Returns: approval plans MRs

Summary: This procedure provides guidance on approval plan material returns (MRs).

General Instructions for Typing MRs

Take books which are rejected by the bibliographers from the "Blanket order MR's" shelf. Please make sure that the number of physical pieces match the number being returned on the invoice.

1. Type the MR form, the mailing label and the custom form (when needed). See General Information for typing MR's.
2. Record information in the MR log book, get a MR# and type it on the MR form.
3. After the paperwork is typed, clip the mailing label, custom form (if applicable), 2 copies of the invoice and the MR form together and insert them in the book. Place books on the top shelf of the MR truck. Huei will sign the MR and move the books to the middle shelf of the truck and let the processor know that the books are ready to be processed.
4. There are six copies of the MR form. Separate them as follows :
   • The white copy is Acquisition's copy. Please staple to this any attachments which include -- 1 copy of the invoice - 1 copy of a mini invoice (if available) - an "attached list" (if needed).
   • The pink copy is the vendor's copy and is returned with the books. Place the pink copy in the top book when more than one book is being returned. Please staple to this any attachments which include -- 1 copy of the invoice - 1 copy of a mini invoice (if available) - an "attached list" (if needed).
   • The blue and green copies are sent to the Mailing Room with the mailing label and custom form (if applicable), attached. Do not tear apart.
   • The two yellow copies go to Huei if there is a net credit; otherwise, recycle them.
5. Put the books on the bottom shelf of the MR truck labeled "MR's ready for mail room" and wheel the truck to the mail room.
6. Put the MR white form along with attachments in "Monographic MR's to be filed" basket on top of the green sheets cabinet.

Back to top 

Postal Regulations

Domestic Vendors - Use UPS for all domestic vendors with street address. For P.O. boxes, send parcel post.

Write the total dollar amount to be returned in the "Replacement Value Of Shipment" box.

Foreign Vendors - Need to prepare a customs form for all foreign returns. Include an envelope for the custom form. For books with a total value under $50.00, send "Book Rate" (type on form) and uninsured on the MR form. Do not put an amount in the "Replacement Value Of Shipment" box. Books with a total value over $50.00 are sent "Parcel Post " and should be insured. Please record total dollar amount in the "Replacement Value Of Shipment" box.

British books: price can't exceed $1,200.00 and total weight can't exceed 50 lbs.

K&S: price can't exceed $500.00 and weight can't exceed 44 lbs.

Harrassowitz returns are never insured. (Send "Book Rate", no custom form)

Supply a green customs slip for Jean Touzot.

Back to top

Mailing Label Preparation

Type in the dollar amount on the mailing label (for UPS, insured Parcel Post). For "Book Rate", leave it blank. (Also leave it blank on the MR form)

Defective Books

A separate entry is made on the MR form for defective books. Type "title of the book ... reason for return - received defective copy. Price deleted from invoice, please send good copy and rebill".

Per "Attached List"

Use when more room is needed to list the items being returned.

Credit Memo

Most approval plan vendors allow us to delete items from the invoice and deduct the amount returned from the total.

If the invoice is paid, we will ask for credit for the returned material. Use the "Net Credit" line.

Multi-Volumes

List the specific volume numbers being returned after the set title.

Returning all titles on an invoice

If returning all titles on an invoice, type "unpaid invoice enclosed" in the "Remarks" section on the MR form.

Back to top