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Returns for Unintentional Duplicate Orders

For orders more than $100.00, follow the return procedures bellow. Items less than $100 are processed as an added copy. If there are two bibliographic records in workflows the order must be moved to the record with holdings before processing the added copy. The duplicate bibliographic record and order are then deleted.

Returns for Orders Not Yet Paid

Invoice Preparation:

  • On all copies of the invoice, in red ink:
  • Mark through the invoice total (on bottom right for most invoices),
  • Draw a line under the last item's cost.
  • Write the original total charge uner that line.
  • Subtract charge for item being returned.
  • Write the new invoice total.
  • On the  working copy of the invoice:
  • Mark through the title being returned in red ink.
  • Write reason for return above crossed-out title.
  • If you are returning a shelf ready book (already stamped and barcoded) change the Item ID to "RETURNED".
  • Place: invoice packet in Invoicing Library Technician's basket.

Book Preparation:

  • Place a copy of the invoice in the book being returned. Note on the invoice any notes for the vendor. 
  • Prepare Mail Room Instruction sheet and mailing label. 
  • Take paperwork and item to Mail Room.

Returns for Orders Already Paid

  • Note reason for return (damaged, etc.) on Workflows order line screen in Note field.
  • Create a new purchase order in Workflows to receive &, if necessary,  pay for replacement.
  • Note on new order line screen in Note field that item is a replacement.
  • If it is a no-charge replacement, note that information on order line screen also.
  • Replace bar code on Item Record with a fake bar code number.
  • If material is a Yankee order:
    • Email Yankee customer service rep, giving return & invoice information.
    • Request  a re-order & re-bill of the title.
    • Request a credit memo in amount of charge on original invoice.
  • If materials is a single vendor order:
    • Email/call vendor, explaining problem.
    • Request a no-charge replacement
    • Ask if vendor wants damaged item/incorrect item returned.
    • Follow vendor's instructions for return.
    • Note on original purchase order line that materials was returned & to expect a no-charge replacement, to be received on new purchase order.
    • Note on new purchase order line that this is a no-charge replacement.

Credit for changing electronic title access from single user to multiple user:

  • Please write this down on credit memo per F&B
    License upgrade - credit is for single user access. License upgrade to multiple users will be billed under separate cover.

Credit memo for invoiced purchases when credit is for an order for current fiscal cycle:

  • On credit memo, write down order and orderline and fiscal cycle for the item the credit is being received for.
  • Apply the credit to an invoice for the exact same vendor by adding an adjust line to the invoice. Use the order and orderline for the credit memo and enter the credit as a negative amount. Enter the current fiscal cycle too.
  • Add a comment with the invoice number for the credit. For example, if invoice 680797 is using the credit, and the credit was sent to us as invoice 680822, add a comment saying 680822 credit.
  • Pay the invoice.
  • Email the vendor and tell them what invoice the credit is being applied to.

Credit memo for invoiced purchases when credit is for an order for a previous fiscal cycle:

  • On credit memo, write down order and orderline and fiscal cycle for the item the credit is being received for.
  • Apply the credit to the invoice you are using the credit on. Link is fund, amount is the credit as a negative amount, Fund ID is the fund for the invoice you are applying the credit to. Enter the current fiscal cycle too.
  • Add a comment with the invoice number for the credit. For example, if invoice 680797 is using the credit, and the credit was sent to us as invoice 680822, add a comment saying 680822 credit.
  • Pay the invoice.
  • Email the vendor and tell them what invoice the credit is being applied to.

Refund on pcard for credit card purchases:

  • On email about refund, write down order,orderline and fiscal cycle for the item the refund is being received for.
  • If the credit is for an order in the current fiscal cycle, unpay the invoice for the initial charge and add an adjust line for the refund. Use the order and orderline on the email about the refund and enter the refund as a negative amount. Enter the current fiscal cycle too.
  • If the credit is for an order in a previous fiscal cycle, I think we'll have to move the earlier order to the current fiscal cycle and then apply the credit, assuming it's a credit in full.
  • Pay the invoice.