plan invoice from a firm order invoice, look in the "item" column on the green sheet. The invoicer should have typed an account number and approval plan designation, e.g.:
1087 (Approval Plan), for Aux Amateurs de Livres approval plan invoices
1059 (Approval Plan), for Otto Harrassowitz approval plan invoices
1094 (Approval Plan), for Libros Andinos approval plan invoices
1088 (Approval Plan), for Russian Press Service approval plan invoices
1095 (Approval Plan), for Worldwide Books approval plan invoices
1077 (Approval Plan), for Yankee university press approval plan invoices, etc.
- Please see the complete list of approval plan vendors, along with their corresponding account numbers, which is attached to the back of this procedure.
Note: Most vendors only have firm order invoices; however, some vendors have only approval plan invoices, while others have both kinds of invoices.
D. File the green sheets in their appropriate folders according to calendar year, vendor name, invoice date, and invoice number as discussed below, keeping in mind that they will also need to be interfiled with any green sheets that are already in the folders:
1. Calendar Year
Green sheets are kept on file for five full years. For example, in 2001, we keep green sheets from 1996, 1997, 1998, 1999, and 2000, in addition to those being filed in 2001. Each set of folders for an individual vendor or for miscellaneous vendors by letter is arranged by calendar year, with the current year in front, and previous years arranged in order behind it.
2. Vendor Name
a. Some individual firm order vendors, as well as some groups of firm order vendors whose names begin with certain common words, are filed separately in their own sets of folders. A separate set folders should be maintained for any vendor or group of vendors having ten or more green sheets in a given calendar year. Please see the back of this procedure for the current list of vendors which have their own sets of folders.
b. Every approval plan account MUST have its own folder, no matter how few green sheets it contains.
1. Sometimes the corresponding firm order account for a particular approval plan vendor does not have enough green sheets to warrant an individual folder and so would be filed in the appropriate "miscellaneous" folder according to the filing rules above.
c. Most vendors are filed in "miscellaneous" folders, which exist for every letter of the alphabet.
1. Some "miscellaneous" letters are subdivided alphabetically (i.e., the letter "B" is divided into folders for BA-BM and BN-BZ). Other "miscellaneous" letters have only one folder encompassing the entire alphabetical range for that letter (i.e., QA-QZ). Please see the complete list of "miscellaneous" letters with split folders and "miscellaneous" letters in single folders attached to the back of this procedure.
d. Folders for each letter of the alphabet are arranged in the filing cabinets with individual vendor folders in front, followed by approval plan folders (if any), and then by miscellaneous folders. For example, the letter "A" contains folders for:
- African Imprints approval plan
- Alibis
- American . . . (for any vendor whose name begins with the word "American")
- Aux Amateurs de Livres firm orders
- Aux Amateurs de Livres approval plan
- miscellaneous vendors beginning with the letters "AA-AM"
- miscellaneous vendors beginning with the letters "AN-AZ"
3. Invoice Date
For vendors with multiple invoices for a given calendar year, green sheets should be filed chrono- logically with the most recent date in front (i.e., December 21 should be filed in front of December 1, which is filed in front of November 15, then October, September, August, etc.). Note: Some vendors have separate folders for each month (e.g, Book House), some have separate folders by quarter (e.g., Blackwell, Harrassowitz and YBP), while most have only one folder for the entire calendar year.
4. Invoice Number
If there are two or more green sheets from the same vendor that have the same date, they should be arranged with the higher-numbered invoice in front, followed in sequence by lower numbers, e.g.:
- invoice number 14504 should be filed ahead of
- invoice number 14496, which should be filed ahead of
- invoice number 13912, etc.
If you have questions or need assistance, please see Loretta, Tami, Don, or Kay.
Approval Plan Vendors
African Imprints Approval Plan (#1074)
Aux Amateurs de Livres Approval Plan (#1087)
Bach (Susan) Approval Plan (#1092)
Books from Mexico Approval Plan (#1090)
Harrassowitz (Otto) Approval Plan (#1059)
Hogarth Representation Approval Plan (#1082)
Kubon & Sagner Approval Plan (#1065
) Kubon & Sagner Approval Plan (#1066)
Latin American Book Store Approval Plan (#1093)
Latin American Book Store Approval Plan (#1096)
Libros Andinos Approval Plan (#1094)
Puvill Libros Approval Plan (#1078)
Retta (Luis) Approval Plan (#1097)
Rittenhouse Approval Plan (#1085)
Russian Press Service Approval Plan (#1088)
Touzot (Jean) Approval Plan (#1076)
Worldwide Books Approval Plan (#1095)
YBP Approval Plan (#1077) -- (quarterly folders)
YBP Approval Plan (#1080)
YBP Approval Plan (#1089)
YBP Approval Plan (#1091) -- (quarterly folders)
Vendors with Their Own Green Sheet File Folders (2006)
Alibris Aux Amateurs de Livres Firm Orders
Aux Amateurs de Livres Approval Plan 1087
Bach, Susan Approval Plan 1092
Bennett, James
Blackwell's Book Services Ltd. (quarterly folders) -- Note: Blackwell's Online, Blackwell's of New York, and Blackwell's of Oregon are interfiled
Bolerium Books
Book House, Inc. (quarterly folders)
Books from Mexico Approval Plan 1090
Casalini Libri
Clarke's Bookshop
Coutts, John Library Service
Curious Book Shop
Eastview
Front, Theodore
Hanshan Tang Books
Harrassowitz, Otto Firm Orders (quarterly folders)
Harrassowitz, Otto Approval Plan 1059
Hogarth Representation Approval Plan 1082
International . . . .
International Specialized Book Services (ISBS)
K.K. Agencies
Karno, Howard Books, Inc.
Karno, Howard Books Approval Plan 1101
Kubon & Sagner Approval Plan 1065
Kubon & Sagner Approval Plan 1066
Latin American Book Store Firm Orders
Latin American Book Store Approval Plan 1093
Latin American Book Store Approval Plan 1096
Latin American Book Store Approval Plan 1100
Libros Andinos Firm Orders
Libros Andinos Approval Plan 1094
Libros Centroamericanos
Literatura de Vientos Tropicales
Martin, Mary
Maruzen Co., Ltd.
Michigan . . . .
MIPP International
Pepper, J.W. of Detroit
Proquest Information and Learning
Puvill Libros Approval Plan 1078
Retta, Luis Firm Orders
Retta, Luis Approval Plan 1097
Rittenhouse Firm Orders (biennial folders)
Rittenhouse Approval Plan 1085 (biennial folders)
Russian Press Service Firm Orders
Russian Press Service Approval Plan 1088 (biennial folders)
Scott, Randall W.
Shamansky, Michael, Bookseller
Sharpe, M.E.
Taylor & Francis/Routledge
Thomson-Gale
Touzot, Jean Firm Orders
Touzot, Jean Approval Plan 1076
Worldwide Books Firm Orders
Worldwide Books Approval Plan 1095
YBP Firm Orders (quarterly folders)
YBP Approval Plan 1077 (quarterly folders)
YBP Approval Plan 1089
YBP Approval Plan 1091 (quarterly folders)
YBP Approval Plan 1098
"Miscellaneous" Letters with Split Folders
A B C D E F G H L M N P R S T W
"Miscellaneous" Letters in Single Folders
I J K O Q U V X-Y-Z