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Collection Management Procedures: Standing Orders - Receiving & Check-in

Receiving Standing Orders

1.       Open and Inspect material.

2.       Determine if the box/pkg has:

  • Packing Slip only
  • Packing Slip and Invoice
  • Invoice only

 

If box/pkg has Packing Slip and Invoice, or Invoice only:

 

For the Invoice: 5 copies total (Blue Dot lets AP know to send copy of invoice with check)

 

1.       The Original Invoice: Bookkeeper will stamp up for Annelle to sign and AP to pay

 

2.       Clean copy for Accounts Payable (AP) to mail back with check

 

3.       Blue Dot copy for Bookkeeping

 

4.       Copy for S.O. Desk to work up and post in Sierra

 

5.       Copy for Cataloging, goes with book to Serial Cataloger

 

One you have made the invoice copies you need, check-in material, and date stamp the back of every copy except copy 2.

 

 

 

**Exception: EBSCO and Harrassowitz invoices do not get a Blue Dot because AO sends their checks electronically.

 

If box/pkg has Packing Slip only:

1.       Check-in material.

2.       Holdings record – double click

3.       Find volume line to check-in and double click

4.       Update/Fill-in:  Status, Expected Date, Enumeration, Total copies, Staff Note

5.       Save.

6.       On back of Packing Slip, date stamp Mat’l Rec’d – Initial that you have checked-in item.

 

If box/pkg does not have Packing Slip or Invoice:

If material arrives without a packing slip or invoice, please type the information into a Word Doc and include the slip with the book for Cataloging.  Templates are included in the box on the left.

 

Check-in Material

1.       Using Cataloging copy of invoice, mark title of item being checked-in with red pencil.  Examine invoice to determine if our Order No. is included.  If Order No. is listed as P.O. Number, add an “o” to the number.  Locate Bib. No. on Excel Spreadsheet., using Title or Vendor Name.

2.       In Sierra, enter Order No. or Bib. No. and review record compared to item in hand.  Write Bib. No. on copy of invoice.  If Invoice does not already include our Order No., add the Order No. near the P.O. line.

3.       Check the book/spine and any prior records to see how volume info is conveyed (ex. V.20 2012).  Add additional info to the copy of the invoice and underline in pencil.

4.       Go to Summary Tab in Sierra.  In drop down menu, choose “C – Holdings” and double click on selected item.

5.       Review prior volume lines for ISBN info – fill in if necessary.

6.       Double click on volume line to check-in.

  • In drop down box, select “A Arrived”
  • Enter the date received in the “Expected Date” field.
  • In the Enumeration section, add volume info (year) – remove year from “Cover Date” field.
  • Enter number of copies received
  • In “Staff Notes” enter the ISBN

7.       Save info and click OK

8.       Stamp back of invoice copies (all except copy 2) with Date Material Received and initial that you have checked-in the item.

9.       Fold invoice copies for Cataloging and place in book.

10.   On S.O. invoice copy, highlight the Invoice # and Totals in preparation for invoicing.

**Keep books until payment is posted.**