Firm Order Receiving

1. Search Item using Item Search and Display (not the Order Id):

   Search for title and/or author using information from the title page of the book (NOT from the cover). If a duplicate record is found, determine whether the duplication was intentional. If it was not, do not proceed with the receiving process. If the material was ordered on Collection Manager or GOBI, see the appropriate procedure for those materials.

2. Compare the record with the book to be sure that the correct title/edition has been received.

   Again, NOT from the cover, but using the title page, verso, etc., be sure that the book is what was ordered and that the book matches the record. At this point, also check the book for any obvious damage. If the book is accompanied by other materials (such as a CD), check those as well.

3. From Display Item, go to the Order record.

   Be sure that the order number corresponds to the PO number on the invoice (particularly if there are multiple orders for the title).

4. Check the order record, using Display Order.

   Check "Additional Line Information" fields for any special processing instructions. (See also , below.)

   Check price - For CENTRAL, PEABODY, MANAGEMENT AND SCIENCE: if the invoice price is more than $35 over the price encumbered, check with the bibliographer to be sure that they want to keep the book at the higher price before continuing (assuming that the book is returnable).
   
   Check with the MUSIC bibliographer if price exceeds the following amounts: Books: if the invoice price is more that $35 over, Scores: If the invoice price is more that $20 over, CDs: if the price is more than $10.
   
   See Cost Exceeds Encumbered Amount document for complete procedure.

   Check Holding Code (it should match the 952). If the order is to be loaded, correct the holding code if necessary.

5. Receive the order

   Receive the order using the Receive Order Wizard. Add the appropriate packing list information to the Packing List field. Enter.

   Check the Order ID to be sure that the correct order number has carried over. The correct number of copies to receive should carry over by default. Enter. The correct title should then appear in the Receive Order packing list.

(Note: Using the Receive Order Wizard automatically changes the Order Date Received to TODAY, and the status of any open Claim Segments in the Order to RECEIVED)

6. Load the Order ("Add Ordered Items to Catalog")

   Using "Add Ordered Items to Catalog", link the order to the title to create the item record. If you have already "received" the order, the correct number of copies to load will carry over. Once the order is Loaded, scan the barcode number into the Item ID field.

7. Create the Invoice line

   Using Create Invoice, create the first invoice line for the payment. For the first line of the invoice, enter the vendor's invoice number in the Invoice ID field of the Command screen (do not use any punctuation in the vendor number). Be sure that the Vendor ID carries over from the order record. If you have not already done so, go to Display Vendor. Check the Accounting address, and compare it with the Payment address on the invoice. These must match exactly. (If they do not, see no.11/7, below) When creating the first line of the invoice, the next screen will prompt you for Basic Info: Date Invoiced. Enter the vendor's invoice date. Under Extended Info, enter your initials in the NOTE field. Add any Comments pertaining to the invoice at this time. (For the second and subsequent lines of an invoice, you will use the Create Invoice command, but you will not be prompted for this information again - if you are, you have created an additional invoice!. )

   The next screen contains Invoice Line Info.

   • Line: enter the line number for the item on the invoice. Start with 1 and number each item on the invoice sequentially as you process them. If you are receiving a specific volume within a set, put the volume number after the line number in this field [ex. 1)v.2].
   • Copies: Enter the number of copies received
   • Amount: Enter the charge for the item from the invoice.
   • Link: If the line is for the material received on an order, this should remain ORDER.
   • <Enter>. The title associated with the order will be linked to the invoice. It is not until the title appears on the invoice record that the invoice is linked to the order.

    

8. Check the 951/952 fields for flagging and other special instructions

• Check the 951/952 fields; note whether there are any special Location Code or handling instructions (Rush, Requester to be notified, etc.) or bookplate instructions.
• If not already noted in the 951, check the record to determine the type of cataloging (see How to Determine ... Coding for Books).
• If the book can be Speed Cataloged, complete the cataloging at this time. (Level 1 materials should be re-searched for better copy if necessary.)
• If the record is MC, write 'MC" and the subject code (for example, "3100") on a streamer or slip and insert in the book. If the subject code is French (34XX), also make a printout of the bib record and insert it in the book.
• Flag book appropriately and note the fund used in the 951 (to enter into the Item Cat 1 field in Edit Item).

9. Edit the Item record

   Using Modify Title, edit the Call Number and Copy Info. If you have Speed Cataloged the title, be sure that the "XX" has been removed from the Call Number.

   Enter the Item Cat 1, and change the Current Location to BAKER-HOLD; enter the appropriate Item Cat 2 (if the 952 indicates "LOW USE", make the Item Cat 2 "FIRM2"; otherwise make it FIRM1).

10. Check Display Item:

Clicking on the Title platform in Display Item opens a Display Item window. This window contains a brief bib record, and "Volume and Copy Info". Check this screen to be sure that the call number displays properly (that any XX's have been removed, etc.), that the barcode has been updated, and that the Current Location is BAKER-HOLD before routing the material.

1. Complete invoice payment

After receiving all titles on an invoice, post any shipping/handling charges that may appear on the invoice:

1. Line: Shipping and handling charges should be designated as SHIPPING, and service charges as SERVICE.
2. Copies: 0 or blank
3. Enter the total amount of the shipping/service charges
4. Link: Change to LINE_PRORA. This will allow the software to distribute the charge among all the lines on the invoice. <Enter>.
5. Prorate: Once you have completed the line for shipping, the Prorate field will have an error message "NEEDS PRORATION". Change the "N" in this field to "Y", and <Enter>. The Prorate status will return to "N", but the "NEEDS PRORATION" message will disappear.
6. If all items on the invoice have been posted, check the total of the invoice against the Total Amt Invcd field to be sure that the record matches the invoice. If it does not, correct any mistakes. Once the totals match, initial and date the paper invoice and forward to Sherry for final payment.
7. If the payment address needs to be edited prior to payment, forward the invoice to Monica for corrections.

revised 071808 tac