BNA Receiving/Invoicing Procedure
1. Open Aleph Acquisitions Module.
2. On On invoice write BC-BNAEDI or BC-BHB.
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- Enter what you just wrote on the INVOICE (BC-BNAEDI or BC-BHB) in the "Invoice Bar" pointed by the arrow.
3. Enter the invoice number from the upper right hand corner of the INVOICE and press Enter. Double check and make sure you entered the correct number.
4. Click "Yes" to create the invoice.
| Stop and see Michelle if the box does not pop up. |
5. Go to the last page of the INVOICE:
- Enter the Click on General Invoice.
- On Invoice check the "TOTAL AMOUNT DUEDue" for the amount in the "Net Amount" box.
- Enter the INVOICE Date in the "Invoice Date" box.
- Enter then make sure both item totals match.
- Change the received date from to the stamp "I CERTIFY ..." in the "Received Date" box.
| Notice [L]Line Items shows (0-0.00/0.00)_* |
6. Click "Refresh" then "Update."
| Notice now the amount in [L] matches the total amount on the last page of the *_INVOICE. |
7. Click on [L] Line Items then "Add."
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- date on Goods and Services stamp.
5. Click on L Line Items then highlight the correct order number.
Important: Do not under any circumstances delete a line-item from an invoice. If a line-item is added by mistake, see Michelle or Darlene.
8. Put in order number exactly the same as on the "Purchase Order" order number "BC..." then press Enter. Click "2.Order Info"
Check and make sure the ISBN, title, etc. of the book matches what's on the screen, Purchase order, and INVOICE.
- Click order info then click other order info tab.
If ISBN does not match, click "Order Info" below. Check check vendor note for vol. information. If If ISBN still does not match, see Michelle.
- If everything matches, click [L] Line Items again.
- Enter the net amount from the INVOICE. Check off the item on the INVOICE.
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- the total amount in upperpane against purchase order.
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9. Click "Refresh" then "Add."
10. Always click "Yes" when asked "Would you like to ...." Write on purchase order "R-[date] [initials]"
| Stop if this box does not pop up.{} * See Michelle._ |
A box pops up if the order has a library note in it such as priority, notify, etc.
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- If significant difference take to Acquisitions Librarian.
- Fold purchase order in half and place in front of the book. Check off the item on the INVOICE
Make sure that appropriate flag is inserted in book.
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Books selected for Ready Reference or Permanent Reserves need to have a pink flag for RUSH placed in them.
- Priority - purple flag
- Notify - blue flag
- Hold - yellow flag
- Rush - pink flag
11. Receiving Click Order then click Arrival then ADD to arrive then click ADD in lowerpane.
Click on Order List and make sure you are on the same order, then General.
Click on "Invoice Status Complete" box then UPDATE.
6. Receiving of the book is now done. Pull out Special Collections Books with red flags and give them to Pat Brown. Pull out any books with pink RUSH flags and give them to Heather Moss.For all other books, proceed to add barcodes.
12. Click [2] Overview
13. Check the "Call no." line for other library holdings with call no. If yes, sort the book to the student pile. If no, sort the book to the staff pile. Click "Items"
14. Add the barcode. 7. Put BNA Order slip in front of the book and throw away slip sent from BNA.
8. Click 2 Overview then Items.
9. Check for any other items. If there more than 1 UMBC item consult with Acquisition
10. In lowerpane click on General Invoice
11. Highlight the barcode and scan to add the new barcode.
If the book has a green flag, it is a reference book.
- Change the "Collection" to "REF"
- Change the "Item Status" to "03"
- Affix the barcode on the upper right hand corner of the back cover.
- Wand in the barcode. The item record updates automatically.
If the book has a red flag, it is a special collections book.
- Change the "Collection" to "SPBAF"
- Change the "Item Status" to "03"
- Affix the barcode to barcode paper (not on book), wand barcode, paperclip to the order and give to Pat Brown.
If the book is more than 26 cm, it is a folio book.
- Change the "Collection" to "FOLIO"
- Change the "Item Status" to "01"
- Affix the barcode on the upper right hand corner of the back cover.
- Wand in the barcode. The item record updates automatically.
- Place on truck with the rest of the books.
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- Affix the barcode on the upper left hand corner of the front cover.
- Wand in the barcode. The item record updates automatically.
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Never put the barcode on the book jacket.
If a book comes with a jacket, remove the jacket before affixing the barcode.
1512. Click [2] Overview to start the process of receiving the next book.
1613. Click "Orders"
1714. Click the Invoice icon (pointed by arrow)18. Click on [L]Line Items. Then "Add." Repeat steps 8-18 .
15. Cursor down to the right BC number and verify it is the right title then Click "ADD". Repeat steps 5-15 until all items on the INVOICE are processed.
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Amount before and after "/" Line Items should equal.
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If not, see Michelle.
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