Standing order DVDs arrive from Baker and Taylor, usually once or twice a week.
The Vendor Code for Baker & Taylor is: @00497724f
The fund code for all Standing Order DVDs is = cin9-656 (previously ugl9-656)
Write the Vendor Code at the top of the final page of the invoice.
2. Determine if the invoice is for Criterion Blu-Rays, DVD movies or a DVD T.V. series.
3. Write the name of the movie series on the bottom the last page of the invoice with billed items (e.g. Criterion Collection / Undergrad Media New DVD Releases) and underline it.
4. In Acquisitions module, navigate to Serial Check In. In the search box, enter the appropriate series title.
5. In the check in screen; hit Cancel in the pop up Check In Note box.
6. Click the Add Issue Button.
7. In the Add New Issue pop up box, enter the information required e.g. title of DVD, title of Criterion Blu-Ray and #. (found on spine of case), Season no. of Series, no. of discs, year of copyright. Hit Enter.
8. Hit Quick Check In.
9. On the invoice, write the P.O. number for the item, or if it is provided, underline it. If it appears as “ADULT” white it out and write the correct P.O. no. over it. To the right, write the fund code and underline it. Underline and bracket the specific title of the item and write a 3 next to it and circle the three. Put a check mark next to the price. Look at the copies of earlier invoices as a guide.
10. Occasionally, Criterion Collection boxed sets will duplicate items already held. Check the catalog to make sure we don’t already hold them as individual titles, but make sure the item is a Blu-Ray, not a DVD. If there is a duplicate, don’t check the item in. See Returning A Duplicate Item (below) for more instructions.
11. Repeat for each title on the invoice. After checking in the last item, click the History button.
12. Cursor to the all the items checked in (Cntl on keyboard and left click on mouse). Hit the Display in OPAC button so that all items display NO.
13. Click on back arrow at the top of the window to return to Serials Check In. Hit Start Over to exit.
14. On the last page of the invoice, initial and date it. Make a copy of the invoice and file it in the relevant file folder (DVD TV Series, Criterion Collection, Undergrad Media New DVDs). Use copies to report a monthly total on the Misc Approvals for FY[year] spreadsheet located in the Acq folder on the G drive. Retain paper copies for 1 year. Place the original invoice in the box by George’s office.
15. For each P.O. (not each item), on a blue Cat As Sep streamer, write STX and below it the P.O. number. Tape it to the case; rubber band the cases together if there is more than one.
17. For each T.V. series, update the information on the TV Series P.O. List on the Acquisitions G Drive in the DVD Standing Orders folder.
1. Using a red pen, circle the entire item on the invoice and write “duplicate” by it.
2. Email Baker and Taylor Customer Service (not Heather Guenther) and request an RTA# for the title. In in the email, provide the title, invoice number, invoice date, and relevant P.O. (either 72660 or ADULT).
3. When you have received a reply, write a Letter of Deduction to the vendor. A Word Document Template for DVD returns to Baker and Taylor is on the G Drive in the AcqUnitsBusOffice Folder in within Serial Letters of Deduction > Templates.
a. Open the template.
b. Edit the template to add the necessary information: RTA#, invoice #, invoice date, amount to be deducted from invoice.
c. On the Word taskbar, select File, Save As and save with the file name of the template, but replace “Template” with “inv.#[actual invoice no.].” (example: Baker&Taylor DVD inv.#B1234567)
e. Save the file to the G Drive in AcqUnitsBus Office Serial Letters of Deduction > Other Vendors > Other Vendors > Baker & Taylor DVD.
d. Stamp the last page of the invoice with a red ink stamp that reads “Letters of Deduction Attached.”
e. Print the letter on Acquisitions Department letterhead.
4. Make 2 copies of the letter. Attach one copy to the original invoice and place it in the box by George’s office. Attach the other copy to the copy of the invoice that is filed.
5. Take the DVD, the letter, and a completed shipping label (including the RTA number) to the Library shipping office and give it to Dillon Brown or Norris Purdy to mail.
1. Email Baker and Taylor so they can issue a Credit Memo and not have the amount as unpaid on their books.
2. Wait for a reply stating they are issuing a Credit Memo, then print the email thread.
3. Scan the email document as a PDF using the copy machine. Instructions are posted by the machine.
4. On the G drive, in Acq folder, find the PDF file in Staff Scans.
5. Copy it to your desktop, then move the copy to the to the G Drive folder in AcqUnitsBus Office Serial Letters of Deduction > Other Vendors > Other Vendors > Baker & Taylor DVD.
6. Stamp and copy the invoice the same way as for a returned item, but cross out “Letter” on the invoice and write “PDF.”