Student procedures: Filing monograph invoices

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, at the bottom of this procedure.
  • 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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Filing procedures

  • File the invoices in their appropriate folders according to calendar year, vendor name, invoice date, and invoice number as discussed below, keeping in mind that they will also need to be interfiled with any invoices that are already in the folders:

    • Calendar Year
    • Invoices are kept on file for seven full years. For example, in 2013, we keep invoices from 2006 to the present. Each set of folders for an individual vendor or for miscellaneous vendors by letter is arranged by calendar year, with the current year in front, and previous years arranged in order behind it.
    • Vendor Name: Treat each approval plan sub account as a separate vendor YBPE, YBP89, YBP77, YBP91, YBP98
    • Some individual firm order vendors, as well as some groups of firm order vendors whose names begin with certain common words, are filed separately in their own sets of folders. A separate set folders should be maintained for any vendor or group of vendors having ten or more nvoices in a given calendar year. Please see the back of this procedure for the current list of vendors which have their own sets of folders.
    • Every approval plan account MUST have its own folder, no matter how few invoices it contains.
    • Sometimes the corresponding firm order account for a particular approval plan vendor does not have enough invoices to warrant an individual folder and so would be filed in the appropriate "miscellaneous" folder according to the filing rules above.
    • Most vendors are filed in "miscellaneous" folders, which exist for every letter of the alphabet.
    • Some "miscellaneous" letters are subdivided alphabetically (i.e., the letter "B" is divided into folders for BA-BM and BN-BZ). Other "miscellaneous" letters have only one folder encompassing the entire alphabetical range for that letter (i.e., QA-QZ). Please see the complete list of "miscellaneous" letters with split folders and "miscellaneous" letters in single folders attached to the back of this procedure.
    • Folders for each letter of the alphabet are arranged in the filing cabinets with individual vendor folders in front, followed by approval plan folders (if any), and then by miscellaneous folders. For example, the letter "A" contains folders for:
      • Alibris
      • American . . . (for any vendor whose name begins with the word "American")
      • Aux Amateurs de Livres firm orders
      • Aux Amateurs de Livres approval plan
      • Miscellaneous vendors beginning with the letters "AA-AM"
      • Miscellaneous vendors beginning with the letters "AN-AZInvoice Date
    • For vendors with multiple invoices for a given calendar year, invoices should be filed chronologically with the most recent date in front (i.e., December 21 should be filed in front of December 1, which is filed in front of November 15, then October, September, August, etc.).
    • Note: Some vendors have separate folders for each month (e.g, Amazon), some have separate folders by quarter (e.g.,  Book House, Harrassowitz and YBP), while most have only one folder for the entire calendar year.
    • If there are two or more invoices from the same vendor that have the same date, they should be arranged with the higher-numbered invoice in front, followed in sequence by lower numbers, e.g.:
      • invoice number 14504 should be filed ahead of
      • invoice number 14496, which should be filed ahead of
      • invoice number 13912, etc.
    • If you have questions or need assistance, please see Tami, Lisa or Kay. 

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Approval plan vendors

  • Aux Amateurs de Livres Approval Plan (#1087)
  • Bach (Susan) Approval Plan (#1092)
  • Books from Mexico Approval Plan (#1090)
  • Clarke's Bookshop  Approval Plan (#1102)
  • Eastview Baltic Approval Plan (#1107)
  • Eastview Statistic Approval Plan (#1106)
  • Eastview Russian Approval Plan (#1105)
  • Harrassowitz (Otto) Approval Plan (#1059)
  • Hogarth Representation Approval Plan (#1082)
  • Jerusalem Books Approval Plan (#1115)
  • Kubon & Sagner Approval Plan (#1065)
  • Kubon & Sagner Approval Plan (#1066)
  • Latin American Book Store Approval Plan (#1093)
  • Latin American Book Store Approval Plan (#1096)
  • Latin American Book Store Approval Plan (#1100)
  • Libros Andinos Approval Plan (#1094)
  • Puvill Libros Approval Plan (#1078)
  • Retta (Luis) Approval Plan (#1097)
  • Rittenhouse Approval Plan (#1011)
  • Rittenhouse Approval Plan (#1085)
  • Schuler's Books Approval Plan (#1116)
  • Touzot (Jean) Approval Plan (#1076)
  • Vientos Tropicales Approval Plan (#1108)
  • Worldwide Books Approval Plan (#1095)
  • YBP Approval Plan (#1077) -- (quarterly folders)
  • YBP Approval Plan (#1080)
  • YBP Approval Plan (#1089)
  • YBP Approval Plan (#1091) -- (quarterly folders)
  • YBP Approval Plan (#1098) -- (semi- annual folders)

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Vendors with file folders

  • Alibris
  • Aux Amateurs de Livres Firm Orders
  • Aux Amateurs de Livres Approval Plan 1087
  • Bach, Susan Approval Plan 1092
  • Book House, Inc. (quarterly folders)
  • Books from Mexico Approval Plan 1090
  • Casalini Libri
  • Clarke's Bookshop Approval Plan 1102
  • Coutts, John Library Service
  • Curious Book Shop
  • Eastview
  • Front, Theodore
  • Harrassowitz, Otto Firm Orders (quarterly folders)
  • Harrassowitz, Otto Approval Plan 1059
  • Hogarth Representation Approval Plan 1082
  • International . . . .
  • International Specialized Book Services (ISBS)
  • Kubon & Sagner Approval Plan 1065
  • Kubon & Sagner Approval Plan 1066
  • Latin American Book Store Firm Orders
  • Latin American Book Store Approval Plan 1093
  • Latin American Book Store Approval Plan 1096
  • Latin American Book Store Approval Plan 1100
  • Libros Andinos Firm Orders
  • Libros Andinos Approval Plan 1094
  • Libros Centroamericanos
  • Literatura de Vientos Tropicales Approval Plan 1108
  • Michigan . . . .
  • Proquest Information and Learning
  • Puvill Libros Approval Plan 1078
  • Retta, Luis Firm Orders
  • Retta, Luis Approval Plan 1097
  • Rittenhouse Firm Orders (biennial folders)
  • Rittenhouse Approval Plan 1011
  • Rittenhouse Approval Plan 1085 (biennial folders)
  • Scott, Randall W.
  • Shamansky, Michael, Bookseller.
  • Thomson-Gale
  • Touzot, Jean Firm OrdersTouzot, Jean Approval Plan 1076
  • Worldwide Books Firm Orders
  • Worldwide Books Approval Plan 1095
  • YBP Firm Orders (quarterly folders)
  • YBP Approval Plan 1077 (quarterly folders)
  • YBP Approval Plan 1089
  • YBP Approval Plan 1091 (quarterly folders)
  • YBP Approval Plan 1098 (semi-annual folders)

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TeamAcq
UpdatedMarch 2018
CreatedMarch 2018