Acquisitions Department

PREPAID ORDERS PROCEDURES

Introduction

The Department Head maintains a file of vendors that require prepayment and instructs the Clerical Assistant to use the established prepayment Procedures.

Initiating Orders

1. Prepare the vendor card in the usual manner and stamp it near the top "prepaid."
2. Enter the record in DRA in the usual manner except to identify it as "prepaid".
3. After the database record has been proofread, the purchase orders printed out, then a prepayment form is prepared, U of M Form 10 in triplicate, unless a pro forma invoice is available. On the form:
1. Indicate vendor's name in the form in which the check should be made payable, itemize materials to be ordered, unit prices, subtract any discounts, add any extra charges for postage and handling, total price, and object code and departmental number (i.e. 8511-2401059 or appropriate code number).
2. If multiple titles are ordered from a list, rather than itemizing, Prepaid "items per attached list," and make a photocopy of the list and give it directly to the Materials Receipt Assistant [FO] for the invoice file. The original order list will accompany U of M Form 10 to the Bookkeeping Desk.
3. Make four photocopies of the U of M Form 10 and route it to the Bookkeeping Desk with the purchase copy attached. (The Bookkeeping Desk will return to the Materials Receipt Assistant [FO] a copy of U of M Form 10 to place in the invoice file.
4. If a vendor has supplied a pro forma invoice addressed to the library, attach the purchase order form to it and give to the Materials Receipt Assistant [FO] who will date and initial the pro forma invoice and route it to the Bookkeeping Desk.

Send questions/comments/suggestions to Foster Bunday Acquisitions Department | The University of Memphis | University Libraries 126 Ned R. McWherter Library | Memphis, TN 38152-3250 Phone: (901) 678-2203 | Fax: (901) 678-8218