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Princeton University Order Division Documentation
 
Receiving

LC Copy Guidelines

MCS Check-in
  Cataloging Record

Monographic Receipts
  Checking Shipment
  Identifying Vendor Code
  Searching Records
  Verifying Order
  Invoiced Orders
  Non-invoiced Orders
  Creating Item Record
  Finishing Up

Using the Receiving Macro

Problem receipts (firm orders)

RWI Form (MS Word)

Sorting Monographic Receipts and Gifts

EDI Firm Order Invoices

Documentation Home

Monographic Receipts Procedure
 

Processing problem books - wrong title sent

The use of "book" in this and other related documentation on problem receipts also refers to orders for other media such as CDs, videos, etc.

If the book supplied is NOT the book we asked for:

  1. Research the title to determine if the title as ordered actually exists, and also whether we already own the exact edition supplied.
  2.    

  3.  Consultation : Consult with supervisor and/or selector as to whether we should add the book to the collection, whether as a new title or an added copy. When consulting with selector, be sure to indicate either that the book is too cheap to return, or indicate the price if it is not, so that s/he can make an informed decision on whether to keep the book or return it.
       
    • Keeping and sending the book to dup sales
         
      1. Create a new purchase order to process the invoice, either by linking to an existing bib record or creating a new one (will require bib to be suppressed from the opac). Use the purchase order number on the invoice, and append an "A" to the end. For example, if the wrong title was sent on purchase order 123456, create purchase order 123456A to process it. If the copy is an exact duplicate of a title we own, be sure to choose the same location on the PO as the copy we already own to avoid creating a second mfhd.
      2. Check in the book on the new purchase order. Update the line item note "Wrong title supplied against PO #######. Sent to dup sales [initials][date]".
      3. Amend the purchase order number on the printed invoice to the new PO number with the A at the end.
        • If there is already an EDI invoice loaded linked to the original PO, clip a note to the front of the invoice indicating that the line should be relinked to the new PO number.
      4. Claim the title originally ordered. Use claim type "wrong title supplied" and put in a note "Wrong title supplied on invoice#####. Please supply above title and rebill us, or advise."
      5. Put the book on the dup sales truck
      6. Forward the completed invoice to Invoice Unit as usual.
       
    • Keeping and cataloging as new title, AC or ACX
         
      1. Create a new purchase order to process the invoice, either by linking to an existing bib record or creating a new one. Use the purchase order number on the invoice, and append an "A" to the end. For example, if the wrong title was sent on purchase order 123456, create purchase order 123456A to process it. If the copy is an exact duplicate of a title we own, be sure to choose the same location on the PO as the copy we already own to avoid creating a second mfhd.
      2. Check in the book on the new purchase order. Update the line item note "Wrong title supplied against PO #######, keeping." Process as appropriate.
      3. Amend the purchase order number on the printed invoice to the new PO number with the A at the end.
        • If there is already an EDI invoice loaded linked to the original PO, clip a note to the front of the invoice indicating that the line should be relinked to the new PO number.
      4. Claim the title ordered on the original. Use claim type "wrong title supplied" and put in a note "Wrong title supplied on invoice#####. Please supply above title or advise."
      5. Forward the completed invoice to Invoice Unit as usual.
       
    • Returning the book to the vendor - expect correct title to be supplied in return
         
      1. Email the vendor for permission to return, if necessary (for example, BNA/EBNA requests we email them even if it is their error).
      2. Update the line item note "Wrong title supplied. Returning and deducting from invoice ##### [initials][date]".
      3. Fill out a returns form according to guidelines and save it to TSSERVER2. Put a copy of the form in the book and place on the appropriate shelf for return, with the invoice.
       
    • Returning the book to the vendor and cancelling- order to be closed. For example, title as we ordered it does not exist or is not available.
      1. Email the vendor for permission to return, if necessary (for example, BNA/EBNA requests we email them even if it is their error).
      2. Update the line item note "Wrong title supplied against PO #######. This title not available. Returning and deducting from invoice ##### and cancelling order [initials][date].
      3. Place the book on the appropriate shelf for return, with the invoice. Indicate on the paperwork that a SYSTEM RETURN should be done to generate the returns letter.
       

General guidelines