3.8 Receiving orders
Checking new materials is a task that usually falls to the library technician or library assistant. The procedure may be:
- Sort mail before opening and ensure correct destination
- Open deliveries carefully to avoid damaging contents
- Locate the packing slip and invoice (sometimes sent separately). Non-urgent materials without accompanying invoices or a copy of the order can be set aside to be dealt with at a later date or when the invoice arrives
- Check that the material received matches the packing slip, invoice and order form
- Check that materials are in good condition
- Locate any urgent materials or materials require special handling
- If the material received is satisfactory, the date of receipt and actual cost of the item is added to the order form.
- Update library records to reflect the in-process nature of the item
- Update the school library budget
- Send invoice for payment to appropriate authority (usually school bursar)
- Catalogue item
- Notify requestor of arrival of material or prepare new resources list
The receipt of library materials also includes other procedures such as:
- Returns - even the most reliable library suppliers make mistakes sometimes. Generally an order is considered binding once shipment has been made or the order acknowledged. It may only be cancelled or altered with the agreement of the supplier, unless incorrect items are supplied in which case they can be returned without permission. Mistakes made in placing the order (such as the library supplying the incorrect information) are binding, unless the library and supplier have built up a good relationship.
- Claims - a claim is a communication to a supplier regarding the non-arrival of overdue orders. Claiming should be done regularly and amount of time to wait before claiming depends on the kind of order under consideration. For example, foreign orders cannot be filled as quickly as domestic orders.
- Statistics - should be kept by type of supplier and speed of service to give an overview and allow for evaluation of supplier performance
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