Scope: This document outlines the procedures that the Monographs Receiving Unit, LTS Olin follows when returning a monographic title to a vendor. The returning methods vary from vendor to vendor due to different business agreements. Judgement is needed in determining which method to use.
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Unit: Monographs Receiving
Date last reviewedupdated: 10/0712/20222023
Date of next review: October 20232024
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Return without Permission
Return with Permission (price of item must exceed $50.00)
Exceptions
Special CasesGuidelines for setting action dates in Voyager
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A. Return without Permission
In the following situations an item is returned to the vendor automatically. No permission from the vendor is necessary. Please refer to Section C and D for exceptions.
- Error-in-shipment = Item supplied is not the item ordered.
- Cancellation = Order was cancelled at least one month prior to the invoice date the item was received/billed.
- Defective = Item supplied is in damaged or imperfect condition.
- Duplicate shipment = Vendor supplied the same item on the same purchase order a 2nd time.
- Overpricing = cost of item was over $100 or 100% more than the price listed on the purchase order sent to vendor, and the selector rejects the item.
- Unwanted approval title = Item reviewed but not selected for the collection.
Process:
- 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
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 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
- Generate a return letter
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- Process the credit memo in FOLIO
- Generate a return letter
- Return the item to vendor with a copy of the instant credit memo
- Change the price to 0.00 on the purchase order
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3. If the invoice is paid:
- 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
4. If the invoice is paid and a defective item is discovered:
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B. Return with Permission
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