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Library Technical Services > Procedures & Documentation > Ordering > Firm Order Receipt and Payment 

Firm Order Receipt and Payment (LTS Procedure #60)

 


Scope:  This document outlines the procedures that staff of the Monograph Receiving Unit in LTS Acquisitions follow for receipt and payment of monographs purchased by firm orders. See also Distribution of Non-Fastcat Books after Receiving/Inputting

Contact: Lisa Maybury

Unit: Monographs Receiving

Date last updated: 04/01/08

Date of next review: April 2009

Pre-Receiving Preparation
Create a New Invoice in Voyager
Post Line Items to the Online Invoice
Fastcat or Pre-Cataloging Process
Completing the Invoice
Exceptions

Pre-Receiving Preparation

When books arrive, the shipping room staff unpacks, sorts them by invoice, and places them on trucks. The Invoiced Receipt Unit retrieves these books, checks them against the invoices for accuracy, puts them in the order they are listed on the invoice and shelves them in designated areas for processing.

Locations excluded from fastcatting: See Disposition of Non-fastcat books after receiving/inputting

RMC exception: Books ordered by RMC are sent directly there, where the Technical Services Specialist unpacks them.

A.  Create a New Invoice in Voyager

  1. In the acquisitions module of Voyager, choose Invoices, then choose New invoice
  2. Write down the voucher number supplied by the system in black or blue ink on the paper copy of the invoice
  3. Fill in the following information:
  • Number: invoice number (if vendor did not supply a number create one by using the consecutive stamp and inserting CUL in front of the number, e.g. CUL034124).
  • Date: invoice date (if vendor did not supply a date, use today's date)
  • Amount: total invoice amount in U.S dollars (If invoice is billed in foreign currency, convert using Currency Converter and follow directions given on the website.
  • Bill to: Endowed Accounting or Mann Accounting as appropriate

4.  Save

5.  If postage is charged click on the "ellipse" after Other Charges, then

  • Choose adjust>>>
  • Choose add
  • Charge type: Shipping Charge
  • Application Method: Amount
  • In Amount enter shipping charges
  • In Commit to Fund, enter the postage fund code and click on the "ellipse" at the end of the field
  • Choose OK
  • Choose OK
  • Save

    If paying for a single line item invoice the postage is then included in the amount charged to the subject funds rather than a separate charge under "other charges". This does NOT include approval plan purchases.

B.  Post line items to the on-line invoice.  Start with the first title on the paper invoice copy.

  1. Maximize the invoice display in Voyager
  2. Under Line Item choose add line from order
  3. Search the first title on the invoice by these criteria:
    Search By -> bibliographic information -> equals -> Title
  4. From the retrieved title index select the correct title and choose OK
  5. In Find Purchase Order dialog box choose find now
  6. Highlight the desired purchase order and choose display line items
  7. Check the line item waiting to be appended
  8. Choose MARC
  9. Verify the accuracy of the following information:
    • 020= ISBN
    • 100= author
    • 245= title
    • 250= edition
    • 260= publisher
    • 300= pagination
    • 440,490 or 830= series statement

10.  Return to the acquisitions module

11.  Choose append/receive

12.  Verify the accuracy of the price information, correct if necessary

13.  Click on Save and Close

C.  Fastcat or pre-cataloging process

  1. Choose MARC to return to the cataloging module of Voyager
  2. Fastcat the title if applicable following the CUL guidelines. If a title cannot be fast-cataloged apply proper storage code
  3. Enter the proper statistics code(s) in the 948 field(s) in the bibliographic record
  4. Send the title to proper destination

    RMC: The Technical Services Specialist searches Voyager and OCLC for catalog copy at this point. If there is a record, the book will be cataloged on the spot. If there is no record, a preliminary record is created and the book is taken to the Original Cataloger.

D.  Completing the Invoice

  1. Verify that the fund code has the current fiscal year; update if necessary
  2. Verify the status of each line item. If it is not received complete follow steps B. 2-14
  3. Verify that the totals on the paper invoice and the Voyager invoice agree
  4. Save and close the Voyager invoice
  5. Date stamp and initial vendor's paper invoice
  6. Place the paper invoice in the regular invoice folder for routing to Budget and Accounting

E.  Exceptions

There are exceptional cases for which one must follow different receiving and payment guidelines. In such case, refer to the appropriate guidelines or consult the Unit supervisor. Typical exceptions are:

  1. Error in shipment. See LTS Procedure #20, Return of monographic title to vendor
  2. Incomplete fulfillment of an order
  3. The item has been cancelled. See LTS Procedure #20, Return of monographic title to vendor
  4. The item has been prepaid
  5. The item is damaged or defective. See LTS Procedure #20, Return of monographic title to vendor
  6. A discount has been applied to an invoice with more than one fund
  7. The item is an unwanted duplicate. See LTS Procedure #20, Return of monographic title to vendor
  8. The price on the purchase order is significantly different than the price charged