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Library Services Assistant Guide

Browns Book Receiving

Book Arrivals
When books come in from Browns they need to be grouped with their invoices.  Often multiple invoices might come in one box, and other boxes may have no invoices. It is important to make sure you match the books to their invoices - different loan types are ordered separately, and so are often invoiced separately, and we need to make sure we receive the right type of item. 
Receiving Books in WMS

Once you've got a group of books which all belong to one invoice complete the following steps: 

  1. Open The Acquisitions Tab on WMS, and select the 'Invoices' function, then select 'Invoice items'. Start by searching the ISBN numbers of all the items on your invoice to confirm they have been assigned to an invoice in WMS. If any items don't show up, check the titles, and if they've still not shown up do not proceed with any further steps. Raise the issue with Kim Berry as this is a data import fault. 
  2. Now select the 'Receive and Invoice' function from the bar at the left 
    • Make sure the Processing Type is Monograph
    • The Action should be Receive
    • The Vendor needs to be Browns Books for Students
  3. Start by beginning to type the invoice number (beginning BS) in the invoice number box, then select the number from the drop down list. 
  4. Now the invoice number box in the receive and invoice action is filled click 'view items'. 
  5. This will show every item currently on order with Browns. We need to find the items on our invoice. You can search for an item by title or ISBN number.
    • If you can't find the item, it may have been ordered incorrectly. Make sure to try both the ISBN and the title in the invoices search section, then if you still can't find it go into the Order function and click 'Order Items' to search there. This will help confirm if the order exists in WMS. Theoretically, if something is on an invoice it should also be on an order, but mistakes happen.
  6. If you've found the item you want to receive, confirm:
    1. that you've got the right loan type (i.e. reference/1 week/3 week)
    2. The resource type is correct- it needs to be a book, not an ebook - this is based on the little icon in type. If this is wrong follow the instructions here
    3. Correct the classification number if necessary including adding the cutter- make sure to check the existing catalogue to ensure you use the right one - Browns doesn't always get it right
    4. Finally scan in the barcode from the front of the book. Once you've scanned in the barcode you cannot change the other information, so make sure to only do this when you're certain it's ready.
  7. Repeat steps 4 and 5 until all of the items on the invoice have been received. Then click the invoice number which is in the bottom right corner of the screen
  8. This will take you to the invoice, with a list of all of the items you've received.
    1. Update the Cost, Discount and Service Charge boxes for each row so they match the invoice which came with the delivery. The service charge is £0.85 per item as standard, Browns put it on the invoice as a total cost, but you need to put in the cost per item on WMS. 
    2. Make sure the total at the end of the rows matches the total on the invoice
    3. Make sure the Grand total on WMS matches the Amount Due on the invoice
  9. Once the invoice has been completely received on WMS you can click Mark as Ready and Pay. NB: If you have an incomplete invoice - i.e. Browns have said one of the items is damaged and has included it on the invoice but not sent it, don't pay the invoice. 
    1. The Payment Reference ID is the Invoice number beginning BS
    2. The External Invoice ID is the System Invoice Number (beginning INV-) 
  10. All paper invoices need to have the date received and paid written on them, and then file them in the folder in the helpdesk office. If an order is incomplete, mark it with a sticky note so these can be easily navigated too. 
  11. Books can simply be shelved when this process is complete. If books need further processing (i.e. plastic covers or labels changed) leave them on the E&W Processing shelf with instructions. 

Last Updated 20/03/2024 15:40

Please note, invoices do not appear in WMS until the day after the delivery note comes into LibAnswers. Discovery now auto-activates eBooks, but this only occurs on Thursdays. If an eBook has receiving actions that require it to be activated ASAP (e.g., notify patron etc), this can still be done manually.

Step 1- LibAnswers

Most days a ticket will come into LibAnswers in the morning with the title 'BBfS Invoice Notification'. This ticket will have invoices attached to it. Complete the following steps:

1) Open the ticket and tag it as 'Browns Delivery Notes'

2) Open all the invoices and check the first column titled 'SC'

This will read either 'Pn' (Paperback) 'Hn' (Hardback) or be blank which means it's an eBook.

If all the Invoices only have Pn and Hn, you can close the ticket, with a note that all books are print.

3) If there are some eBooks, we now have to check if they are standard or upgrades. 

Standard invoices will have a PO number which is purely numerical (i.e. PO-2023-32) whilst upgrade invoices will have a PO number which is the Order name used by the librarians – they should use an order name to identify that it is an upgrade (i.e. UPGRADE TBA). Make a note of which school code it states here as you will need this when selecting the budget fund later (e.g. here it is TBA – Technology, Business and Arts).

Standard invoices can't be processed until the next working day, but we can process the Upgrade invoices the same day as the email arrives.

 

Step 2- WMS

 

Choose either Standard Invoice, or Upgrade

 

Option 1 - Standard Invoices: 

Standard invoices will not come into WMS until the next working day after we received the notification email. On the next day follow these instructions:

1) Go to the Acquisitions section and select 'Receive and Invoice'

2) Select 'E-Product' from the Processing Type drop down. Ensure the Action says 'Receive & Invoice' and the Vendor Browns.

3) Type the Invoice number in to the box. If it does not show up in the drop down list, the invoice may be an Upgrade, or there may be something wrong with the import - check with Kim. Once you've selected the invoice number from the drop-down, click 'View Items'

4) This will bring up a list of all the eBooks currently on order, not just the one's from this invoice. Search the invoice number in the box at the top of the page to limit the results. 

5) Next to each book should be a button which says  'Start' simply click this button, then when it changes to say 'Finish' click the Finish button.

6) Once you have done this for all the books on the invoice, pay the invoice as normal. 

Note – the activation in Discovery only happens once per week on Thursdays so the books you receive in WMS will not appear in Discovery until the following Thursday of that week. If you need to activate the book urgently as someone is requesting access, then you can activate it manually via the following steps:

  1. Acquisitions tab
  2. Discover collections
  3. Search terms: vlebooks
  4. Click into the Askews and Holts book
  5. Search by ISBN
  6. Check website link is the right one
  7. Uncheck my selected titles
  8.  

Option 2 - Upgrade invoices:

  • Acquisitions tab
  • Orders
  • Orders
  • New order
  • Title: eBook upgrade + Browns invoice number
  • Order type: PO
  • Vendor: Browns
  • Vendor PO: PO number on invoice
  • Tax item cost
  • Save
  • It’s useful to make note of the order number here

 

  • Discover items
  • Search by ISBN
  • Find the one that says held by my library (ensure it is an eBook)
  • Add to > order
  • Find your order (order name will be ‘eBook upgrade’ followed by the invoice number)
  • Add

 

  • Orders
  • Find your order
  • Make sure details of order line are correct e.g. ISBN, budget/fund (see code on invoice order ref), location, price
  • (If unsure of budget/fund ask a Librarian)
  • Save order
  • Place order – make sure to UNTICK notify vendor

 

  • Receive and invoice
  • Processing type: e-product
  • Action: Receive and invoice
  • Vendor: Browns
  • New invoice – fill in details
  • View items
  • Find the item (search by ISBN)
  • Check the WMS order number matches the one you created earlier
  • The invoiced column should say 0% - click ‘add to invoice’
  • Pay in full
  • Start
  • Finish
  • Click on invoice number (tiny, bottom right!)
  • Check everything looks fine and correct on the invoice
  • Pay (payment ref ID = system invoice number, external invoice ID = Invoice number)

No further actions are required for upgraded eBooks - they do not need activating, but it is good practice to check the book is active on Discovery.