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Receiving Process

Receiving Process. Sandra Hill. Receipt of Materials. Receiving Departments Custodial Departments Other. Checking a Shipment. First step: Locate invoice/itemized bill or packing slip If there is no invoice or packing slip, keep shipment separate from other books. Checking a Shipment.

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Receiving Process

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  1. Receiving Process Sandra Hill Acquisitions 103

  2. Receipt of Materials • Receiving Departments • Custodial Departments • Other Acquisitions 103

  3. Checking a Shipment • First step: Locate invoice/itemized bill or packing slip • If there is no invoice or packing slip, keep shipment separate from other books. Acquisitions 103

  4. Checking a Shipment • Second step: Check each item against the packing slip (if invoice is unavailable) • Third step: Approve invoice for payment Acquisitions 103

  5. Typical Shipment Problems • Wrong edition received • Item ordered was not received • Items received but not ordered • Too many copies received • Binding is wrong • Sets are incomplete • Copies are imperfect (missing pages, blank pages, improper collating) Acquisitions 103

  6. Shipment Problems • Other things that need to be checked: • Ensure prices are correct • Ensure discounts are correct • Ensure special processing is correct • Ensure cataloging requirements met • Ensure processing requirements met Acquisitions 103

  7. Receipt of Audio-Visual Materials • Some special considerations… • Examination of audio and video recordings for gaps • Closed captioning • Clean vs explicit lyrics Acquisitions 103

  8. Handling Problems • Vendor/Publisher errors • Contact customer service representative • Arrange for return of item and shipment of new item • Depending on type of error, an option is to check with selector about keeping item • Credit memos Acquisitions 103

  9. Handling Problems • Acquisition Staff errors: • Contact customer service representative • Arrange return of item (library will usually pay cost of shipment) • Depending on error, an option is to check with selector. • Credit memos Acquisitions 103

  10. Some Final Procedures • Property marking: Book indicates this is final step in mailroom receiving process • Accession numbers Acquisitions 103

  11. Serials Receipt • Unit record • A single record should include… • When the subscription began • Acquisitions source • Renewal frequency • Binding information (large universities) Acquisitions 103

  12. Serials Receipt • Unit records are usually arranged by title • Checking in of issues is usually centralized since most critical aspect is daily checking in of newspapers, periodicals, etc… Acquisitions 103

  13. Automated Serials System • Couple of advantages to using an automated serials control system. • Ability to use a variety of methods to retrieve the correct check-in (unit record) • Will generate the notification of missing issues • Cost is an issue Acquisitions 103

  14. Serials Issues • Claiming • Gap in the receipt of issues • May have to purchase need title if possible • Book indicates letter notification but phone call works as well Acquisitions 103

  15. Serials Issues • Renewal invoice • Each title checked • Selectors consulted for retention and/or addition of new titles • Approval of invoice • Encumbering money Acquisitions 103

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