Recently in reminders Category

Send Claims field on tab 3 of subscription record

Per email from Yumiko Toyota-Kindler 5/21/12:

Some of us have recently discovered that some old issues of S type orders have never been claimed, despite the fact that their Exp. Arrival Dates had expired. After we looked into this further, it was found out that those issues never even appeared on the weekly S type claim list.

After I forwarded the info to Michael and Betsy, it was determined that the problem was caused by the Send Claims field on tab 3 of the subscription record set as "No". I always thought that field was for batch claiming, but obviously, it is not. Betsy/ET has started an SQL query to find the subscription records that say "No" in the Send Claims field. I have asked her to change all of them to "Yes", so this problem should not happen in future.

One important reminder: Choose the "Yes" radio button in the Send Claims field on tab 3 of the subscription record when you create new S type orders.

Cancellation reminders and return policy for YBP transfers

Effective today [08/27/2009], any volumes received on cancelled orders for this YBP Transfer Project should be returned back to the previous vendors. You should work with old vendors to reconfirm our cancellations and make arrangements to return those volumes and deduct the charges.

I also wanted to remind you about a couple of general issues with cancellations.

* When you are cancelling an order, by email or Aleph generated form letter, please remember to specifically mention the last volume received so that vendors know not to send anything after that volume. This is especially important for standing orders. Giving the vendor a 12/31/2009 end date for example is not enough information and will result in confusion and duplication. In order to allow you to modify the cancellation letter in Aleph, you need to set your print option to Print Preview, that will bring up the cancellation letter on your screen to allow you to edit before printing the memo. Once the letter is on your screen, you can add the last volume information and be more specific (e.g. The last volume received was v.47 (2009). Please cancel our effective with v.47 (2009). You can also add this information in the Vendor Note field of the order record before hitting the Cancel button if you prefer to do it that way instead of editing the cancellation memo. But editing the memo gives you more flexibility.

* You should not arrive volumes on cancelled orders unless those are the missing/claimed volumes that you expected to receive on the cancelled order. Arrange with vendor to return volumes you did not expect on the order and deduct the charges. Of course there will be times when you can't or don't want to return, e.g. when volume is here before the vendor has received a cancellation (volume was in transit) or the vendor does not allow for return, etc.

* If you are cancelling a print copy of a Print+online subscription, make sure to notify Chris and Yumiko if the title is part of the big publisher packages such as Springer, Elsevier, Wiley/Blackwell, etc. If the print copy is not a big publisher title, you need to make sure you are clear with the vendor as to which format you are cancelling. If we are still keeping the online version, then make sure the vendor knows that we are only cancelling the print and keeping or changing to e-only.

* Use order log to record communications AND actions (e.g. returned dups, asking selector for decision, etc) for all your actions/decisions and communications with vendors and selectors.

Thanks for your help.


[Per email from Fariha 8/27/09]

A couple of people asked me this morning what to do with the volumes they had received from previous vendors for orders that were cancelled and reordered with YBP.

When you receive volumes on orders that were cancelled with a vendor and reordered through YBP, here is what you should do:

1. Check to make sure the volume is not a missing volume you claimed or expected on the old order, if volume was expected/claimed, process as usual.

2. If the volume was not expected from the previous vendor:

* contact the previous vendor & confirm cancellation of our order
* check GOBI to see if our order has been placed
* If order found in GOBI and GOBI showed that it was shipped
o contact the previous vendor to confirm cancellation and arrange for return (depending on the price of volume, etc).
* If order found in GOBI, but no shipping information was available:
o hold volume and ask Yumiko to check with YBP to see if we can still change the start date.
o Yumiko will handle updating the records if they can change the date and will let you know to process the volume
o if it is too late to change the start date, Yumiko will let you know and
+ you need to contact the previous vendor to confirm our cancellation and arrange for return if needed.
* If the order was not found in GOBI:
o Let Yumiko know that you have received the volume
o Yumiko will ask YBP to change start date and will handle updating of order records
o Hold the volumes until Yumiko confirms with YBP that the order start date can be changed
o Process the volume and pay the invoice if Yumiko says it is OK to do so.

The main points:
1) contact the previous vendor in all cases to confirm cancellation (whether we keep the volume or not),
2) do not process volumes or pay any invoices until you are certain they do not need to be returned.

Let me know if any questions.



[From email Fariha sent 8/7/09]

Process Invoices Promptly!

LaVon in Library Accounting received some invoices from Ebsco for finance charges because several invoices were not paid within 60 days of the invoice date, so Fariha sent the following reminder 6/25/09 via email:

This is a reminder for all of you to please process invoices (especially EBSCO
invoices) as soon as you get them and if there are problems with any of the
titles on the invoices, to follow up on them immediately and document the
problem in the order log. Please place your pending invoices where you can
easily find them and follow up on any pending items on a weekly basis until

Thanks for your help!


UMNLSR vendor code

I am sure you already know the new vendor code "UMNLSR" has been created and used. Please remember to change the claim date to 2025 if you are using this code. Also add note "Do not claim" on library note, so these could be given to the processors if it ever shows up on the claim reports. Students noticed with the Serials Records address after they generated the claim memos.

[Per email from Kim 3/26/09]