BNA Receiving/Invoicing Procedure

1.      Open Aleph Acquisitions Module.

2.      On invoice write BC-BNAEDI or BC-BHB.

• Circle the invoice number on the upper right hand corner.

• 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. 

5.      Go to the last page of the INVOICE:

• Enter the "TOTAL AMOUNT DUE" in the "Net Amount" box.
• Enter the INVOICE Date in the "Invoice Date" box.
• Enter the received date from the stamp "I CERTIFY ..." in the "Received Date" box.

6.      Click "Refresh" then "Update." 

7.      Click on [L] Line Items then "Add."

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.

If ISBN does not match, click "Order Info" below. Check vendor note for vol. information. 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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9.      Click "Refresh" then "Add."

10.  Always click "Yes" when asked "Would you like to ...." Write on purchase order "R-[date] [initials]"

 
A box pops up if the order has a library note in it such as priority, notify, etc. 

• Priority - purple flag
• Notify - blue flag
• Hold - yellow flag
• Rush - pink flag

11. 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.      

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.

For all other books:

• Affix the barcode on the upper left hand corner of the front cover.
• Wand in the barcode.  The item record updates automatically.

If a book comes with a jacket, remove the jacket before affixing the barcode.
15. Click [2] Overview to start the process of receiving the next book.

16. Click "Orders"

17.  Click the Invoice icon (pointed by arrow)

18.  Click on [L]Line Items.  Then "Add."  Repeat steps 8-18 until all items on the INVOICE are processed.