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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 letter
   • Return the item to vendor with the return 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" field 

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b. 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 return letter
      
    • Return item to vendor with return 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" field

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1. If the invoice has been paid and an instant credit memo can be used:  
   
   1. Process the credit memo in FOLIO
   2. Generate a return letter
   3. Return the item to vendor with a copy of the instant credit memo
   4. Change the price to 0.00 on the purchase order 

1.  If the invoice is paid and an instant credit memo cannot be used:
   
   • Request a credit from vendor via e-mail.
   • Process in FOLIO as a credit (ex: -10.00) 
   • Change the price to 0.00 on the purchase order

    

2. 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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