Acquisitions Department >>Payment Unit>>Procedures Index
Payments Unit
Manuscript Collection Invoices for Materials that will not be Received in SER/ACQ
20000510
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Materials for the manuscript collection are cataloged in RLIN only. These materials may or may not have order records in Unicorn depending on who placedf the order. Payment staff may need to create shadowed bibliographic and order records to pay for these items. This procedure covers any invoice item ordered by SUL that does not have an order record in Unicorn and will not be received by SER/ACQ staff. (see NYR Payment Guidelines for material that has not yet been received by SER/ACQ staff.)
Additional Requirements for Processing Invoices
(see Payment Criteria for basic requirements)
Bibliographic information
When printouts of RLIN records are not supplied, consult with the selector when necessary, especially for materials that lend themselves to a collective record. "Bibliographic" information must be specific enough to describe materials when not in a standard format. [e.g., "statue" is too generic]
"OK to pay"
This annotation documents that the fund manager has assumed all responsibilities for receipt of the item(s). We should not assume that the item(s) have been received. If the fund manager specifically states that the material has been received, receive and load the order line to which the payment is linked.
"mss"
This annotation verifies the item has been received and sent directly to Special Collections. Receive and load the order line to which the payment is linked.
Payment Procedure
- Search for order record. Follow standard payment procedures if found.
- Create a bibliographic record including these values:
- Type: STAFF
- Home location: TECH-ACQ
- Current location: SHADOW
- Library: SPEC COLL (or other library code if appropriate)
- 910: Created for payment -- <init.> <date>
- Create and order record including these values:
- Extended Note: Created for payment -- <init.> <date>
- Additional Info Catalog: more complete description of item(s) or where the inventory of items is located when the bibliographic record is insufficient
- Additional Info Comment: r:<selector's init.>/<your init.> <date> if material has been received
- Follow standard payment procedures
Related Email
From: Roberto Trujillo <trujillo@sulmail.stanford.edu>
Subject: processing mansucript collection invoices
Date: Fri, 5 May 2000 12:37:49 -0700 (Pacific Daylight Time)
Steve and Sara:
I met with Peter Kim this morning to clarify how we should handle invoices for mansucript materials that do not include any book materials.
1. I will sign and ok the invoice for payment and provide the account number.
2. I will give the manuscript material to either of you for accessioning in the Mss. division.
3. Sara should create a RLIN record (catalog or acquisition) immediatley and provide a print out
of same to attach to the invoice.
4. The invoice with the RLIN record attached should be given to Peter Kim directly for payment.
Thanks,
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manuscript invoice
Last modified:
June 8, 2006 |
