Scope: Receive truck from the Shipping Room: Check cage, then get truck with the oldest date, asking Shipping Room staff to open cage for access.
Contact: Lisa Maybury
Unit: Monographs Receiving
Date last updated: 08/06/14
Date of next review: August 2015
BEFORE PLACING BOOKS ON THE SHELVES:
* Correlate two copies only of the invoice (original & 1 copy). Put the total page on the
top of the original invoice only.
* EDI vendors will have EDI slips with the voucher number on it. Staple this to the original
invoice in the upper left hand corner. Write the voucher # on the upper right hand
corner of the total page.
* Check the books against the invoice and verify everything was received that should have
been. Put the books in the order they are listed on the invoice.
* The information sheet needs to be date stamped and initialed. The amount of stacks or
books [i.e. 2 stacks] or [i.e. 3 books]. Type of order [i.e. Firm/Standing Order] & whether
or not it's an EDI invoice.
* Correlate two copies only of the invoice (original & 1 copy). Put the total page on the
top of the original invoice only.
* EDI vendors will have EDI slips with the voucher number on it. Staple this to the original
invoice in the upper left hand corner. Write the voucher # on the upper right hand
corner of the total page.
* Check the books against the invoice and verify everything was received that should have
been. Put the books in the order they are listed on the invoice.
* The information sheet needs to be date stamped and initialed. The amount of stacks or
books [i.e. 2 stacks] or [i.e. 3 books]. Type of order [i.e. Firm/Standing Order] & whether
or not it's an EDI invoice.
MONOGRAPHS:
* Regular FIRM orders with EDI invoices or not go on the shelves labeled "FIRM" in the
center of receiving.
* YANKEE firm orders go on their own shelf opposite of the regular firm orders.
* Regular FIRM orders with EDI invoices or not go on the shelves labeled "FIRM" in the
center of receiving.
* YANKEE firm orders go on their own shelf opposite of the regular firm orders.
MSOs (Monographic Standing Orders):
* ALL MSO's go on the standing order distribution shelve nearest to the receiving table.
SERIALS:
* WITH INVOICES - go on the shelves next to the MSOs
* WITHOUT INVOICES-go on the shelf in front of the Serials sorting table.
MAPS:
* Give ALL Maps directly to the Receiving Unit Supervisor.
* ALL MSO's go on the standing order distribution shelve nearest to the receiving table.
SERIALS:
* WITH INVOICES - go on the shelves next to the MSOs
* WITHOUT INVOICES-go on the shelf in front of the Serials sorting table.
MAPS:
* Give ALL Maps directly to the Receiving Unit Supervisor.
APPROVAL PLANS:
The Approval Coordinator handles ALL approvals with the exception of "specialized
languages"-see below. These books should not come on the receiving truck but occasionally
they will. If they do, direct them to the Approvals Coordinator with the shipping label or
invoice. (These will be labeled with Approval Plan or Blanket Order). Watch especially for the
following vendors:
* Arthur Clark
* BERNAN
* Corner House Publishers
* Coutts
* Huntington Library
* Iberbook-Approvals only
* Lindsay & Croft
* Manhattan
* OECD
* RAND
* World Bank
The Approval Coordinator handles ALL approvals with the exception of "specialized
languages"-see below. These books should not come on the receiving truck but occasionally
they will. If they do, direct them to the Approvals Coordinator with the shipping label or
invoice. (These will be labeled with Approval Plan or Blanket Order). Watch especially for the
following vendors:
* Arthur Clark
* BERNAN
* Corner House Publishers
* Coutts
* Huntington Library
* Iberbook-Approvals only
* Lindsay & Croft
* Manhattan
* OECD
* RAND
* World Bank
HEBREW PUBLICATIONS:
Direct ALL Hebrew publications to the Hebrew specialist.
SLAVIC PUBLICATIONS:
Direct ALL Slavic publications to the Slavic specialist.
Direct ALL Slavic publications to the Slavic specialist.
PREPAYS, VIDEOS, DVDS, MICROFILM & MICROFICHE:
Give to the Receiving specialist. Watch especially for the following vendors:
* Amazon
* UMI (University Microfilms)-Proquest blue books & invoices
* ASME
* Asian Development Bank
Give to the Receiving specialist. Watch especially for the following vendors:
* Amazon
* UMI (University Microfilms)-Proquest blue books & invoices
* ASME
* Asian Development Bank
Lastly, when putting these on the appropriate shelf be sure they are in date order (oldest being
on the left hand side of the shelf). Shift to the left when needed.