Acquisitions Department

STANDING ORDERS ORDERING PROCEDURES

Introduction

Handling purchase orders is among the most important jobs in the department. Alertness and attention to detail is required of all persons in the department's order division to avoid unnecessary duplication of holdings, to ensure that what is ordered is truly that which is desired, and to be certain that the financial records are clear and accurate. It is the responsibility of the Department Head to screen all request cards for accurate searching, to check the prices and financial requirements, and to select the most appropriate source of supply. To fulfill these responsibilities the following procedures have been instituted.

Initiating New Orders

1. New "S.O." order (8513)
1. Set up necessary records for this new title;
2. Will verify all information to be sure this is correct by using Acquisitions Department Reference material or calling vendor;
3. Fill out yellow—stripe request card (must have) with information unless this has already been done by Department Head.
1. Identifies the vendor and enters the appropriate Vendor ID (from the DRA vendor/supplier file) on the top left of the request card.
2. Gives explicit instructions for the vendor following the title: identifies the beginning volume, year, or other appropriate designation, followed by the phrase "and continue."
3. Noting any "Special Purchase Order Procedures".
4. Get OCLC copy for this title if not given one;
5. Make a yellow pay card record reflecting this information from OCLC copy;
6. Follow the normal procedures for processing this request card;
7. Gives the request card to the Department Head for further processing.
8. Department Head:
   1. Batches the request with next group of orders to be prepared.
   2. Instructs the Clerical Assistant as to the Vendor and special procedure to be used.
9. Purchase Order Preparation and Processing
1. Clerical Assistant and Acquisitions Assistant combine the routine P.O. preparation guidelines with the specified special procedure.
2. Materials Receipt Assistant [SO] prepares orders:
1. Prepares a receiving record for the S.O. Visible File and interfiles it alphabetically by title.
2. Holds vendor card in a "Pending Material & Invoice File" until the first shipment of material is received.
10. Remember that if material and invoice have not yet been received for this new order, Material Receipt Assistant [SO] will hold the request card until invoice/material has been received and then process as usual;
11. Will then fill out necessary Cataloging slips and send material into cataloging after noting yellow pay record.
12. Once cataloging returns cataloging slips with call number, write in black SO book under fund code, give information to Acquisitions Assistant to update Excel spreadsheet and SO list on web page.
2. New "Handled by S.O." order (8511)
1. Set up necessary records for this new title;
2. Will verify all information to be sure this is correct by using Acquisitions Department Reference material or calling vendor;
3. Fill out blue-stripe request card (must have) with information unless this has already been done by Department Head.
1. Identifies the vendor and enters the appropriate Vendor ID (from the DRA vendor/supplier file) on the top left of the request card.
2. Gives explicit instructions for the vendor following the title: identifies the exact volume number or year, inclusive dates, and number and Prepaid of any supplements, updates, etc. to be received for the price specified.
3. Noting any "Special Purchase Order Procedures".
4. Get OCLC copy for this title if not given one;
5. Make a yellow pay card record reflecting this information from OCLC copy;
6. File the yellow pay record, wait until material and invoice has been received, then record receiving information.
7. Follow the normal procedures for processing this request card.
8. Gives the request card to the Department Head for further processing.
1. Department Head:
1. Batches the request with next group of orders to be prepared.
2. Instructs the Clerical Assistant as to the Vendor and special procedure to be used.
2. Purchase Order Preparation and Processing
1. Clerical Assistant and Acquisitions Assistant combine the routine P.O. preparation guidelines with the specified special procedure.
2. Materials Receipt Assistant [SO] prepares orders:
1. Prepares a receiving record for the S.O. Visible File and interfiles it alphabetically by title.
2. Holds vendor card in a "Pending Material & Invoice File" until the first shipment of material is received.
9. Remember that if material and invoice have not yet been received for this new order, S.O. Clerk will hold the request card until invoice/material has been received and then process as usual;
10. Will then fill out necessary Cataloging slips and send material into cataloging after noting yellow pay record.
11. If only the material is received and it requires an invoice, place a note on the material and put on "Hold Self" until invoice is received.
12. If only the invoice is received place it in "Invoice-Holding Folder" until material is received.
13. Write cost and date material received on blue-strip card.
14. When blue-stripe card is returned, put it back in "Handled by S.O." file until next time this title is ordered.
3. Subscription Renewal: "Handled by S.O." order (8511)
1. Invoice received, but not the material.
2. A blue-stripe Request card must accompany this order;
3. Stamp the back of invoice with the date received (make sure that the date is correct on invoice received stamper)
4. Write on last two pages of invoice the following
1. Place the Fund Code in all caps next to the title.
2. Write accounting number (8513)
3. Write phrase (Handled By S.O./Sub. Renewal)
4. Date and initial
5. According to the invoice, write the appropriate information on the yellow pay record.
6. When material is received, write date received and cost on blue-stripe Request card;
7. Attach the blue-stripe Request card to the first page of material and send to cataloging, instead of using the two cataloging slips;
8. When the blue-stripe Request card is returned, put it back in "Handled By S.O." file until the next time this title is ordered.
4. Special purchase order procedures
1. Handled by S. O.
1. Prepay
1. Purchase order :
1. Prepaid: Y
2. Vendor card: clip to Form 10; give to Material Receipt Assistant [SO]
2. Pro-forma invoice on hand
1. Purchase order:
1. Prepaid: Y
2. Library note: PRO-FORMA INVOICE
2. Vendor card: clip to invoice; give to Material Receipt Assistant [SO]
3. No material or invoice
1. Purchase order:
2. Vendor card: Material Receipt Assistant [SO]
4. Invoice on hand, no material
1. Purchase order:
2. Vendor card: Material Receipt Assistant [SO]
5. Material on hand, no invoice
1. Purchase order:
1. Supplier note: MATERIAL ON HAND; SUPPLY INVOICE ONLY
2. Vendor card: Material Receipt Assistant [SO]
6. Material and invoice on hand
1. Purchase order:
1. Library note: MATERIAL & INVOICE ON HAND; DO NOT MAIL P.O.
2. Prepaid: Y
3. Date rec: same as order date
2. Vendor card, material & invoice: Material Receipt Assistant [SO]
7. Joint university purchase, no material
1. Purchase order:
1. Vendor: Univ of Memp
2. Library note: JOINT UNIV. ORDER THRU U of M PURCHASING
2. Vendor card; give to Material Receipt Assistant [SO]
8. Joint university purchase, material on hand
1. Prepaid U of M Transfer Voucher form
2. Purchase order:
1. Prepaid: Y
2. Library note: MATERIAL ON HAND; DO NOT MAIL P.O.
3. Suppliers note: JOINT UNIV. ORDER THRU U of M PURCHASING
4. Date rec: same as order date
3. Vendor card: clip to T.V. & give to Material Receipt Assistant [SO]
9. Subscription renewal, no material or invoice
1. Purchase order:
1. Library note: SUB. RENEWAL: DO NOT MAIL P.O.
2. Vendor card: give to Material Receipt Assistant [SO]
10. Subscription renewal, material on hand, no invoice
1. Purchase order:
1. Library note: SUB. RENEWAL; MATERIAL ON HAND: DO NOT MAIL P.O.
2. Suppliers note: SUPPLY INVOICE ONLY
2. Vendor card: give to Material Receipt Assistant [SO]
11. Subscription renewal, material & invoice on hand
1. Purchase order:
1. Prepaid: Y
2. Library note: SUB. RENEWAL; MATERIAL AND INVOICE ON HAND: DO NOT MAIL P.O.
3. Date rec: same as order date
2. Vendor card: clip to invoice; give to Material Receipt Assistant [SO]
12. Subscription renewal, no material, invoice on hand
1. Purchase order:
1. Library note: SUB. RENEWAL: INVOICE ON HAND; DO NOT MAIL P.O.
2. Vendor card: give to Material Receipt Assistant [SO]
13. Supplementary obligations
1. Purchase order:
1. Library note: SUPPL. OBL. TO P.O. #_________; DO NOT MAIL P.O.
2. Vendor card, & any correspondence: to Material Receipt Assistant [SO]
14. Microforms order to be paid from 8550
1. Log in: No (if logged in, fill out LOG BOOK CHANGE FORM to subtract $)
2. Purchase order:
1. Format: mfm (microfilm), mfc (microfiche), etc. as appropriate
2. Cat for: six digit identifier, e.g. 011401 (MIC)
2. Standing orders
1. Standing order (monograph)
1. Log in: No
2. Purchase order:
1. Following title, and date or number of beginning edition: AND CONTINUE
2. Library note: PAY ON ACCOUNT NO. 2-40100-8513
3. Vendor card: give to Material Receipt Assistant [SO] (who Prepares a blue card for the OIP File)

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