(Last revised 3/15/11; GZ)
An MIT requisition is needed for purchases from the MIT Press and other *MIT Departments. The MIT account number and object code (ex: 1605504-420800) that correspond to the Libraries’ internal fund code (ex. R-TEC-REPL-2011) in Aleph are needed for the requisition form.
- The Account No. & Object Code can be found in Aleph Budget Record.
- Go to Administration Tab, and select Budget
- Search Mode = Browse
- Type the name of the fund code, or the first few digits of the fund code (Ex: R-TEC )
- Year = current Fiscal Year
- Hit “Go.”
- The Budget will be highlighted to the right, and the Account No. & Object Code will display in the bottom half of the screen in the “External Name” field.
Fill-out the paper Requisition as shown below.
- Note that we usually get a 10% discount from the MIT Press. Call the bookstore to verify the discounted price.
- It’s important to note on the requisition that book was picked-up at bookstore and should not be shipped to us:
- After you remove the white original from the requisition book, make a photocopy to serve as the invoice copy for processing payment in Aleph.
- Take the white original of the requisition with you when you pick-up the book at MIT Press Bookstore.
- They will give you a cash-register receipt.
- Staple that receipt to blue copy of requisition that stays in the requisition book.
- In Aleph, enter the requisition as an invoice, so that the amount can be debited in Aleph. Use the requisition # as the invoice #. The header screen should look like this:
- Type = INV
- Status = JV. This will prevent the invoice from transmitting to Accounts Payable in the regular feed. (“JV” stands for journal voucher.)
- Type-in a note on the invoice header screen that says “No check; MIT Press will do JV.”
- Enter invoice line item(s) as usual.
*NOTE: The procedure for MIT Press purchases applies to all purchases from other MIT departments, with the exception of the department name on the requisition and as the vendor in Aleph.
- The department will do the JV to transfer funds from our library account to their department account.
- The department will be given the white original of the requisition.
- The Aleph procedures are the same as above.
