Monograph Acquisitions: MIT Procurement Card Ordering

MIT Procurement Card Ordering / VISA

(Last Revised 9/27/13 C.Follett)

1. Place an order using Visa card via vendor’s website, FAX, email or phone.
2. Create order in Aleph. 

• On Tab 2. General, in Aleph, select “V” as the “Acquisition Method.”
• On Tab 3. Vendor, add a vendor note indicating how you placed the order: web Visa, phoned Visa, etc.; also note your Initials and the date.

3. Open the Visa Purchase form in Word.  It’s found on the R-Drive in the “Monograph Acquisitions” Folder.

• Macro Express should be open on your computer. Check the Macro Explorer list to find the hot-key for filling out the Visa Purchase form.
• Have Aleph open on one monitor (or one side of large monitor) and the Visa Purchase form in Word open on other monitor (or other side).
• Run the Visa macro using hot-key. It’s very important not to do anything else on your computer while macro is running.
• The Visa macro will fill out the Visa Purchase form.
• Manually fill in the price information because it’s not picked up by the macro.

4. Print Visa form onto pink paper.
5. Enter order information on your paper Visa Log and then file the pink sheet in your named Visa folder; each staff that has a procurement card has their own folder.  The Visa folders are shelved on the black bookcase outside Debbie’s cubicle.