Receiving Process

1
Receiving Process

• Sandra Hill

2
Receipt of Materials

• Receiving Departments
• Custodial Departments
• Other

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.

4
Checking a Shipment

• Second step Check each item against the packing
  slip (if invoice is unavailable)
• Third step Approve invoice for payment

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)

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

7
Receipt of Audio-Visual Materials

• Some special considerations
• Examination of audio and video recordings for
  gaps
• Closed captioning
• Clean vs explicit lyrics

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

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

10
Some Final Procedures

• Property marking Book indicates this is final
  step in mailroom receiving process
• Accession numbers

11
Serials Receipt

• Unit record
• A single record should include
• When the subscription began
• Acquisitions source
• Renewal frequency
• Binding information (large universities)

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

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

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

15
Serials Issues

• Renewal invoice
• Each title checked
• Selectors consulted for retention and/or addition
  of new titles
• Approval of invoice
• Encumbering money