Accounting
Ordering
Receiving
Processing Center

1. Monthly Report from Accounting
   
2. Cross-checking Against PO Records
   
3. Report Discrepancies to Administration Center
   
4. Records
   

1. Monthly Report from Accounting: Each month, accounting sends a detailed account of the activity of each account for which you are responsible.

   430 :: Accounts include a 430 account to be used for library books and periodicals. It may also be used for supplies.

   411 :: The other account from the MCCSC is the 411 account which is used for audio-visual items (videos, blank video tapes, computer software, audio tapes, etc.

   Both of these accounts run from January to December and are determined on a per pupil basis by the MCCSC administration.

   Others :: Other accounts may include a federal grant such as Title IV or an extra-curricular account.

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2. Cross-checking Against PO Records: It is a good idea to keep a set of debit and credit statements for each account which you can cross check against the central records.

   When you notify accounting that an order against the book account should be paid, record the amount as a debit in that account. When the monthly report arrives, check off those that have actually been paid and make note of those orders which you have received but which have not been charged against the account by central accounting.

   Each month a certain number of payments will have been approved but have not had checks cut. Those funds still appear in the account balance, but should actually be subtracted from the amount available in the account.

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3. Report Discrepancies to Administration Center: However, if there is a discrepancy between the amount that you verified when the order was received and the amount paid to the vendor, contact Sarah Blackburn in Accounting to determine what amount you should record on your records.

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4. Records: Keep the central accounting reports in monthly order, along with the records for the orders which are charged against those accounts.

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1. Order Form
   
2. MCCSC Requisition Form -- Processing Costs
   
3. Transmit to Administration Center
   
4. Records
   

1. Order Form: Compile the order for the vendor. List appropriate order numbers, titles, prices. This may be typed, entered in a computer word processor or data base and printed in hard copy, or hand printed on the vendor-supplied form or order blank from a catalog.

   Titlewave CD-ROM disks are available from Follett. You may use them to develop a list to send to any vendor.

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2. MCCSC Requisition Form: Attach Order Form to MCCSC Requisition Form.
   List the vendor's name and address, your signature, school, and school delivery address, and the Account numbers
   • Book Account: 222200-4300- _____
     
   • AV Account: 222300-4110- _____
     
   Include building principal's signature.

   Processing Costs -- Costs for the processing of materials (card sets, MicroLIF records, book jackets) should come from the 2222000-4300-28 account.

   If the order contains materials which need processing, create a second MCCSC Requisition Form at the time of the initial order which covers these charges: List the Library Processing Center at BHSN as the vendor.
   -- Include the principal's signature.

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3. Transmit to Administration Center: Address to Helen Vaught, Purchasing. Purchasing will complete a purchase order and return a goldenrod copy to the building.

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4. Records: -- The library media specialist should keep a copy of the original order and MCCSC Requisition Form(s). In some buildings, the library media specialist also keeps the goldenrod copy of the PO. In other buildings, the principal's office secretary may keep those purchases orders on file. In those buildings, the library media specialist should obtain a copy of the PO and keep that with the other paperwork. In any event be sure you keep copies of all orders placed.

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1. Contents of the Order and Copy of Packaging Inventory
   
2. Copy of Purchase Order and Copy of Packaging Inventory
   
3. Transmit to Administration Center
   
4. Records
   

This makes payment procedures more complicated. Think about this from the point of view of Sarah Blackburn in accounting. Basically, when she receives a bill she needs to know, "Did we receive the items the vendor says we did?" Whatever you can do to let her know the current status of any particular order will be helpful.

This can get very tedious when book orders arrive in dribs and drabs, but eventually most orders are completed!

1. Compare the contents of the order with the vendor's inventory: Note and date any discrepancies.

2. Compare Packing List with the PO: Compare the vendor's inventory (as annotated by you) with the file copy of the purchase order. Again, note and date any discrepancies.

3. Transmit to Administration Center: Accounting will send a copy of the purchase order to the building, stamped with blanks pertaining to the status of the order. If the order is complete, initial and date the purchase order copy, indicate it is complete, and return it to Sarah Blackburn at administration. If it is incomplete be sure to indicate what items have been received.

4. Records: Add a copy of the initialed purchase order to the records of the order. If additional items from the order are received, repeat the above process, using a copy of the initialed PO, and notify Sarah Blackburn in accounting, of the updated status of the order.

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You may send any book or AV material to the Processing Center, including videos, filmstrips, CD-ROM discs, laser discs, etc. A school profile sheet is kept which indicates specific ways that each librarian prefers to have material processed. Please keep us informed of any changes you may want.

When material is received from a school, the secretary enters the date received on the work order form and then enters all information on the order form into a computer data base. (If you do not use this work order form, the secretary has to take inventory of your order which slows the processing procedure.) A worksheet is then generated and used by Marion to process materials according to the dates received. Using BiblioFile, each item is catalogued and then saved to a floppy disk.

The secretary then prints out catalog cards (for most schools) and generates the appropriate labels. She stamps the items, affixes the labels, puts the catalog cards with the appropriate items, puts plastic covers on those books with paper covers, and places the items back in their box. She converts the floppy disk to MicroLIF, places that disk in the box, and sends them back to the school from which they originated.

The secretary uploads to the floppy to the hard drive and deletes the files from the floppy so that it can be used again. We recommend that you send your floppy back after you have uploaded the files to your hard drive, so we may use it again.

When sending materials to the Processing Center, please remember to enclose a work order form. Please fill it out and include the date you are sending the materials. It is not necessary to send a list of the materials, unless you have special instructions on how you want them catalogued. We will include any price we find on the book, or if you want other prices, you might send a copy of your invoice.

The secretary is hired to work during the school year, but not during the summer. Marion is hired for a limited number of hours during the summer. When school starts in the fall, we have quite a backlog of work to do and processing is behind for most of the fall. We generally get caught up in November, and from then on, it is only a matter of a couple of weeks from the time you send us something until you get it back. If you have a large order, but only want a few back in a hurry, tell us so, and we can get those few to you sooner.