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Payments Unit

1. Incoming packages are dated when they are received in Mono Rec
2. Incoming shipments are unpacked by mail staff or the slavic specialist in Mono Rec as space becomes available and starting with the earliest unopened packages.
3. The original invoice with item count , a check mark, initials of mail opener, and date shipment was received (not opened)  is routed to the Payment Unit. Since these invoices are picked up daily, Payment's incoming date stamp closely corresponds to the date the shipment was unpacked. Payments staff should use the Payment's incoming date stamp to calculate when problem invoices should be forwarded to the Mono Rec manager for resolution.
4. An approval flag is inserted in each piece or a copy of invoice remains with each shipment
5. After approvals have been evaluated they are routed to the slavic specialist in Mono Rec who:
   • Creates order records for all monographs that will be paid for. Orders are received and the PACKING field is filled in to provide access to all material received on a particular invoice.)
   • A copy of the invoice is annotated with 'DUP", "RET", or "2GIFTS" for all material that should be deleted from the invoice.
   • All material that should be deleted from invoice is routed to the Payments Unit with a 2GIFTS flag or a mailing label.
   • All remaining unprocessed material is routed to the slavic specialists in Serials with a copy of invoice.
6. The serials slavic specialists:
   • Create order records for all serials that will be paid for. Orders are received and the PARTS and PACKING fields are filled in to provide access to all material received on a particular invoice. If a subscription order with approval vendor already exists, an order transaction record is not created to record receipt per standard serials receipt procedures. In these cases, the copy of the invoice should be annotated with the order # next to the line item, including the volume description if lacking.)
   • A copy of the invoice is annotated with 'DUP", "RET", or "2GIFTS" for all material that should be deleted from the invoice.
   • All material that should be deleted from invoice is routed to the Payments Unit with a 2GIFTS flag or a return letter/mailing label.
   • When the approval shipment has been completely processed, the annotated copy of the approval invoice is signed "done" or "rec'd" and includes the receiver's initials/date and placed in the "COPIES OF INVOICES, READY TO PAY, RECEIPT COMPLETE" box.
7. Payments staff:
   • Process all deletions (i.e. annotates the original invoice) as soon as the material is received in payments and places them on the incoming gifts shelves or Sharon's return shelves as appropriate.
   • With the exception of deletions, slavic approval invoices are not processed until receiving confirmation that all materials on an invoice have been received or after 49 days have passed from the time the shipment was unpacked.

• Order records need to be created for all material received on the IL approval plan.
• Unwanted material that we wish to pay for should be received and routed directly 2GIFTS. Unwanted material being routed 2GIFTS that should be deleted from the invoice should be routed to the Payments Unit.
• IL does not enclose a packing list or invoice with their shipments. The invoice # for the materials is written on the outside of each package. The Slavic specialist in Mono Rec will ensure that the invoice # 'follows' all materials routed to Serials. Payments will never receive a copy of the invoice when all materials have been processed.

• These deletions should be indicated by the annotation "del - 2GIFTS" on the copy of the approval invoice.
• These materials should be routed to the Payments Unit with a 2GIFTS flag.

• These deletions should be indicated by the annotation "del - 2GIFTS" on the copy of the approval invoice.
  These materials should be routed to the Payments Unit with a 2GIFTS flag.

Other Approval Plans

• Mono Rec staff responsible for the Evaluation Area are routing all evaluated serials material received on non-Slavic approval plans to the Payments Unit except for LCAFRICA.
• The Payments Unit:
  • Processes these materials within 48 hours
  • Creates a bibliographic record and/or an approval order record if a subscription order with the approval vendor is not found.
  • These approval orders will have a status of "received", a COMMENT with routing information, a value in PARTS if appropriate, and a value in PACKING to provide access to all material received on a particular invoice.
  • These approval invoices will not be paid before 49 days from the time we opened the package has elapsed, giving Serials Units time to return material if appropriate.

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Last modified: June 8, 2006