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.
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.
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)
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)
Contact | |
Team | Acq |
Updated | March 2018 |
Created | March 2018 |