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Acquisitions Department >>Payment Unit>>Procedures Index
Payments Unit
Coverage
20030929
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Coverage Policies
Coverage information is necessary in payment lines and the parts field in the following situations:
- repetitive payments: subscriptions, standing orders, payments, etc. to distinguish one payment from another.
- single item payments: payments for a back issue of a serial or part of a multi-volume work.
Coverage should describe exactly what we paid for. If vendors do not supply coverage on an invoice:
- Request specific coverage information from the vendor to attach to the invoice
- Infer coverage from previous payment history. In this case the line item on the invoice must be annotated with "coverage: <description>". Send this information to the vendor with instructions to notify us immediately if our assumption is incorrect. Attach a copy of this correspondence to the invoice.
Coverage should be posted to the invoice line field. Leave no spaces and drop the vol. designation to save space as necessary. You should be checking the AP Link report to prevent duplicate payments. This will also give you a sense of past posting patterns for a particular title which you should follow if correct. When coverage will not fit into the invoice line field completely, put an asterisk (*) after the invoice line number + a helpful partial description if possible. Put the entire coverage in the invoice line note field.
Coverage Formats
invoice line numbering
Format: <#>;
Include leading zeros as appropriate. If the invoice has less than 10 lines, the line #ing would look like
1;
2;
3;
4;
etc.
If the invoice has more than 9 but less than 100 lines, the line #ing would look like
01;
02;
03;
etc.
Beginning SEPT03 we will no longer use prorate lines. Former prorate lines will be paid on regular "order" pay lines against "-SH" orders. The #ing for these lines will be
SHIP
MISC
SERV
volume descriptors
Do not use volume descriptors. They just take up 2 or more characters.
non-fiscal, non-calendar years
Format: <3 alpha-numerics>/<3 alpha-numerics>
Each alpha-numeric represents month (1 character)and year (2 characters).
O = october
N = november
D = december
200/101 represents February 2000 - January 2001
N99/O00 represents November 1999 - October 2000
slash (/) vs. dash (-)
Slashes (/) are used to indicate non-calendar years or combined volumes.
2000/1 represents a fiscal year beginning in 2000 and ending in 2001
68/69 indicates that v.68 and v.69 were issued as one volume. [i.e. bound together]
Dashes (-) are used to indicate full calendar years or a range of volumes.
2000-1 represents two full calendar years, 2000 and 2001
68-70 indicates payment for v.68, v.69, and v.70
colon (:)
A colon between numbers indicates that the number to the right is a subdivision of the number to the left.
v.23:2 represents volume 23, no.2
3:6:4 could represent anno 3, vol.6, pt.4
2000:2 represents no.2,2000 when a publication starts its #ing over again each year and lacks volume #ing.
"volume" vs. year
When either the volume designation or the year will accurately describe coverage use the volume designation which will remain accurate even if the frequency changes in the future or if there is a gap of 1 or more years in the publication schedule.
44 represents v.44, nos.1-4, 1999 for a quarterly journal that publishes one volume each calendar year.
volume, numbers, and parts
Numbers and parts need not be included in coverage when they represent the entire volume as in the example in the previous section. However, numbers/parts are required if paying for a partial volume.
more examples
01;23 (volume, number, edition, etc.)
02;2004
03;O03/904 (Oct. 2003 - Sept. 2004
04:2003*
NOTE: nos.1-3,7-12,19, 23, 2003
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Last modified:
June 8, 2006 |
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