Special Collections

Includes:

1. RBML (rbx) - Direct to RBML for unpackaging, and confirming condition
2. MAPS (max) - Direct to Maps for unpackaging, and confirming condition
3. IHLC - Send all firm orders to IHLC.
   1. Barcodes are not needed.  The IHLC cataloger will handle barcodes and processing from there.
4. ARCHIVES (once every year at most)
5. SOUSA (once every year at most)
    

If the special collection location has requested a specific OCLC # or specified an exact short bib to use, we can use that.

When receiving, no materials for these locations should be marked (no stamping, stripping, barcoding).

For RBML and MAPS, materials will go directly to the units, unopened. The units will notify us if the condition of the item is acceptable and provide the invoice for payment.

For Order Without Inventory, no "receiving" action is needed. The invoice payment will close the POL, and add a receiving date in the Notes section. 

For items with an inventory (bib record), we will still need to complete the standard receiving process in Alma.
 

Music

• For scores we will use short bib records
• For monographs, no additional processing should be applied by receiving staff. Those materials coming premarked from GOBI, etc. can be left as is.
• As a bib record is likely to be attached, receive as usual then place material on outgoing MPAL shelves in Room 12.
• We add a bib record when there is an interested user, otherwise, a;; orders are made without Inventory.
   

Uni High

For Uni High, receive as usual. No additional item record intervention is needed. Place materials on Uni High shelves in Room 1.

ARX – receive per usual, add barcode, Do not stamp or strip. Place on ARX shelves in Rm. 1.

CLX – receive per usual, stamp, strip, and add barcode, Put on Lea’s desk. (or designated shelves)?

Scholarly Commons – receive per usual, stamp, strip, add barcode, put on shelf in Rm 12.

SSHEL Cur. Col. – receive per usual, stamp, strip, add barcode. Notify SSHEL for cataloging. Place on outgoing shelf. (Not sure which shelf?  Are we blue streamering and shipping delivers)?

SSHEL S-Col. – receive per usual, Do Not Mark, place on shelves in room 12

Graphic Novels – receive only put on Rosemary’s shelves

Procedures for Letters of Deduction

A letter of deduction is needed anytime that you are not paying the full amount on an invoice. 
Some examples are:

• When a duplicate book needs returned
• When you didn't receive a book
• When you received the wrong book

Each letter of deduction should include:

1. Invoice #
2. Title information
   1. If more than one title, include title information for all impacted invoice lines
3. Total amount being deducted

Print e-mail and staple as first page of invoice when submitting for payment.

If book is being returned, request a return label and include letter of deduction with book when returning.
 

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Template Phrases

Date:

 

(vendor address)

 

 

INVOICE #

Customer/Account #

 

We are returning __.

 

        ISBN#(s) __.

 

This copy duplicates your previous shipment _ (date).

 

This piece is the wrong title and/or volume or number.

Please send _  .

 

This is an imperfect copy.

Please send a replacement copy.

 

We did not order this title.

 

We canceled this order  _  (date).

 

 

We are deducting $      from your INVOICE #  .

 

We will not pay INVOICE #  .

 

We paid or are paying for this title on INVOICE #  (date).

Please credit our account.

 

We will hold your invoice until  .

 

We have not received an invoice.

 

 

Thank you for your courtesy in this matter.

 

Sincerely,
 

---

Example Letter

 

Date:

 

(vendor address)

 

 

INVOICE #

Customer/Account #

 

We are returning __.

 

        ISBN#(s) __.

 

This copy duplicates your previous shipment _ (date).

 

This piece is the wrong title and/or volume or number.

Please send _  .

 

This is an imperfect copy.

Please send a replacement copy.

 

We did not order this title.

 

We canceled this order  _  (date).

 

 

We are deducting $      from your INVOICE #  .

 

We will not pay INVOICE #  .

 

We paid or are paying for this title on INVOICE #  (date).

Please credit our account.

 

We will hold your invoice until  .

 

We have not received an invoice.

 

 

Thank you for your courtesy in this matter.

 

Sincerely,

---

Date: July 1, 2022

 

ATTN: Andromeda

 

INVOICE # 0985

 

The following 3 invoice lines had issues, and we will therefore deduct these from the final invoice payment:

 

1. Title Information – duplicated to invoice line #... - $0.00
2. Title 2 – Missing from shipment - $0.00
3. Title 3 – Missing from shipment - $0.00

 

The total amount deducted from this invoice is:

 

Sincerely,

 

Nada Sweid

 

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(This part under review with George and BHRSC for FY23)

On the G drive Go to: G:\AcqUnitsBusOffice
There are three folders regarding letters of deduction

• ACQMonoreturns FY2007 to FY2019
• Approval Plan Letters of Deduction
• Serial Letters of Deduction

Open the appropriate folder and select the folder for the vendor then inside that folder select "00form"; you will be taken to the form letter you need to use for your letter of deduction. Edit the form as needed, then "Save As" the date and your initials.

After you fill in the template

1) one copy goes with the book if there is a book being returned
2) one copy goes with the invoice to the business office
3) one copy needs to be saved into the vendor's folder.

(Note that on the template where it says service charge, this is only used by the serials person)

If you ever have a situation where you need to send a letter of deduction directly to a publisher, the Head of Acquisitions would like to know first to determine why and how often this is being done.

After an invoice has been checked and verified for receipt and is ready for payment, verify the following details then place in the Invoices tray:

Collate the invoice in reverse order, with the last page on top. The following must be included:

1. Date stamp of the date the invoice was received.
2. Vendor # and name
3. PO # (each invoice may have multiple POs.  If the PO is not listed by the vendor, write the PO # next to each line item. If a single PO, write at the top of the page "PO # - all lines")
4. Fund Code (may also vary by line item, or state at top of page and indicate for all lines)
5. Line item price check marks (this notes that acquisitions has verified and approved the line item charge)
6. Date the invoice total
7. Initial the invoice total