Collections Services: Acquisitions

Procedure for Prepaid Items

ORDERING

1. Create a regular Purchase Order for the item.
   · In the Notes field type Prepaid/Not Received, the date and your initials
2. Create an invoice for the item for the full dollar amount. Be sure that the line item is Appended to the invoice and NOT Received.
   · In the Line Item Note field type Prepaid/Not Received, the date and your initials
3. Go to the 852 line of the item’s holding record, subfield x.
   · Type in Prepaid/Not Received, the date and your initials
4. Put a copy of the prepaid PO or ProForma Invoice in the Pre-pay Basket.

RECEIVING

When the physical piece arrives, bring up the Invoice, highlight the line item, click on Receive/Mark and then Receive. (see below)

2. Go to the 852 line of the item’s holding record, subfield x.
   · Type In Process


3. Pull the order sheet out of the prepaid basket.