Monograph Acquisitions: Returns and Shipping Instructions

(Last revised 3/18/11; GZ/CF)

• If an invoice or packing slip accompanied the item you want to return, check  for any restrictions regarding returns.  Reasons for returning an item include duplicate shipment, incorrect item, damaged or defective item, or items not ordered by the MIT Libraries.

• Check the invoice or packing slip for address to which the return should be sent. Many of our vendors have a return address that is different from their address for orders, etc.  The Returns Address may also be listed in the Aleph Vendor Record on tab labeled “Return Address.”

• Call or email the vendor, before making the return, if you are unsure that it is OK to return the item or to confirm that you have the correct address for returns.

• ALWAYS include a letter on our MonoAcq letterhead that lists both the item you are returning and the reason for the return. Follow the format of letters written for previous returns, as in this example:

• Photocopy the invoice and the return letter. Attach the photocopy of the invoice to the original of letter and place in the box with the returned item. Attach the original of the invoice to the photocopy of the return letter and file in your correspondence folder.
• Ship the return via FedEx if the destination is in the US.  For all foreign destinations, including Canada, ship the package via ISAL. (See p.3  & 4  for shipping instructions.) 

• If the returned item is the ONLY item billed on the invoice -
• Request that you want the vendor to send an external credit memo to offset the charge for the returned item.
• Hold the invoice in your correspondence file until the credit is received.  Note: Often vendors will not send a credit or notification that an invoice has been voided.  Frequently, they just void the invoice internally without notifying us.  See last bullet below for time-limit re: holding invoices.

• If the returned item is NOT the only item billed on the invoice -
• Contact the vendor & ask for permission to deduct the cost of the returned item from the invoice. (Many of our vendors agree to this procedure, including all of our foreign vendors such as OH, Touzot, Casalini, Erasmus.)
• The vendor will issue an "internal" credit memo when they receive the returned item; that internal credit plus our payment for the remaining balance on the invoice will zero-out the invoice on the vendor’s end.

• If the item you are returning is clearly the vendor's error and not our own, you should request that the vendor remove ALL charges from our account, both the charge for the item and any shipping charge.  Alternatively, you may request that they  void the invoice.

• If you have not received a credit memo for an invoice you are holding once 3 months have passed, and the invoice is not showing as outstanding on the vendor’s statement, nor have your received a notice from the vendor that the invoice is past due, we consider the transaction complete: 
• Write on your photocopy of the return letter "(date): no further corresp.; assume resolved."
• Move the correspondence to the dead file.
• In  Aleph, note in the Order Log of the appropriate order: “no further corresp. re: item ret'd (date); assuming resolved; correspondence moved to dead file.
• Mark the original invoice “VOID/File for Reference” and put in the invoice tray for Administrative Services to file.

FedEx Shipping Instructions (for US returns) 

• Fill-out requisition form as in the example below.  Note that you will need to know total value of items you are shipping, so that the package can be insured.

• For all outgoing shipments, the Account No. is 1607563, the Object Code is 420920.
• The Date Required should be the following business day; if today is a Friday, then make the Date Required the following Monday.

• Make a photocopy of the white requisition form after you remove it from the book.

• Write on the photocopy in bold lettering:

RETURN TO [YOUR NAME] WITH FEDEX TRACKING #.

• Paper-clip the photocopy to front of white original.  Using packing tape, attach the photocopy to top of box you are shipping.  Do not put any tape on the white original of the requisition.

• The Receiving Dock will return the photocopy to you, with a printout that has FedEx tracking #.  Keep this photocopy & printout with requisition book, in case you need to track a shipment at some later date.

ISAL Shipping Instructions (for Foreign returns)

• No requisition is required for shipping items overseas since we are not using FedEx.
• After you have boxed the return, note in bold, black letters on a sheet of paper:
• SHIP ISAL
• CHARGE TO ACCT. 1607563-420920
• IF QUESTIONS, CALL [YOUR NAME & EXTENSION]
• Tape your note to the top of the box, over the address label.
• Deposit the box in one of the International Mail bins. The closest bins are on the first floor near the14N elevator.
• MIT Mail Services will pick up the box and ship out for us.
•  NOTE: You will not receive a tracking # for these ISAL shipments.