FAU Libraries Technical Services Department Policies and Procedures Receipt of Monographic Shipments

Books are received at the loading dock of the library mail room. They are delivered to the Technical Services area by the shipping clerk.

1. Open one box at a time. Remove books and place on book truck, spine out.

2. Find vendor invoices inside of box. Separate the invoice - copy on top, original on the bottom. For multi-page invoices, the last page of the invoice should be placed on the top. This is the page where the bottom line invoice total is listed.

3. Pull Firm Orders and Approval Slips from the File Drawers for the titles listed on the invoices. Firm Orders are filed by NOTIS Control #. Approval Slips are filed alphabetically by author/title.

4. Working with one title at a time, from the invoice - locate the book on the book truck. Make a check mark by the title on the invoice. This will show that you have that book in hand.

   Approval slip - remove top copy to be placed with the invoice. Discard 2nd copy. Place the 3rd copy in the book behind the title page.

   Firm Orders - remove Purchase Order and top copy of Order Request Form to be placed with the invoice. Place remainder of the slips (copy of ORF and NOTIS slip) in the book behind the title page.

5. Check the fund codes on the order request forms and the approval slips against the fund codes on the invoice. If they do not match, make the change to the fund code on the invoice.

6. Flag book if needed.

7. Inspect the book for damage.

8. Tattle tape book

9. Once the invoice is complete and all books on the invoice have been checked, staple the Approval Slips or P.O.s /O.R.F.s to the back of the 1st copy of the invoice. Stamp each part of the invoice with the receipt stamp. On the first copy only, check off:

   MATERIAL RECEIVED ________
   INVOICE RECEIVED __________
   also, date and initial
   MATERIAL INSPECTED________
   Keep Main Invoices and Center Invoices separate.

10. When all books have been checked and all invoices have been cleared, total the # of books received. The total is recorded at the bottom of each separate invoice. This total will be recorded on the statistics.

11. Check book in NOTIS by title for duplicates, added copies, and any other problems before releasing to cataloging production.

    12. ADDED COPIES - If you find that the book is an added copy print the NOTIS copy holdings screen record and place inside the book. The book will be placed on the ADDED COPIES shelves under the correct location.
    DUPLICATES - If you find that the book is a duplicate to one that we already own for the same location, or to one that we have on order for the same location, print the NOTIS copy holdings screen record. On the printout write “DUPLICATE”, (date & initial), and place inside the book. This book must placed on the designated shelf in room 103.
    ON ORDER - If you find another copy of this book is ON ORDER for a different location (example: OA wpb), add the copy in hand to the copy holdings screen with a non-user message and initials in the copy holdings note field.
    

    Example:

    OI       main
               BNA (dac)
    

    Flag the book with the following: Check off the location of the book in hand and also check off OTHER. Under OTHER__________, note: Use NOTIS # (ADT2324). Also, write this NOTIS # on the Approval slip. Be sure to write the date on the top of the routing slip. Shelve these books on the shelves reserved for “USE NOTIS #s...”
    IN PROCESS - If you find another copy of the book is IN PROCESS for a different location (example: OI wpb), print out the NOTIS copy holdings screen record and search for the other book in our arrearage. If the record has a non-user message in the copy holdings note field: BNA (with initials), these books can be located on the “Use NOTIS #s...” shelves. Remove the copy holdings note at this time: BNA (initials). Once the other copy is found, rubber band the 2 books together. Place these books on the appropriate truck for cataloging.

12. Separate the books by CIP or NON-CIP.

13. Release books to the correct trucks for cataloging.

14. Release invoices to the designated invoice trays and record statistics.

rev. 4/1/98; 4/2/98; 9/30/98; 10/8/98; 12/7/98; 8/3/99; 1/18/00; 6/15/00; 10/25/00; 8/1/01 dac