The majority of standing orders come in the form of hardback books, monograph series, or reference publications. Most of them are continuations, so when checking in, please be sure to review the procedures for checking in continuations.
In the check-in record, standing orders can be distinguished by a note in the order record that looks like this, with the abbreviation "SO":
NOTE: If the note says “SO-PP” it means “pre-paid” and therefore you do not need to notate an invoice. You just need to check the order record to verify that the edition received has been paid for. For example, if v.100 is paid for, it would have a payment record similar to this (the volume paid for being listed to the right):
If there is no record of a payment for the volume, notify the Accounts Payable Manager that the item has arrived but not listed in the order record payment history with a price, date paid, etc.
On the other hand, if there is a record of the volume received in the package as having already been paid for, you may very well have received a duplicate. If this is the case, please be sure to review the procedures for how to treat duplicate copies, primarily the section entitled "Duplicate Checks."
When checking in a standing order, the invoice must at that time be notated and given to the Accounts Payable Manager before check-in.
Some invoices arrive with the item in the same package, but some will arrive separate from the item either in a small, letter envelope or e-mail. Also, some vendor websites, such as Harrassowitz and GOBI, allow you to download invoices from their ordering platforms.Separate invoices go to the Accounts Payable Manager first and are then placed in the Receiving Specialist's inbox. Here are some guidelines to follow:
Use a black extra fine pen for all notations on the invoice (these should be in the supply cabinet if you need one).
Here is an example of what a notated invoice should look like:
Please be careful that it’s the INVOICE you’re notating, not the PACKING SLIP (which often looks like an invoice). As stated above, invoices will sometimes arrive separately, but others will arrive along with the item in the package and any other documentation. These other forms of documentation can be misleading because they have a lot of the same characteristics as an invoice, such as an itemized list of materials and at times even an invoice number, but they are not the official invoice that we need to notate to pay for the item.
A good way to distinguish invoices is to look for price info (if it doesn’t have the total price owed and a means of paying it, it’s not the invoice). See the example below. This document is almost identical to an invoice, but it says "packing note," whereas the invoice would say "invoice," and there is no payable price under "total" column: