Overview:

There are currently 19 non-GOBI approvals plans; some have more than one fund associated with them, for example Harrassowitz has funds for books and scores.

Processing:

Shipments arrive throughout the week and are opened by the Order Services student assistant. The student checks the shipment contents against the invoice, applies barcode, property stamp, and security strip.

Books are shelved in the review area and remain there for one week. They are then taken down and routed to Cataloging. Label the cart with the day’s date and “Approvals”.

Invoices typically arrive with the books; some vendors also send invoices via email.

Creating an “OWI” (Order Without Inventory) PO for approval invoice:

Both GOBI and Non-GOBI invoices are processed by creating an OWI purchase order.

Order heading: Vendor name and invoice number

Alternative heading: Invoice date

Description: invoice

PO line type: Other Service-One Time

PO line owner: Robert W. Woodruff Library

Click on Create PO line button

On the next screen, fill in the boxes as follows:

Acquisition method: Approval Plan

Material supplier: Vendor name (use vendor ID with numbers at the end)

List price: List total price from the invoice, including any shipping/handling fees

Click here to add a fund box: Enter fund code, click Save button

On top of PO page, click “Order Now,” then “Save”

Click tiny arrows in a circle at upper left corner (under “Purchase Order Lines”) to reveal PO number (Accounting will not accept POL number, only PO). Also, an email will be sent to the person creating the PO with POL and PO numbers.

Write PO number, today’s date, and your initials on the top of the invoice

Send invoice via pdf to the LIB-INVOICE listserv, write date sent on invoice

Record invoice information on the Order Services Tracker under the Approval tab

Record stats (total number of items on invoice) on stat sheet