Special Collections

Direct Purchases

Special Collections sometimes purchases materials directly from the vendor. In these instances, the materials are both ordered and received within Special Collections. Anthony Garnett is often the vendor of these materials, as he brings the materials to Vanderbilt for Special Collections staff to consider.

1. Upon receipt, Special Collections will deliver the materials to the Special Collections cataloger (Pete Wilson), along with a copy of the invoice. They will also send the original of the invoice, with funding information, to Order Services (Attn: Rita Breen).
2. Pete will add records to Acorn for the materials within approximately 2 weeks. If necessary, he will add provisional records. These records will carry the appropriate Item Cat 1, and an Item Cat 2 of "SPECIAL"; Pete will also add a 952 that indicates the source of the purchase. As records are added, Pete will note the Acorn record number beside each title on the invoice. Once completed, he will forward the invoice to Order Services (Attn: Rita) for payment.
3. Upon receipt of the invoice, Rita will call up each record and edit:

Add Price (from the invoice) to the Price field of the Item record.

Add 980 field: (Vendor Code, Invoice Number, Invoice Date, separated by semicolons)

(Example: 980: 1722;VU2345;10252002)


4. Initial and date the invoice. Post invoice in Acorn using Acorn record numbers in the Line field, and linking the payment to the appropriate fund (provided by Special Collections). In the INVCP field, add "Y", so that a copy of the invoice will be sent with the payment. Forward the invoice to Sherry Huffer for final processing.

12/10/2002; mew