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Payments Unit

The Slavic and non-slavic exchange units place standing orders for material used in our exchange programs with various institutions throughout the world. Most of these titles are shipped directly to our exchange partners, while the invoices are mailed to SUL. These invoices were paid on "dump" records. [ID #s:  a3354137, a3343485, a3345222, a3343048] The revised policies and procedures detailed below have been implemented beginning January 1, 2000 to enhance our ability to maintain accurate and retrievable payment records and to improve our ability to monitor these programs for equity.

Fiscal Responsibility
Since material supplied on exchange standing orders are not received at SUL, it is the responsibility of designated exchange staff to determine whether or not an exchange invoice should be paid. For our audit file, this is done by annotating the invoice with
    "OK to pay" <initials> + <fund # if there is no order in Unicorn>

Current designated staff (rev20030627):
    Josie Flores (jsf)
    Sharon Propas (swp)
    Karen Rondestvedt (kar)

Bibliographic Records in Unicorn
Bibliographic records for exchange programs have the following characteristics:
 

example of exchange program record

Additional access using full record search:
    specific exchange record = <vendor code> {910}
    all exchange records = EXCH {910}

Order Records in Unicorn
Exchange orders have the following unique characteristics:
 

example of an exchange program acquisitions record
example of an exchange single-volume order
example of an exchange multi-volume order

Payment Records in Unicorn for Material Purchased for Our non-Slavic Exchange Partners (EXCH)
Pay line items following standard procedures. Complete these additional steps on the payment line in EDIT ORDER:
    1.  input volume description in the PARTS field
    2.  copy/paste the ITEM ID of the exchange program record into the ITEM ID field of the payment OTR
    3.  DATE RCVD/LOADED fields = TODAY
    4.  <ENTER>

Payment Records in Unicorn for Material Purchased for Our Slavic Exchange Partners (SLAVEX)
Unlike non-slavic exchange invoices, invoices for material purchased for our Slavic exchange partners are paid "in bulk" as 1-liners on the appropriate STANDING order for the vendor linked to
    Slavic exchange standing order record.
    ID# a3343485
Each vendor has an order for this purpose with an order # commonly in the format: <vendor code><SLAV>. [e.g., FAXONSLAV] Create order type STANDING for other vendors as necessary by DUPing one of the already established orders so that all notes and instructions are on the new order.

Bulk payments should be made on the appropriate oJuly 7, 2006r the current fiscal year as instructed in one of the NOTE fields. This is true even if there appears to be an order created specifically for recording payments for an individual title.

Exchange Order #s
non-Slavic:  ANLIB-EX, CAMB-EX, SZWEDE-EX, LangP-EX, FAXON-EX, ANNREV-EX
Slavic:         ABCSLAVIC, ANNREVSLAVIC, FAXONSLAV, INFOPROGSLAV, SZWEDESLAV, ABARISSLAV, BMI/SLAVIC(?),
                    BERKSLAV,SCHSLAVIC(?)

Last modified: June 8, 2006