CLAIMING OF FIRM ORDERS
The Vendor Relations Team uses this procedure when an on-order item is not received within a specified time period or a request is received from a patron or library staff.
Generating a claim problem list from purchase order line items
- Open Acquisitions module.
- Select Search Orders from List Bar.
- Search by PO Number or Bibliographic Info to display item(s) on PO.
- Click on line item copy(ies) to claim.
- Click Recv/Mark button.
- Select copy(ies) to Mark.
- Click Mark Reason drop-down menu button and select Claim.
- Click Mark.
- Click Close.
- Click Details.
- Select Problems tab.
- Highlight Vendor Name.
- Click Generate Claim button.
- Select Claim Type > No copies received, wrong item(s), etc., from drop-down menu or enter additional information for vendor in Generate Claim Note field.
- Click OK.
- Claim Notice has been generated to print and claim date appears in Catalog module and OPAC.
- Any Systems Claims, System Cancels, or regular Claims will be removed from the Problems list at this time.
- Click Unmark to remove item from Problems list if you decide not to claim.
- Click Details.
- Click Delivery Options for RUSH request (if applicable).
- Enter name of requester and contact information in Requester field.
Example: Notify June Smith x81234 or enter email address
- Click Rush.
- Click Save.
- Click Copy Status to view claim date.
- Close record.
· Click Detail.
· Line item status has changed on PO from Approved to Claimed in a different color.
Preparing printed claim notices for vendors and processing statistics
- Count each item on printed Order Claim Notices and record count on statistics sheet.
- Fax, mail, or email Order Claim Notices to vendors. Telephone vendor for Rush request claims.Turn in count to Vendor Relations team leader at end of each month for the statistical data portion of the Monthly Report.
Note: If claimed item cannot be fulfilled in a timely manner, cancel and reorder directly from publisher or from an online bookstore that can ship immediately.
GWA 10/13/2003
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