Acquisitions Department

RETURNS PROCEDURES

Introduction

Material is returned in all cases where a vendor has supplied defective, damaged, or incorrect material. Material will also be returned when possible if an item is discovered to be a duplicate after it is received. Some vendors have established policies which allow material to be returned without prior approval; other vendors require that their permission be solicited before material is returned.

Preparing returns

1. No permission needed:
1. Instant credit memos are used in all cases where available. Instructions are printed on all forms currently used. All vendors except Blackwell require that one copy of the instant credit memo be enclosed with the return shipment and all other copies accompany the invoice for payment. Blackwell requires that three copies of the instant credit memo be attached to a copy of the invoice and mailed directly to their Customer Credit Notes Office. Blackwell also provides their own shipping labels.
2. Permission to strike through entries on invoices and adjust totals on invoices:
1. Prepare a Return Memo with one copy, identifying the work and stating the reason for the return;
2. Enclose the original Return Memo with the material and prepare for mailing.
3. File the copy of the Return Memo in the Correspondence File;
4. Line through the entry on the invoice, adjust the total, and process for payment.
3. Instructions on invoice or policies stated in Publishers' Trade List Annual or policies of Publishers allow for return without prior permission. Follow instructions, but in all cases retain some record of the return in either the Correspondence File or attached to the copy of the invoice which will be retained in the library.
2. Prior permission required:
1. Requesting permission:
1. Complete a "Request Permission to Return" form with one carbon, identifying the work, the vendor's invoice number and date, and specifying the reason for the return;
2. Specify type of financial arrangement desired, e.g. credit memo, striking from invoice, corrected invoice, or return of invoice with material if no other items appear on the same invoice.
3. Mail the original to the vendor; and
4. Place the copy with the material on the "Hold Shelves."
2. When permission is granted to return material and invoice:
1. Initial and date all copies of the permission form with the date the material is returned;
2. Follow instructions on permission form, but at least see that one copy of the permission form and all but one copy of the invoice are enclosed in the shipment with the material; one copy of the permission form and one copy of the invoice should be retained in the Correspondence File—even it if means making a photocopy of one or both forms.
3. Prepare for mailing.
3. When permission is granted to return material only:
1. Initial and date all copies of the permission form with the date the material is returned;
2. Follow instructions on permission form, but at least see that at least copy of the permission form and/or credit memo is enclosed in the shipment with the material and at least one copy is attached to the copy of the invoice which will remain in library files.
3. Prepare for mailing.

Mailing Returns

1. Prepare an U of M shipping label;
1. Type the value of the material to be returned in the lower right corner.
   NOTE: No group of items worth over $200 may be packed in one parcel as the maximum insurance for single packages is $200;
2. Type "letter enclosed" only if personal letter is to be enclosed; and
2. For foreign returns:
1. Complete the pink Postal Service Form 2865;
2. Clip "Special 4th class rate" from bottom of label;
3. Prepare for mailing.
3. Prepare material for mailing by gathering the material, enclosures, and shipping label together and delivering to the Receiving Room Attendant for wrapping and mailing.
4. Follow-up on foreign returns:
1. See that packages are hand-carried to the campus post office where the clerk will issue a Registered Receipt;
2. See that the Registered Receipt is filed in the RETURN RECEIPT FILE, kept at desk of Material Receipt Assistant, alphabetically arranged by vendor, most recent date forward.
3. Upon receipt of the Form 2865 from the vendor, staple it to the Registered Receipt.

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