(1)=====================================================
Date: Tue, 18 Apr 2006 11:38:03 -0400
From: Sandra H. Berman (UMKC Law Library) <bermans_at_umkc.edu>
Subject: RE - How best to track Amazon orders
I had similar problems but I do all the ordering and receiving. I add
the order to our acquisition system and add an note it was purchased
with the credit card. When I place a order I make 3 copies of the
invoice; 1 goes in my p-card file, and the other 2 in my on order file.
When the title comes in I give a copy of the invoice to my fiscal
assistant who expends the $$ in our acquisitions system. The shipping
receipt goes with the invoice in the p-card file for when it shows on
the statement. I try to batch the orders by what is in stock and what is
not yet published to get the free S & H. Unless it's a rush, I try to
make the minimum order for the S & H discount.
When we tried to pay from the invoice instead of the P-card
we had MAJOR problems with Amazon receiving the check and
crediting us correctly.
(The university issues 1 check for multiple accounts.)
Sandra H. Berman
Acquisitions Librarian
UMKC Law Library
5100 Rockhill Road
Kansas City, MO 64110-2499
816-235-2438
(2)======================================================
Date: Tue, 18 Apr 2006 12:13:35 -0400
From: Vicki Meehan (Clermont County PL) <meehanvi_at_oplin.org>
Subject: RE - How best to track Amazon orders
We also order titles from Amazon with a Visa card. In the past,
we have photocopied the packing list when the items come in and
send it to the accounting office, with a note "all items received."
That way the packing list matches the credit card charge, which might
be for a partial shipment. When the entire order has been received,
we ask for the purchase order to be closed. (We need a purchase order
for any order, even if the charge card is used.)
HTH.
Vicki
Vicki Meehan
Acquisitions Librarian
Clermont County Public Library
meehanvi_at_oplin.org
(3)=======================================================
Date: Tue, 18 Apr 2006 17:54:14 -0400
From: Ednita Bullock (NC A & T Univ.) <bullocke_at_ncat.edu>
Subject: RE - How best to track Amazon orders
I can track orders placed on Amazon by following the steps below. <>
1. Click on "Your Account" at the top of the page.
2. From "View Your Order", select which set of orders are to be
viewed from the
drop-down menu.
3. Click "Go".
4. If I haven't already logged on, I might be prompted to log-on to
my account.
5. If you have more than one account set up, select the account that
you want to view.
6. Scroll down the page to see the status of orders. (If you ordered
more than one item
and they were not all shipped at the same time, the shipping dates are
given and, in some
instances if the items have been recently shipped, you can click on the
icon to track your
packages. For older orders, click on "View Your Order" to see when
items were shipped.) <> <>
Ednita W. Bullock
Collection Management Librarian
North Carolina Agricultural and Technical State University
F.D. Bluford Library
1601 East Market Street
Greensboro, NC 27411
Voice: 336-334-7668, ext. 3232
Fax: 336-334-7783
(4)========================================================
Date: Wed, 19 Apr 2006 08:51:27 -0400
From: Dustin Larmore (Dakota State U.) <dustin.larmore_at_dsu.edu>
Subject: RE - How best to track Amazon orders
I often order from Amazon using our library's credit card, which is
provided by the university. I print the invoice from the orders area of
Amazon (there is a button that says "Need to print an invoice?". It
lists the date ordered and the amount charged per date, so that if books
on the same order are shipped on different dates, we still have a record
of what was shipped and charged on a specific date. Perhaps you could
do this as well.
Good luck!
Dustin P. Larmore
Assistant Professor and Technical Services Librarian
Karl E. Mundt Library and Learning Commons
Dakota State University
820 N. Washington Ave.
Madison, SD 57042-1799
E-mail: dustin.larmore_at_dsu.edu
Phone: (605) 256-5204
FAX: (605) 256-5208
Web site: http://www.departments.dsu.edu/library
(5)=============================================================
Date: Wed, 19 Apr 2006 12:11:19 -0400
From: Fran Stumpf (MOBIUS Consortium ) <stumpff_at_umsystem.edu>
Subject: RE - How best to track Amazon orders
Who gets the shipment when the actual order arrives? Can the
paperwork that arrives with the shipment be given to the bookkeeper?
This paperwork has the charges on it.
When I was Head of Technical Services at a community college I always ordered multiple titles
from Amazon to save on shipping. At the end of each billing period for the purchasing card that was
used I needed to reconcile every charge with paperwork. We were a small department so I
served as the bookkeeper. I kept the paperwork. I, also, kept every email confirmation that was
sent by Amazon and any other vendor that I ordered online from. When the monthly bill arrived I
would check each e-confirmation to see which titles had arrived and which didn't. When
all the titles had been received the email got deleted. If an item never arrived the email would serve
as confirmation of order for claiming purposes.
<>I hope that this helps a bit.
Fran Stumpf
Technical Trainer - Specialist
MOBIUS Consortium Office
3212 Lemone Blvd.
Columbia, MO 65201 <>
stumpff_at_umsystem.edu
(877) 366-2487 (toll-free in Missouri)
(573) 884-3395 (fax)
http://mco.mobius.missouri.edu
(6)============================================================
Date: Thu, 20 Apr 2006 19:57:17 -0400
From: Loren Mccrory (Yuba County Library) <LMccrory_at_co.yuba.ca.us>
Subject: RE - How best to track Amazon orders
We're having trouble with Amazon too. We have a corporate account with
Amazon that they never invoice us on, but instead send us account overdue
notices with late fee charges. We currently have $61 dollars in late
fees that are late fees on a late fee that we had to pay out of our
petty cash with a money order (because the county auditor does not pay
late fees.)
We are working on closing our Amazon account but even that has proved
difficult as we are told someone will look into it and get back to us,
but never does.
It's really too bad that Amazon, a good resource, isn't more receptive
to library needs.
Loren MccRory
Yuba County Library
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Received on Sun Apr 23 2006 - 13:21:21 EDT