Date: Tue, 03 Jan 2006 09:29:29 -0500
From: Laverne Jenkins (Cuyahoga Community College)
<Laverne.Jenkins_at_tri-c.edu>
Subject: RE: ACQNET: Invoicing Process
Vicki,
Our workflow is essentially the same as yours. Several years ago we
found ourselves with a substantial cataloging backlog and no trucks
available for new receiving. What we did to prevent late payment of
invoices was to proceed with receiving/invoice processing then rebox the
shipments. I think this was before we implemented online acquisitions,
so if you did something like this, I suggest you also implement a
strategy to either allow you to retrieve an item if requested by a
patron, or suppress the records from your OPAC until cataloged.
Paying invoices without verifying the accuracy of the shipment, etc. is
not a good business practice, nor is it cost effective. I'm sure your
administration would understand the concept that by paying the invoice,
you are affirming they have filled and billed the shipment correctly.
Except for extraordinary circumstances, like a tape that is reported to
be defective by the first patron that checks it out, the effort it can
take to correct shipment and billing problems after you've paid the
invoice can rob your already limited resources more than paying a late
fee, IMO.
Oh! By the way, we finally eliminated our backlog by contracting with
OCLC Techpro for cataloging support. We still use them on a more limited
basis, but it's a great help with only 1.5 FTE in cataloging support.
Hope this helps!
Laverne C. Jenkins
Head of Library Technical Services/ILS Coordinator
Cuyahoga Community College
Learning Resources Program
Technical Processing Division
11000 Pleasant Valley Road
Parma, OH 44130
Voice: (216) 987-5338
Fax: 216-987-5050
Email: laverne.jenkins_at_tri-c.edu
-----Original Message-----
Date: Tue 15 Nov 2005 10:41 AM
From: Vicki Meehan (Clermont County Public Library) <meehanvi_at_oplin.org>
Subject: Invoicing Process
We are a medium-sized public library with 10 branches. I am writing to
inquire about your process for ensuring that invoices are paid in a
timely manner. Our current procedure is to
1) unpack boxes/check against packing list
2) receive the items in our ILS by manually searching each title and
entering a received date in the order record
3) pay the invoice in our ILS
4) send the invoice over to our accounting office to enter into their
system and cut a check
The problem is that this process is taking longer than the "net 30"
stated on the invoice. Our holdup is largely in the unpacking stage.
Cataloging is backed up, so there are not sufficient carts and space to
unpack more materials. It has been suggested by administration that our
invoices be sent to accounting immediately upon arrival (i.e., open box,
take out invoice, send to accounting, close box). This means that
nothing would be checked (against the packing list or in our ILS) to
make sure we received what we actually ordered until AFTER the invoice
has been paid. They say that paying "net 30" is far more important (it's
the law in Ohio) than ensuring problems are found before payment.
So, my questions to you are:
1) Do you routinely hit a "net 30" target for invoices?
2) Do any of you follow a procedure by which you send the invoice
directly to the accounting office for immediate payment, without
checking your ILS first? If so, does this cause a lot of problems with
tracking invoices, processing credits, etc.?
Thank you for any info you can provide.
Regards,
Vicki
Vicki Meehan
Acquisitions Librarian
Clermont County Public Library
Technical Services
2548 U.S. Route 50, P.O. Box 875
Owensville OH 45160
p: (513) 735-7144
f: (513) 735-7140
meehanvi_at_oplin.org
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Received on Sun Jan 08 2006 - 17:43:02 EST