Return of a Monographic Title to Vendor (LTS Procedure #20)

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.

Contact: Lisa Maybury

 Unit: Monographs Receiving

Date last reviewed: 10/02/2020

Date of next review: October 2021

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

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.

1. Error-in-shipment = Item supplied is not the item ordered.  
2. Cancellation = Order was cancelled at least one month prior to the invoice date the item was received/billed.
3. Defective = Item supplied is in damaged or imperfect condition.
4. Duplicate shipment = Vendor supplied the same item on the same purchase order a 2nd time.
5. 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.
6. Unwanted approval title = Item reviewed but not selected for the collection.

Process:

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 Voyager
   • Return the item to vendor with the memo
   • 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
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 memo
   • 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.

1. If the invoice has been paid and an instant credit memo can be used:  
   
   • Process the credit memo in Voyager
   • Generate a return memo in Voyager
   • 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)
   • 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

B. Return with Permission

This process applies to items that cost more than $50. For items that cost $50 or less, refer to Section C.  

In the following situations permission must be obtained from the vendor before returning the item. Please refer to Section C and D for exceptions.

1. Unwanted duplicate = An item duplicates an existing library holding
2. Late Cancellation = Library's cancellation was sent less than a month prior to the invoice date of the supplied item

Process:
Communicate with vendor to request permission to return the item to vendor.

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
     
     

C. 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.

1. An item costs $50 or less and its supply was caused by a library error
2. An item was received on an established Blanket Order Plan

Process:

Annotate the flyer with "booksale" 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.

D. 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.)

E. 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.