Scope: This document outlines the procedure that LTS Acquisitions staff follow when processing a credit for materials that were not supplied or were returned to vendor.
Contact: Masayo Uchiyama
Unit: Acquisitions, Ordering
Date last updated: 05/31/16
Date of next review: May 2017
Determining the Selector
Cancelling the Order
Adjusting the Records
Handling the Printed Cancellation Letter
Notifying the Selector
A. Determining the Selector
The selector information is often available in the vendor report or in the original order, if it is still at hand. If the selector information is known, proceed to B . If not, follow the steps below:
B. Cancelling the Order
In Voyager purchase order, make a notation in the line item Internal Notes field, with the following information:
The phrase, "Order Cancelled" (or "OC")
Your netID and Today's date (use macro) Example: OP, OC, pca1 Nov 05 2003
Cancel the title from the purchase order following the Voyager cancellation guidelines.
C. Adjusting the Records
D. Handling the Printed Cancellation Letter
Since the cancellation is triggered by a vendor notification, it is not necessary to mail a printed cancellation letter to the vendor. Consequently, printed cancellations resulting from vendor reports are discarded. If a cancellation needs to be sent to the vendor, leave a note in the "Stop Box" indicating:
The cancellation will be sent the following day by the designated staff member. Example: "SEND CANCELLATION: PO 132443 Harrass/e 2 line items".
E. Notifying the Selector