(1)=====================================================
Date: Tue, 18 Apr 2006 10:37:43 -0400
From: John Grunwell (Brookings Institution) <JGRUNWELL_at_brookings.edu>
Subject: RE - How best to track Amazon orders
I take the invoice that comes in the shipping package as the ultimate
"determinate" of what charges I can expect on my p-card. Too often,
packages are split up (as you point out), which makes the initial
invoices that were sent upon ordering highly inaccurate. Thus far, I haven't
found any way to reconcile the fact that the totals are not always what
I expect them to be. As far as I can tell, one must assume some
flexibility in dealing with this.
The "your order has shipped" emails will usually have the
same prices as the invoices that arrive with the books themselves,
rather than the amounts automatically generated when you initially
order from the website.
John Grunwell,
The Brookings Institution
(2)===========================================================
Date: Tue, 18 Apr 2006 10:43:13 -0400
From: Brady Shuman (Covenant Theological Seminary)
<Brady.Shuman_at_covenantseminary.edu>
Subject: RE- How best to track Amazon orders
Amazon sends an order confirmation and a shipping confirmation. The
shipping confirmation includes the total cost with shipping for each
shipment. I send only the shipping confirmations to our bookkeeper,
since those match the actual charges, as well as the date the charge was
placed.
S. Brady Shuman
Technical Services Specialist
Buswell Library
Covenant Theological Seminary
12330 Conway Road
St. Louis, MO 63141
(314)-392-4105
(3)============================================================
Date: Tue, 18 Apr 2006 10:48:07 -0400
From: George Flexman (Indianapolis-Marion County PL)
<GFlexman_at_imcpl.org>
Subject: RE- How best to track Amazon orders
Amazon should be sending you a shipping notice that corresponds to the
billing date. Multiple shipments of the same title will have separate
shipping notices. I would send your confirmation e-mail to the person
adding to the record in your ILS and send the shipping notices to the
bookkeeper.
That's basically how I handled it when I had the same problem. My
bookkeeper always wanted to reference the shipping notice back to a
purchase order, so I kept that information on file and wrote the PO
number from our ILS onto the appropriate line of the shipping notice.
Annoying, but it worked pretty well.
George Flexman
Manager, Order Service Section
Indianapolis-Marion County Public Library
317-275-4716
fax: 317-269-5319
(4)=============================================================
Date: Tue, 18 Apr 2006 10:55:39 -0400
From: Amie S. Pifer (Central MI U.) <pifer1as_at_cmich.edu>
Subject: RE- How best to track Amazon orders
We do basically the same thing, except when the item comes in,
the packing slip goes to the bookkeeper verifying receipt!
It seems to work well for us.
Amie
Amie S. Pifer
Office Manager, Technical Services
Park Library 310
Central Michigan University
Phone: 989-774-3031
Fax: 989-774-2145
email: pifer1as_at_cmich.edu
(5)=============================================================
Date: Tue, 18 Apr 2006 11:08:11 -0400
From: Steve McGuirl (New York Society)<acquisitions_at_nysoclib.org>
Subject: RE- How best to track Amazon orders
Have you set up a corporate account? When we did, it made the process
much easier. Confirmations are still used to enter orders, but Amazon
sends an invoice once a month which goes to our bookkeeper for payment
after the Acquisitions Department looks it over and approves it. I keep
paper printouts of our orders just to make sure everything is coming in.
Our volume is probably significantly less than yours (we ordered 676 books
from Amazon last year), but it works well for us.
I hope that helps.
Best,
Steven McGuirl
Acquisitions Librarian
New York Society Library
53 East 79th Street
New York, NY 10021
212-288-6900, ext. 247
www.nysoclib.org
-----Original Message-----
Sent: Tuesday, April 18, 2006 9:29 AM
To: acqnet-l_at_listproc.appstate.edu
Subject: ACQNET: How best to track Amazon orders
Date: Tue, 04 Apr 2006 12:24:21 -0400
From: Kathleen Hughes (Montclair State U.) <hughesk_at_mail.montclair.edu>
Subject: How best to track Amazon orders
Hi, please excuse duplication:
I've been struggling with how best to track our Amazon orders.
As it stands now, I order through the Internet, using our purchase
card (p-card). I print out two copies of the confirmation; the first
confirmation goes to the person who adds an order record to our library
system; the second confirmation goes to the bookkeeper, who keeps it
in a file, waiting for the charges to come through on our p-card.
The biggest problem seems to be for the bookkeeper -- items may
be ordered at the same time, but received separately and it becomes
very confusing tracking down the charges. At this point, I am limiting
myself to ordering one item at a time (which kills me, 'cause I hate to
over-pay on shipping :) )
I would be very grateful to hear how others are managing this. TIA.
Kathleen Hughes
Sprague Library
Montclair State University
Montclair, NJ 07043
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Received on Sun Apr 23 2006 - 12:33:18 EDT