Langdell Shoots and Ladders

Langdell Shoots and Ladders

Part 5: Receive materials

Rough Sort Boxes/Material

Using delivery tag info and by opening box/package, determine the material's library and take boxed material to table/area, as sorted below:

❗ LAW materials have many tables for different material types (also see table diagram). ❗

LAW

❓ Is the material written in Latin or Roman lettering? ❓

✅ Yes

Journal

Take box to corresponding table: Journal; Serial and loose leafs; Monograph standing orders

Sort box by vendor on table

❓ Does material have invoice included ❓

❌ No

❓ Is material a monograph? ❓

Open mail and place invoices on invoice pile

Match invoices from invoice pile to materials on pile sorted by vendor.

Route/pay material on invoiced material pile

❗ Material in this pile has invoice sticking out from the top of material and matches all physical material that is listed in the invoice. ❗

Look up material record in Alma. Mark invoice with vendor code and material POLs. Check that material has not been already paid and/or received.

Route as necessary: place material in ready-to-receive pile (place sticky note with POL on material to expedite receiving), place invoice in ready-to-pay pile, route all necessary claims or issues to Maria

❓ Was all material from invoice matched to materials on pile sorted by vendor ❓

❌ No: Invoice only matches some material on cart. Leave invoice inside material matched on the pile sorted by vendor. The invoice should stick out the top of the material.

❌ No: Place materials on pile sorted by vendor (rough sort material by title/series). If material includes a packing slip, include this with material on the pile. Leave the slip sticking out the front and not the top of the material (only invoices should stick out the top of the shelved or carted material).

✅ Yes: move material and invoice to invoiced material pile. Place invoice inside material, with the invoice sticking out of the top of the material.

After all boxes/mail is open, and all material matched to invoices on invoice pile, look up invoiced material in Alma. Mark the invoice with vendor code and POL. Check if material is already received and/or paid. Route invoice accordingly: to ready-to-pay pile, to claim material (with Maria), to keep invoice in invoice pile until material is received later.

❌ No: Invoice does not match any material in pile sorted by vendor. Return invoice to invoice pile.

✅ Yes: Check that material on invoice matches material in the box. Is material complete?

Receive material on ready-to-receive pile

Create invoice in Alma with invoices in the ready-to-pay pile

[or, how do we get these invoices paid and materials readied for quick receiving]

Diagram structure:

Part 1: Rough sort:
a. by library and/or material type
b. by vendor and/or title

Part 2: Match material to invoice

Part 3: Prepare invoice and material. [Look up material in Alma to:]
a. Mark vendor code and POL on invoice
b. Sticky note POL on material

Part 4: Pay invoices

Part 5: Receive materials

❓ Is material complete ❓

❌ No. Place material on pile sorted by vendor (rough sort material by title/series). Make sure that the invoice is sticking on top of the material.

BAK

GUT

DIV

KSG

MCZ

✅ Yes. Place material on invoiced material pile. Make sure that the invoice is sticking out of the top of the material.

❗ Do not move material to ready-to-receive pile until all boxes and invoice mail is opened and sorted (just in case there is more material that needs to be matched to the included invoice). ❗

❌ No

Loose-leaf and serial

Monograph

Standing Order

Non-Gobi

Chinese/Japanese/Korean/Slavic/Hebrew

Chinese monographs

Journals/serials

Islamic material

Likely doesn't come with invoice, so can be moved to Ready-to-Receive pile

Japanese monographs

Take to Nongji Zhang or QingRong Wei

Take to Eve Lauria

Diagram purpose:

Prepare invoice for payment
Prepare materials for receiving

Game structure (rough)

Material is opened

Material is matched to invoice

Invoice is marked with POL and vendor code

Material has no invoice

Invoice is paid

Material is received

Short-cuts:

Receiving

Do not make binding slips.

Do not make routing slips. Unless material is being superseded, do not create routing slips.

Claiming

❗ Do not move material to ready-to-receive pile until all boxes and invoice mail is opened and sorted (just in case there are invoices that need to be matched to this material). ❗

Match invoice from invoice pile to pile sorted by vendor. If all materials in the invoice are matched, place invoice in the material (sticking on top) and move material to invoiced material pile.

✅ Yes

Most do not come with invoice and so can be moved to ready-to-receive pile.

Todd processes these.

Diagram Formatting conventions:

Bolded words are titles of carts/stations/piles

Colors separate out the workflow by process and station/cart/pile used for that process.

Bubbles should all have directives, even if some explanations are also included. If the word bubble only has a question or only has an explanation, question and explanation marks and italization rules are followed, as described below.

Questions used for sorting are italicized. I also added some question mark symbols in the start and end of the question.

Explanation bubbles that have no directives have exclamation mark symbols in the start and end of that word bubble’s text.

Part 1: Rough Sort

Part 2 - Part 3: Invoice-Material Matching, and Invoice/Material Prep.

Part 4 - Part 5: Pay Invoices and Receive Materials

Approval Plan

Todd processes these.

Maria processes monographs and Becca serials

No holdings update

Barcode but do not send to bind "bind on arrival materials"

❓ Has the material been paid? (Check the invoice history in Alma to determine this) ❓

✅ Yes

❌ No

❎ Sort of. Invoice has been submitted but has not been processed by finance. ❎

Take material to cataloging.

Place invoice in open invoices pile and take material to cataloging.

❓ Is the vendor Gobi (Yankee or YBP)? ❓

✅ Yes. Take to Caroline Walters.

❌ No. Rubber-band material and invoice, and place on selectors' table, in the unreviewed or undecided side.

Unpacking

Leave pocket part sets and >3 same-work serial volumes boxed.

Undo rush-requests for all materials

BAK, KSG

DIV, GUT, Slavic, Japanese, Chinese, Korean, Hebrew

Invoice pile / Open invoice pile / Take to: cat. / Caroline / Eve / Mariko / Nongji

[Table occupied by boxes]

Staircase to 4th floor

Selectors: Unreviewed / Reviewed

Monograph: Standing order

Journals

Serials, Loose Leafs

Stacks

❗ Material placed in this pile can and should be processed continuously, before all other backlog material is unboxed. ❗

❗ Material is placed on corresponding table's rough sorting area with invoice (if invoice was included with the material) ❗

❗ Each table (except for Selectors' and Take to... table) is divided into 3 parts:

Rough sorted materials (Part 1)
Materials matched to its invoice (Part 2 and Part 3)
Ready to receive materials and ready to pay invoice (Part 4 and Part 5) ❗

❗ Material on the table's rough sorting area is matched to invoice. If invoice was not included with the material, invoice pile is checked to see if invoice was sent separately. If invoiced material is missing, Alma is checked for the missing material. ❗

❗ Invoice is marked up to ready invoice payment. If POL is pulled up to mark invoice, add sticky note with POL# on material (to expedite receiving). ❗

❗ Marked-up invoice pile is taken for invoice payment. These can be taken home for remote invoice creation. ❗

❗ Materials are ready to be received later... however and whenever. At this stage, they don't have to be matched to any invoice, and they are sorted next to other issues/volumes of the same work. ❗

4th floor map and material location diagram

Do not claim or clean up older items on record. Do not search stacks unless search is immediately relevant to received material.

Only claim materials that are invoiced but that were not sent.

Materials with "bind on arrival" note should be barcoded when received and not sent to be bound. This will be cleaned up at a later time.

❗ Materials that need to be bound on arrival will be collected on a worksheet and sent for binding at a later time. ❗

❗ Materials that need to be routed and bound will be addressed next year, on the start of the next annual/volume cycle. ❗

After all boxes and mail is opened and sorted, check if material included in invoice is unaccounted for. If material is still missing, check Alma if material was already received, and/or if material has been paid. Mark invoice with vendor code and material POL.

Route material and invoice as needed: claims (to Maria), ready-to-pay pile for invoices, ready-for-receiving pile materials, etc.

Move materials to be received and checked in to ready-for-receiving pile.

Take to Mariko Honshuku