Page History

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 Unit: Monographs Receiving

Date last reviewed: 10/0207/20202022

Date of next review: October 20212023

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Return without Permission
Return with Permission (price of item must exceed $50.00)
Exceptions
Special Cases
Guidelines for setting action dates in Voyager

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AA. Return without Permission

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1. If the invoice is not yet paid and we do not expect anything in its place:  
   
   • Receive the item, then generate a return memo in Voyagerletter
   • Return the item to vendor with the memoreturn letter
   • Line the entry off the invoice
   • Deduct the cost of the returned item from the total
   • Process the invoice at the new sum
   • Change the price to 0.00 on the purchase order
   • Add appropriate notes in the POL "Receiving note" fieldImage Added
2. If the invoice has been paid and we do expect a book to come in its place [i.e. an error in shipment or a defective item]:  
   
   • Generate a claim not a return letter
   • Choose the correct reason under "claim type" drop down menu and type message for vendor in the comments box explaining what happened
   •  Mark for "MWreview" so it will show up on a list for claiming if necessary
     
   • Return item to vendor with claim memoreturn letter
   • Line the entry off the invoice
   • Deduct the cost of the returned item from the total
   • Process the invoice at the new sum
   • Change the price to 0.00 on the P.O.
   • Add appropriate notes in the POL "Receiving note" fieldImage Added

1. If the invoice has been paid and an instant credit memo can be used:  
   
   • Process the credit memo in VoyagerFOLIO
   • Generate a return memo in Voyagerletter
   • Return the item to vendor with a copy of the instant credit memo
   • Change the price to 0.00 on the purchase order 
2.  If the invoice is paid and an instant credit memo cannot be used:
   
   • Request a credit from vendor via e-mail. If it is not possible to request a credit via e-mail, see Section E  
   • In Voyager, highlight the line item in the purchase order, choose "recv/mark" button, choose mark reason "Mwreview", click on "MARC" (the Receiving Unit supervisor will review the progress on this action and continue the work)
   • Process in FOLIO as a credit (ex: -10.00) 
   • Change the price to 0.00 on the purchase order

    

3. If the invoice is paid and a defective item is discovered:
   
   • Communicate with vendor to request a no-charge replacement
   • Inquire with the vendor whether the defective copy needs to be returned
   • If a no-charge replacement is not available, arrange a credit from the vendor
   • Proceed according to instructions in b or c above

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B. Return with Permission

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1. If permission is granted, follow appropriate instructions described in Section A.  
2. If permission is denied:
   
   • Pay for the item
   • If item cost is more than $100, give to unit supervisor
   • If item cost is less than $100, place it on the book sale truck in the Gifts Unit
     

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CCC. Exceptions

Items that match the following categories should not be returned regardless of whether they fall into the categories described in Section A or B. Please refer to Section D for special cases.

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Annotate the flyer with "booksalebook sale" note and place it on the book sale truck in the Gifts Unit. Items with Echols flyers should be placed on the outgoing mail shelf in LTS.

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AnchorDDD. Special Cases

Books discovered to be defective after they have been cataloged will need to be withdrawn from the CUL collection before further disposition. Consult the Invoiced Receipt Unit supervisor for proper action. (The vendor may require the return of the defective book. In this case proper withdrawal procedures should be completed before returning.) AnchorEEE. Guidelines for setting action dates in Voyager

If requesting a credit via e-mail is not possible, generate a claim memo in Voyager using the following setup guidelines.

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