Printer-Friendly

Payments Unit

Effective immediately these orders and associated bibliographic records should be processed using your unit’s procedures for all other SUL materials.

You will now be able to interact in SUL with all ACTIVE orders that were created in HOOVER. This pertains ONLY to orders in fiscal year 2002. You cannot interact with Hoover orders in previous fiscal years. As always, you can continue to display all Hoover orders in all fiscal years by choosing HOOVER as the Acquisitions Library.
 

Please note the order number sequences are similar to SUL order number sequences with slight variations:

1. Orders created in NOTIS (our former database) or converted to NOTIS will have the same sequence as SUL NOTIS order numbers (e.g., 1ABC1234)
2. Orders created the first 2 years in Unicorn will have number sequences like HV1234-96, HV1356-98.
3. Orders created in Unicorn after the first 2 years will have number sequences like 11122H99, 11233H00, 11344H01.

Please note that unlike SUL, Hoover did not begin each fiscal year with a new beginning digit. Instead their number sequence at the beginning of each year started with 10000 (e.g., 10001H99, 10001H00, 10001H01).
 

For the Hoover-converted-to-SUL orders:

1. The holding code has been changed to Green-H.
2. The fund code has been mapped to a valid SUL fund code.
3. The selector field contains the following text: HOV.
4. Original Date created, Date mailed and Date to Claim have been retained.
5. Date modified is date of reload into SUL (9/8/2001)
6. Claim segments have been retained.
7. Bibliographic records without copies (zero copy records) that are linked to orders have been changed to Green. Bibliographic records that already have at least one copy/volume have remained Hoover and will need evaluation and possible modification upon receipt of first piece in SUL.
    

Additional information:

These 2002 Hoover-converted-to-SUL orders are currently also in Hoover’s database so in the opac view you will see status “ON-ORDER   Hoover”. This is a temporary situation and these Hoover orders will be purged in the near future.

Approximately 400 orders did not get reloaded into SUL. Most are orders that we do not want in SUL, but some are active orders that you will need to do your work. Please consult with your supervisor on how to handle this situation.

Each unit will provide specific guidelines on this use of these converted order records. If you have questions, you should consult with your unit supervisor.

Payments -- Payments will keep "SUL" HOV REF orders for problem solving. When encountered, all HOV REF orders should be closed.

• extended note:  CLOSED -- HOV REF title -- <init., date>
• additional comment:  Orig. fund = <fund in fund field>
• parts:  HOV REF title
• fund:  change to NOFUND
• funded copies:  change to 0 [i.e. zero]
• # copies:  change to 0 [i.e. zero]
• create cancel segment
  • reason = LIBRARY
  • date ready = TODAY
  • date mailed = TODAY

Paygang,

Here's whom you should contact if there is no SUL order to pay
a Hoover invoice:
   CAS mono series & firm orders -- Sharon Propas
   ANAL mono series & periodicals/annuals/serials classed
      together -- Linda Polgar
   gov docs -- Leona Crawford
   slavic exchanges -- Karen Rondesvedt
   non-slavic exchanges -- Linh Chang
   HOV-REF/HOV desk/personal copies -- Linh Chang
At least for serials requests, Christa has agreed that a 1 week
turnaround is a reasonable expectation.

Invoices (09/28/01, rev10/08/01)
Effective immediately, please process all Hoover invoices following standard payments procedures with these exceptions:

Hoover Reference titles

• HOV REF titles are to be paid on Hoover funds [e.g. QBB001] and, therefore, can not be paid in Unicorn. They are to be paid by Hoover.
• Hoover reference titles can be identified on the DIS 1 ITEM display if any of these fields have the values shown:
  MARC holdings field = LATEST IN REFERENCE
  MATERIAL field = REF
  LOCATION field = REFERENCE
• All subscriptions/standing orders for these titles that were converted to SUL orders have been modified in the following way to prevent accidental payment on SUL funds:
  Extended NOTE field = HOV REF TITLE -- DO NOT PAY IN UNICORN
  FUND field = NOFUNDHV
  (Note that there may be some orders that were not identified and, therefore, not modified. There are also a few "HOV REF" titles that are not shelved in Hoover Reference.)
• PAYMENT guidelines:
  • If the invoice is for HOV REF orders only, do not pay. Route original invoice to Linh Chang.
  • If the invoice is mixed, delete HOV REF titles and request that the vendor re-invoice Hoover and change the bill to/ship to address to:
    Molly Molloy, Reference Dept.
    Hoover Institution Library
    Stanford,  CA  94305-6010
    USA.
  • Give a copy of the invoice with HOV REF titles highlighted to Linh Chang.

• Hoover desk copies, personal subscriptions, and curator titles are to be paid by Hoover.
  desk copies -- same as SUL
  personal subscriptions -- same as desk copies except for non-Hoover Library staff
  curator titles -- non-ref titles that a curator has decided to retain at Hoover.
• All subscriptions/standing orders for these titles that were converted to SUL orders have been modified in the following way to prevent accidental payment on SUL funds:
  Extended NOTE field = HOV DESK COPY -- PAID BY HOOVER
                                           HOV PERSONAL SUBSCRIPTION -- PAID BY HOOVER
                                           HOV -- TITLE KEPT BY CURATOR IN HOOVER -- PAID BY HOOVER
  FUND field = NOFUNDHV
  (Note that there may be some orders that were not identified and, therefore, not modified.)
• PAYMENT guidelines:
  • If the invoice is for Hoover desk copies/personal subscriptions/curator titles only, route to Linh Chang.
  • If the invoice is mixed, delete Hoover desk copies/personal subscriptions/curator titles and request that the vendor re-invoice Hoover for them and change the bill to/ship to address to:
    Molly Molloy, Reference Dept.
    Hoover Institution Library
    Stanford,  CA  94305-6010
    USA
  • Give a copy of the invoice with deleted Hoover titles highlighted to Linh Chang.

• Subscriptions -- All subscription renewals for transferred Hoover titles are to be paid without our usual check to see if the title is current and has not lapsed.
• Order not found -- When you can't find a converted Hoover order to pay on, route a copy of the invoice with the title highlighted and an appropriate note to Linda Polgar so that an order can be created.
• FUND = NOFUNDHV -- When a particular title can not be paid because it has the fund NOFUNDHV, and there are no notes indicating that we should not pay for the title, send a copy of the invoice to Linda Polgar who will assign a fund to the order. This will happen most frequently for titles published in Western Europe.
• DUP SUL -- CANCEL -- If the invoice has a note "DUP SUL -- CANCEL", after payment, route a copy of the invoice with the note to Linda Polgar for cancellation.
• Account # change request -- When the invoice is from a vendor we use and the vendor has assigned us an account #, write a letter requesting that the titles be transferred to our account. Include our account # and a copy of the invoice. In many cases, we may have several accounts with the vendor. In this case, be careful to select the correct account #. [e.g. CALL # VARIES titles should be on the Acquisitions Dept. account, ANALS titles should be on the Serials Dept. account, etc.]
• Exchange program orders -- Hoover has several exchange programs. Like SUL's, they occasionally order material to send to their exchange partners. They can usually be identified by the ship to/bill to addresses. The ship to address will be that of an exchange partner, while the bill to address will be Hoover. Send the original invoices (no need to keep a copy) to:
  • Africa -- Sharon Propas
  • East Asia -- Stanford East Asia Library (currently still at Hoover)
  • Middle East -- Peter Kim
  • Slavic/East Europe -- Karen Rondesvedt
  • West Europe -- Sharon Propas

Last modified: July 18, 2006