Summary: This page contains procedures for invoice filing.
Organization of files and filing tips
- Begin the filing process by taking green sheets from the unsorted monographic green sheet basket.
- Separate invoices by calendar year according to the invoice date.
- Within each calendar year, sort the invoices alphabetically according to the name of the vendor. We generally sort and file by the first word on the vendor name, for example:
- City of Detroit should be filed under City
- Commerce-Census Department, Census Bureau should be filed under Commerce
- County of Albemarle should be filed under County
- Department of Pathology, University of Maryland should be filed under Department
- Director of Finance, Howard County Dep't. of Zoning should be filed under Director
- Dominican Studies Institute, City College of New York should be filed under Dominican
- Genealogy Department, Kokomo County Public Library should be filed under Genealogy
- Information Exchange Section, UN Centre for Regional Development should be filed under Information
- Jain Book Agency should be filed under Jain
- Marshall Cavendish Corporation should be filed under Marshall
- Mauricio Gaston Institute should be filed under Mauricio
- Microforms Publications, University of Oregon should be filed under Microforms
- Photoduplication Service, Library of Congress should be filed under Photoduplication
- Sir John Soane's Museum should be filed under Sir
- State of Michigan should be filed under State
- Stationery Office, National Publishing Center should be filed under Stationery
- Swets Blackwell should be filed under Swets
- Town of Markham should be filed under Town
- Village of Holly should be filed under Village
- Other basic filing points to keep in mind:
- If a staff member has highlighted a word from the vendor name under which it should be filed, sort and file under the highlighted word.
- If a vendor name begins with an article (i.e., "a", "an", or "the", or their foreign-language equivalents), disregard the article, and file under the first significant word in the vendor name, for example:
- The Book House, Inc. should be filed under Book.
- Les Livres Etrangers should be filed under Livres.
- A Reader's Corner should be filed under Reader's.
- If the vendor name begins with a number, it should be filed as if the number were spelled out, for example:
- 4-H Youth Association should be filed as Four-H
- L-3 Interactive should be filed as L-Three . . .
- 100 Pockets should be filed as One Hundred . . .
- 1,000 Friends of Oregon should be filed as One Thousand . . .
- 21st Century Comics and Games should be filed as Twenty-first . . .
- 21 North Main, Inc. should be filed as Twenty-one . . .
- Vendors whose names begin with or consist of an acronym should be filed alphabetically ahead of those vendors whose names consist of words, for example:
- AOAC International should precede ATC Books Int'l., which should precede Anacapa Books, etc. (in the "AN-AZ" Miscellaneous folder)
- CCH Inc. should precede CIC American Fiction Electronic Text Project, which should precede Caldwell, Norman, etc. (in the "CA-CM" Miscellaneous folder)
- If two or more vendor names begin with the same spelling pattern, they should be arranged alphabetically according to what follows the identical pattern, for example:
- Chin Aleong, Inc. should be filed ahead of China Post, which should be filed ahead of Chinese Corporation for the Promotion of the Humanities, etc.
- Japan Publications Trading Company should be filed ahead of Japanese American National Museum, which should be filed ahead of Japan's Finest Print Publications, etc.
- If two or more vendor names begin with the same word (or series of words), file them under the first word (or words), but also arrange them alphabetically according to the word that follows, for example:
- Publications Office, Pira International should be filed ahead of Publications Unit, Asian Development Bank
- Latin American Book Source Inc. should be filed ahead of Latin American Book Store Ltd.
- It may be necessary at times to apply multiple rules simultaneously. For example note the following orders:
- Africa Book Center; African American Publications; African Books Collective; African Imprint Library Services; African Studies Program; Afro American Press; Afro Cuba Web
- Universal Book Trading Company; Universal Map; Universitat Leipzig; University Bookshop; University Museum Publications; University Publications of America
- Some more advanced filing points are illustrated below:
- If the vendor is the name of a person rather than a corporate name, sort by the person's surname, for example:
- Theodore Front Musical Lit., Inc. should be filed under Front
- Otto Harrassowitz should be filed under Harrassowitz
- Murray Hudson Antiquarian Books and Maps should be filed under Hudson
- Howard Karno Books, Inc. should be filed under Karno
- Rubin Mass Ltd. should be filed under Mass
- George Robert Minkoff, Inc. should be filed under Minkoff
- David Paperny Films, Inc. should be filed under Paperny
- J.W. Pepper of Detroit should be filed under Pepper
- The William A. Thomas Braille Bookstore should be filed under Thomas
- Jean Touzot, Libraire-Editeur should be filed under Touzot
- D.J. and R.D. Wells Books should be filed under Wells
- Compound Spanish surnames should be filed under the first surname, for example:
- Ricardo Aguilar Melantzon should be filed under Aguilar
- Fernando Garcia Cambeiro should be filed under Garcia
- Pedro Garcia-Moreno Estava should be filed under Garcia
- Luis Munoz Marin should be filed under Munoz
- Leon Sanchez Cuesta Librero, S.A. should be filed under Sanchez
- Other international names should be filed under the first name that appears, for example:
- Al-Abbas International should be filed under Al
- Ban Wo Publication Services should be filed under Ban
- Cheng Wen Books Co. should be filed under Cheng
- Chiao Liu Publication Trading Co., Ltd. should be filed under Chiao
- Han-Shan Tang Books should be filed under Han
- Isis Yayimcilik should be filed under Isis
- Ratna Pustak Bhandar should be filed under Ratna
- "University of . . . " names should be filed under the name of the government entity of which the university is a subdivision, for example:
- University of California should be filed under California
- University of Chicago Library should be filed under Chicago
- University of Hong Kong should be filed under Hong Kong
- University of Michigan should be filed under Michigan
- Exceptions:
- University Press of Colorado should be filed under University
- University Publications of America should be filed under University (because they are the names of companies, not universities)
- University branches in different cities should be filed first by state, then by city, for example:
- University of California at Berkeley should be filed under California—Berkeley
- University of California at Davis should be filed under California—Davis
- University of California at Irvine should be filed under California—Irvine
- University of California at Los Angeles should be filed under California—Los Angeles
- University names which do not follow the "University of . . . " pattern should be filed under the first word in the name, for example:
- Central Michigan University should be filed under Central
- Johns Hopkins University should be filed under Johns
- Southern Illinois University should be filed under Southern
- State University of New York should be filed under State
- Western Michigan University should be filed under Western
- Certain symbols, abbreviations and acronyms should be filed as if they were spelled out, for example:
- "&" should be filed under "and"
- UCLA should be filed under California, University of
- Ctr. for Concern should be filed under Center...
- E. Coast Greenway Alliance should be filed under East...
- Inst. should be filed under Institute
- Int'l. Labor Organization should be filed under International
- M.S.U. should be filed under Michigan State University
- Mt. Oread Bookshop should be filed under Mount
- St. Clair County should be filed under Saint
- SUNY should be filed under State University of New York
- UN Centre for Regional Development should be filed under United Nations
- UNICEF should be filed under United Nations
- US Census Bureau should be filed under United States
- U.S. Department of Commerce should be filed under United States.
- Approval plan invoices must be separated from firm order invoices for those vendors which supply both kinds of invoices. In order to distinguish an approval plan invoice from a firm order invoice, look in the delivery address for an approval plan number. You should find an approval plan designation in the delivery address, for example:
- 1087 (Approval Plan), for Aux Amateurs de Livres approval plan invoices
- 1059 (Approval Plan), for Otto Harrassowitz approval plan invoices
- 1094 (Approval Plan), for Libros Andinos approval plan invoices
- 1095 (Approval Plan), for Worldwide Books approval plan invoices
- 1077 (Approval Plan), for Yankee university press approval plan invoices, etc.
- Please see the complete list of approval plan vendors, along with their corresponding account numbers, which is attached to at the bottom of this procedure.
Note: - Most vendors only have firm order invoices; however, some vendors have only approval plan invoices, while others have both kinds of invoices.
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