(Last Revised 2/18/11)
Before opening any packages/envelopes, check the address to confirm that it addressed to Monograph Acquisitions, Rm. 14E-210A. Boxes left on the MonoAcq mail table should be moved to the Mail Table for opening.
- If an envelope is addressed to Charlene Follett, or any other staff member, please place in their individual mail bin.
- If envelope or package is addressed to Serials and Journals please give to Czeslaw Jankowski.
- Statements, Ebook invoices, Credits and Refund Checks go to Alex
- Requests for new purchases for all materials should be put in the baskets on the bookshelf between Alex and Debbie, labeled “NEW ORDERS” and “RUSH ORDERS.” Charlene will review and distribute these for ordering.
- Renewal Notices: look up title:
- if serials, put on shelf labeled Serials Acquisitions
- if monograph, give to Debbie
- Junk mail, such as publisher’s advertising, should be recycled.
- Rotch Slip Plans: send to Patsy Baudoin @ Rotch.
- Aux Amateurs de Livres
- Casalini Libri
- Erasmus
- Michael Shamansky
- Puvill Libros
- Touzot, including slips that say “our offer.”
Invoices/shipping receipts should be filed in the brown accordion folder in Receipt cubby, alphabetical by vendor name.
If a package has a shipping receipt with minimal info – check the brown folder for the invoice. Sometimes invoices show up via First Class mail on the same day the package arrives. Therefore, make sure to open the envelopes first.
Response to Claim Letters
For all check the order status.
- If the order status is CMP or CLS – recycle.
- If SV check the order log. Someone in Mono Acq. may have already updated vendor status and updated the claim date recently. If not, record the status report note in the Order Log and update the claim date 30-60 days past ship date appropriately, based on the report from vendor.
If the status report says:
- Awaiting Updated Status Info, add order note, change claim date.
- Awaiting Shipping ASAP: change claim date to 2 months away, add order log note
- Backordered (BO) : add note in Order Log, set date out appropriately
- Not Yet Published (NYP) : add note in Order Log, set date out appropriately
- Preparing to Ship: add note in order log, no change in claim date.
- Out of Print: give to Debbie or Whit to cancel the order in Aleph and reorder with a new vendor
- Supplied Under Invoice : check that we did receive; if yes, recycle the letter; if no, give to Alex for follow up with the vendor
- Reminder Sent to Publisher: change claim date 2 months away, place note in order log.
- Out Of Stock(OS)/Backordered (BO): change claim date 2 months away, place note in order log.
Action in Aleph:
To add a note in Order Log:
- Go to order log, Add, change General to Vendor Reply. Enter note. Update.
To change Claim Date:
- Go to vendor tab, change claim date. Update.
