Acquisitions Department

RECEIVING STANDING ORDERS PROCEDURES

Foreword

Receipt of library material on Standing Order and "handled by S.O." in the Acquisitions Department is a checking and routing operation structured to verify that the material received is indeed a valid Standing Order or material to be "handled by S.O.", that the pricing and the billing is correct, and that the material is directed to an appropriate library location for subsequent action. Materials marked "rush" or "notify" are handled first in all of the following procedures.

Invoices

1. All material received by the Material Receipt Assistant [SO], whether it is regular S.O. or Handled by S.O. (8513, 8511, 8550), must have an invoice unless otherwise stated on the yellow pay record or received as part of a subscription renewal.
2. If material is required to have an invoice before processing and an invoice is not sent, place the material with a note on "Hold Shelf" until invoice is received.
3. If only the invoice is received and not the material, stamp the date received on the back of the invoice, then place it in the "Invoice-Holding Folder" until material is received.

Initial receipt

1. Standing Orders (8513)
   1. Unpack material, carefully setting aside the accompanying invoice;
   2. Examine carefully the material, binding, etc. to ensure it is not defective (return to vendor if defective);
   3. Verify that the title on the invoice matches the title page of the material received;
   4. Locate the corresponding record in the yellow pay card file to:
   1. Verify that a standing order exists;
   2. Ensure that duplicate material has not previously been received;
   5. Fill in the appropriate blanks on the pay card to fully describe the material received;
   6. Complete the invoice so it may be paid:
   1. Stamp the back of invoice with the dates received (make sure that the dates are correct on invoice and material received stampers)
   2. Place the Fund Code in all caps next to the title.
   3. Write the title out, if vague, so it can be posted in the black and green accounting books by Fund Code/Title at a later date.
   4. Write appropriate accounting number (8513, 8511, 8550)
   5. Write if the material is S.O. or Handled by S.O.
   6. Write appropriate phrase (/Material Rec'd./Sub. Renewals/Proforma/Renewed)
   7. Date and initial
   8. Circle TOTAL amount of material
   7. If invoice is not sent, place the material with a date received note on "Hold Shelf" until invoice is received.
   8. Fill out the cataloging slip in duplicate.
   9. Clip the cataloging slips to the title page of the book and place on book truck to be sent into Cataloging Dept.
2. Handled by Standing Order (8511)
1. Unpack all material and locate an invoice.
2. Check title page of material against title on yellow pay card to verify this is a Handled by S.O. title.
3. Pull the appropriate request card from the "Handled By S.O." file and make necessary changes to obligate this as a current order.
4. Takes the request card and invoice/material to Department Head to determine if he wishes to obligate this as an order. If not, Material Receipt Assistant [SO]attaches a note to request card what Department Head decided and reason for not ordering, then put this request card with this information on it back into "Handled By" file until next time needed. Material Receipt Assistant [SO] will also write this non-renewal information on a slip and attach it to yellow pay record as well.
5. Proceeds with processing of request card and attaches orange obligation slips for Clerical Assistant to obligate monies to renew this title, if Department Head decides to order.
6. Indicate on this orange slip the order procedure to follow.
7. Give to Clerical Assistant who will then give all information and request card after obligation to Department Head for viewing and corrections to be made, if necessary.
8. Wait to receive from Clerical Assistant all necessary papers to complete this order for this material.

Intermediate steps

1. Number of copies of the invoice to be sent to Bookkeeping:
1. With Invoice #: 2 copies to Accounting ; 1 copy for S.O.
2. Without Invoice #: 3 copies to Accounting; 1 copy for S.O.
3. Proforma (invoice asking for payment before material is sent): 4 copies to Accounting; 1 copy for S.O.
4. Prepaid (Form 10): 4 copies to Accounting; 1 copy for S.O.

Receiving Non-routine Material

1. Material received but not the invoice
1. Material Receipt Assistant [SO] will write: the "Vol./Yr./# & "Date Rec'd" on yellow pay card then process slips for cataloging and the other information will be completed on yellow card the day the invoice is paid.
2. Finish completing yellow card when invoice with the material on it is ready to be paid.
3. Remember that after processing invoices duplicate proper number of copies.
4. Fill out the cataloging slip in duplicate.
5. Clip the cataloging slips to the title page of the book and place on book truck to be sent into Cataloging Dept.
6. Marks on the "Statistical Sheet" the number of titles and volumes that were received.
2. Invoice received but not the material
1. After the invoice is received, verify information to make sure it is S.O. title.
2. Make sure that the volume number or the edition is correct.
3. Check to see if the fund code is correct, if not, change to the correct one.
4. Pay the invoice.
1. Stamp the back of invoice with the date received (make sure that the date is correct on invoice received stamper)
2. Write on last two pages of invoice the following
1. Write accounting number (8513)
2. Write phrase (S.O./Sub. Renewal)
3. Date and initial
5. According to the invoice, write the appropriate information on the yellow pay record. In the column for date receive, write the word "sub-item". (when the material is received, put the date received under the word "sub-item".)
3. Invoice received with several titles on it
1. Process together, usually, the material and invoice.
2. Remember that if one title comes in, you can not process the invoice or material until all the material has been rec'd on that invoice.
3. Verify that the material is on S.O., write the date on a piece of paper and write a short explanation (why the material is on S.O. hold shelf)
4. Wait for rest of the material to come in.

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