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Order Receipt
6. A&R tracks the order.
7. Vendor ships to UMBC directly.
8. A&R receives the shipment and with LCS assistance records (scans) the serial numbers from the boxes, for items with cost of greater than $750/e. LCS sends the serial numbers to the Accounting Associate in A&R by email.
9. A&R checks the shipment against the packing slip and the PO.
A. If shipment is complete, A&R marks the packing slip "received," signs it, and keeps it for its files. A&R returns a copy of the packing slip to the Administrative Services Librarian and LCS for their files.
i. If shipment is complete but lacking documentation, A&R marks the documentation present "received," signs it, and places it in its files. A&R contacts the vendor to obtain the missing documentation.
B. If shipment is incomplete, A&R marks the packing slip "partially received" with a note regarding the missing equipment, and if after one business day the missing equipment has not arrived A&R contacts the vendor, and notifies LCS.
i. If shipment is incomplete and lacking documentation, A&R contacts the vendor to obtain the missing documentation, and notifies LCS.
10. Once the Library has received all equipment, the Administrative Services Librarian provides Inventory Control copies of the Library's receipt verification documents. See Notes 2 and 3 below.
A. The Administrative Services Librarian emails Plant Accounting to request one tag for each item of sensitive inventory equipment (i.e. items which cost > $750/ item).
B. After Inventory Control has them ready, LCS sends a person to pick up the inventory tags and signs for them on a copy of the email request.
11. After all of the shipment has arrived and when all documentation is complete, A&R advises the Administrative Services Librarian of this who in turn informs UMCP ITD that all equipment has been received and that the amounts due the vendor should be paid. Inventory Documentation
12. UMCP ITD OKs the PO for payment. After payment is made, UMCP ITD faxes to A&R a copy of the Payment Inquiry, from the UMCP financial system, which shows that payment was made by UMCP to the vendor. A&R provides a copy of this document to the Administrative Services Librarian and LCS.
13. LCS affixes inventory tags when received from Inventory Control. At this time the location of the equipment is room 256, prior to placement throughout the building. LCS returns any unused tags to the Administrative Services Librarian, getting a receipt for them.
14. The Administrative Services Librarian, upon receipt of both the PO and payment documentation, completes UMBC's inventory addition form(s) with the serial numbers from the packing slip, the PO number from the PO and the account number from the payment document. (see Note 3 below regarding documentation)
15. The Administrative Services Librarian sends the completed form(s) to UMBC Inventory Control (June, 2006: Crystal Slowe), with copies to A&R, LCS and LibAdmin's files, and also returns any unused tags to Inventory Control, getting a signed receipt for them.
16. The Administrative Services Librarian, who is the Inventory Custodian for the Library, keeps a full record set of Requisitions, POs, payment documents and Inventory Control forms as well as room change forms.
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