I thought I'd share our Amazon/credit card process.
We print the Amazon order confirmation/invoice at the point of placing
the order online. Place the order, then go to My Account – Orders –
find the order, click on Invoice, and print it. That 8.5x11 sheet goes
into an “Ordered” basket in the dept. The person ordering writes the
ILS PO# on the sheet. We’re generally ordering one book at a time, so
each sheet/invoice is for one title. When the book(s) arrive, the
Receiving Asst finds the correct invoice in the basket and stamps it
with the date received. The date-stamped sheet goes into a “Received”
basket.
We too noticed the recent lack of Amazon packing lists. We had been
date stamping the packing list and attaching it to the original
confirmation invoice. But have just decided we don’t need it if we’re
stamping the date received on the invoice.
These are all paid by credit card. The charges show up in Banner, our
campus system. I approve them in Banner confirming the correct
account. The charge is assigned a number, which I write on the invoice
sheet. That number becomes the Invoice number as the payment is then
entered into our ILS.
I’m able to see pretty easily if a charge comes through (in Banner or on
the statement) and the item has not yet been received. Or if a sheet
languishes in the Ordered basket.
The documentation required by our Business Office is the sheet/invoice
from the vendor with item description (title), amount that matches with
the Visa statement, shipping address, date received, and handwritten
Banner assigned number. We also have to keep a monthly log (in Excel).
The person ordering, at the point of order, adds to the log the order
date, vendor, title and ILS PO#, and amount. I add the Banner number.
The log is reconciled with the monthly statement. Our monthly Visa
“packet” includes the statement, log, and all the invoices, and is
reviewed and signed off by me and my supervisor. The reviewed/signed
statement is scanned and sent to our campus business office. We're
audited annually by a business office accountant who comes and looks
through the year's packets.
This sounds kind of tedious (and it is), but we’ve tried to streamline
as much as possible. We prefer not to use the credit card, but if there
is a rush or if not available from our vendors who will invoice us,
we’ll order with the card.
Thanks,
Mary Ellen
Mary Ellen Kenreich
Head of Acquisitions
Portland State Univ Library
PO Box 1151
Portland OR 97207
503-725-5780
kenreichm_at_pdx.edu
On 10/12/2016 10:34 AM, Steinhoff, Cindy wrote:
>
> That’s true for us, as well. We make a list of items received as the
> boxes are unpacked, if no packing list is included. We print invoices
> at the point we are preparing the monthly log.
>
> Cindy Steinhoff
>
> Anne Arundel Community College
>
> *From:*acqnet-request_at_lists.ala.org
> [mailto:acqnet-request_at_lists.ala.org] *On Behalf Of *Stacey Marien
> *Sent:* Wednesday, October 12, 2016 12:58 PM
> *To:* acqnet_at_lists.ala.org
> *Subject:* Re: [ALCTS-acqnet] Q: amazon Business for Education accounts
>
> Our AP requires us to submit scanned invoices as well but I like to
> use the packing slips to ensure that the book has actually arrived in
> the library. For all orders that don't have a packing slip, I then
> have to do a little extra work to make sure we got the item. The
> invoices from Amazon only say it was shipped, not that it arrived.
> Sometimes there is tracking information and you can see if an item was
> signed for but often there is not.
>
> Stacey
>
>
> Stacey Marien
> Acquisitions Librarian
> American University Library
> smarien_at_american.edu <mailto:smarien_at_american.edu>
> 202-885-3842
>
> orcid.org/0000-0003-2608-4559 <http://orcid.org/0000-0003-2608-4559>
>
> On Wed, Oct 12, 2016 at 12:29 PM, Steinhoff, Cindy
> <cksteinhoff_at_aacc.edu <mailto:cksteinhoff_at_aacc.edu>> wrote:
>
> We have had this issue, so go online and print an invoice to use as
> documentation for our credit card reports. Someone else noted that the
> packing slips have become smaller and smaller over the years and that
> has been a problem for us. Our purchasing office requires us to scan
> receipts and submit them with our monthly credit card reports. We are
> also required to maintain the print file of receipts for some period
> of time. Those little packing slips are easy to lose. The ones we
> print from the Amazon web site print on 8.5x11 paper and are easier to
> handle for both scanning and storing.
>
> We also received free 2-day shipping when we came under the college’s
> umbrella Amazon for Business account. That is a great benefit.
> Shipping costs have become so high. In most cases, we not in a hurry
> for our orders, so used the traditional free shipping option, which
> could take quite a bit of time.
>
> We were also told that we would see specials advertised just for
> businesses. So far, I am not seeing any special pricing on books and
> my assistant, who orders supplies for the library, hadn’t mentioned
> anything, either. But we have been using an Amazon for Business
> account for only about 6 weeks, so perhaps there haven’t been any
> pricing specials during that time for anything that we purchase.
>
> Cindy Steinhoff
>
> Anne Arundel Community College
>
> Arnold, MD
>
> *From:*acqnet-request_at_lists.ala.org
> <mailto:acqnet-request_at_lists.ala.org>
> [mailto:acqnet-request_at_lists.ala.org
> <mailto:acqnet-request_at_lists.ala.org>] *On Behalf Of *Michael Schillace
> *Sent:* Wednesday, October 12, 2016 8:10 AM
> *To:* acqnet_at_lists.ala.org <mailto:acqnet_at_lists.ala.org>
> *Subject:* RE: [ALCTS-acqnet] Q: amazon Business for Education accounts
>
> Has anyone been able to get Amazon to send packing slips with their
> orders?
>
> They recently stopped, even in large orders. It seems like a small
> thing, but it can really impact workflow.
>
> Has anyone had this issue?
>
> Michael Schillace
>
> Technical Services
>
> Cayuga Community College
>
> Auburn, NY
>
> *From:* acqnet-request_at_lists.ala.org
> <mailto:acqnet-request_at_lists.ala.org>
> [mailto:acqnet-request_at_lists.ala.org] *On Behalf Of *Steinhoff, Cindy
> *Sent:* Tuesday, October 11, 2016 10:42 AM
> *To:* acqnet_at_lists.ala.org <mailto:acqnet_at_lists.ala.org>
> *Subject:* RE: [ALCTS-acqnet] Q: amazon Business for Education accounts
>
> We upgraded to an Amazon for Business account a couple of months ago,
> but it is not one that appears to be targeted at education. We see a
> header at the top right of the screen that states my name, followed by
> “Account for Business,” and at the upper left, another header, “Your
> Business:,” followed by the name of the college.
>
> This was implemented by the college’s purchasing office because of the
> large number of accounts being used by different departments. The
> college-level account is an umbrella over all of the individual
> accounts. A college purchasing agent can review the individual
> accounts online through the college-level business account. The
> account also gives us the ability to add a purchase order number to an
> order, to allow for tracking, and for the college to pay Amazon on a
> monthly basis by check or electronic funds transfer for all
> transactions on accounts maintained by departments. So far, though,
> we are still using credit cards to pay for transactions.
>
> Cynthia Steinhoff
>
> Anne Arundel Community College
>
> *From:*acqnet-request_at_lists.ala.org
> <mailto:acqnet-request_at_lists.ala.org>
> [mailto:acqnet-request_at_lists.ala.org] *On Behalf Of *Elizabeth Zeitz
> *Sent:* Tuesday, October 11, 2016 7:50 AM
> *To:* acqnet_at_lists.ala.org <mailto:acqnet_at_lists.ala.org>
> *Subject:* RE: [ALCTS-acqnet] Q: amazon Business for Education accounts
>
> We have been approached but have not switched. I can’t tell from what
> I’ve been told that it’s a better deal in terms of the types of
> purchases I make.
>
> *From:* acqnet-request_at_lists.ala.org
> <mailto:acqnet-request_at_lists.ala.org>
> [mailto:acqnet-request_at_lists.ala.org
> <mailto:acqnet-request_at_lists.ala.org>] *On Behalf Of *Mays, Antje
> *Sent:* Monday, October 10, 2016 16:24
> *To:* acqnet_at_lists.ala.org <mailto:acqnet_at_lists.ala.org>
> *Subject:* [ALCTS-acqnet] Q: amazon Business for Education accounts
>
> Dear Acqnet Colleagues, if your library has an Amazon corporate
> account, have any of you been approached by Amazon to upgrade from
> your corporate account to the new “Business for Education” account?
>
> If yes, did you switch? If yes, what factors convinced you to switch?
> If you opted not to upgrade from corporate to Business account, what
> factors deterred you from switching?
>
> Thanks in advance for your thoughts.
>
> Best, antje
>
> *Dr. Antje Mays*
>
> Professor / Acquisitions & Description Librarian
>
> cid:image001.png_at_01CEA3E5.95F93AA0
>
>
>
> Ida Jane Dacus Library
>
> Winthrop University
>
> 824 Oakland Avenue
>
> Rock Hill, South Carolina 29733, USA
>
> phone: 001.803.323.2274 fax: 001.803.323.2421
>
> maysa_at_winthrop.edu
> <mailto:maysa@winthrop.edu>http://faculty.winthrop.edu/maysa
>
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Received on Wed Oct 12 2016 - 16:55:07 EDT