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Payments Unit

For monographic series, coverage should be expressed in terms relating the title which was ordered [i.e., the title to which "line 1" is linked] and not necessarily to the coverage stated on the invoice or the volume #ing of smaller series or sets within the larger series.

Example:
Let's say we have a standing order 1ABC0001 for a CALL # VARIES monographic series called
     Lecture notes in tomato science.
The invoice lists the order # for LNTS but cites the title
     1ABC0001
     Care and maintenance of the beefeater varietal. V.3 One thousand and one recipes.       $50.00
After looking at the set record, you discover that v.3 is also v.7498 of LNTS from the 440 field. The correct coverage that should be input in the invoice record and the parts field of the order record is
     v.7498
and not "v.3". Look at it this way, if you were to view the payment history in APLINK or the receipt history in DISPLAY 1 ORDER (all lines) to see whether or not and where to pay for this volume, what would you rather see:
 

see relinking order records for related information on the parts field.

Procedure
[If you are in the EDIT ORDER view of the OTR begin with #2.]
After creating all invoice lines but before issuing the command PAY INVOICE:

1. Click on a pay line and issue the command EDIT ORDER
2. Verify that the multi-parts field has the value of "Y"
   This will allow you to enter and retain a value in the Parts field. If the value is not "Y", you should see a box to the right of the field name. Click on this box and a check mark will appear. Issue an ENTER command, the checked box will be replaced with a "Y".
3. Verify that the Parts field does not contain an incorrect value.
   OTRs received or DUPed from an order containing a value in the Parts field will retain that value. This is not a valid value for the newly created OTR and should be deleted or replaced with a correct value.
4. Input the coverage or description of the material in this format:
   <description of material or coverage dates> pmt
   examples:
   v.35 pmt
   no.123 pmt
   v.47:4 pmt
   2000 pmt
   sept 1999-aug 2000 pmt
   9/1/1999-8/31/2000 pmt
5. Verify that the date rcvd and loaded fields have the correct combination of values if you created the OTR for payment.
   • If you are paying a subscription renewal, etc. where nothing will ever be received on the OTR, the values should be:
     date rcvd = TODAY and loaded = TODAY
   • If you are paying for volume(s) on a STANDING or FIRM order, etc. where you expect the volume(s) to be received on the OTR(s), the values should be:
     date rcvd =NEVER and loaded = NEVER
6. Issue the command ENTER
7. Repeat this procedure with all other pay lines in the invoice
8. Issue the command PAY INVOICE

Payment Coverage Format for the Parts Field
The Parts field appears to be 23 characters long, which is much larger than our inv line field of 10 characters especially since the invoice line # is not part of the payment coverage description. Consequently, we should not use any of our payment coverage abbreviations and practices unless absolutely necessary. The payment coverage should also be as complete as possible. Volume description(s) take precedence over year(s) covered if space is a problem.

Acquisitions Maintenance
If the material is received on the OTR, Mono Rec staff will delete "pmt" from the parts field.

Last modified: June 8, 2006