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									                    MILLENNIUM VENDOR FILE GUIDELINES

                                                                         updated 1/31/08


Prevent duplicate addresses from being added to the vendor file by conducting a thorough
search by keyword before entering a new vendor. Keyword searching recalls key words
or numbers from any field within the vendor address field.

The Cooper and Campus vendor files are completely separate. For the same vendor,
coordinate the codes so that the same code is used in both files. This will require
searching both files before entering a vendor code. When entering vendors, be sure that
the correct database is being used.

When searching the vendor file, * is a wild card. Entered in the vendor name field, this
recalls the entire list of vendor codes sorted by vendor name. Entered in a vendor code
search, the * returns all vendor codes in the file sorted in vendor code order. The * can
be used in the vendor name search either before or after letters to get a list of names that
match the search. The * does not work for keyword or record number searches.

After it is determined that the new vendor is not a duplicate and is to be added to the file,
assign a vendor code up to five characters in length. Make it something easy to
remember if it will be a frequently used code. The system will accept only lower case
letters and numbers as parts of the vendor code. The system does check for duplicate
codes. If a duplicate is entered into the vendor code field, the error pop-up “Invalid
vendor code. Vendor code already exists” appears. Select another vendor code and
proceed.

Do not ever enter a vendor code that is composed of numbers only. An all numbers
vendor code will conflict with the voucher number used in the Controllers Office Access
program.

Always add vendor codes to the file if the vendor will be used for a standing order, serial
or periodical order. For firm orders, only add vendors to the file that will be frequently
used. Orders and payments going directly to publishers and requests for SoCar, Film
Library and Special Collections can be handled using the “none” vendor code. Please
use the “none” vendor to keep the vendor file from being filled with vendors which we
will use only a few times. Those entering order records will determine when “none” is
appropriate and enter the data into the order record.

If none is used as a vendor code in an order record, address information must be entered
into the VEN ADDR field of the order record. The field must be formatted so that the
address will fit properly on the voucher as well as on the PO, cancellation, and order
claim forms: 4 lines of up to 28 characters each.
To add a new vendor record, click on the vendor mode and with the vendor maintenance
header at the upper left of the screen, click the NEW icon.

When entering vendor codes use the template called TCL Vendor: Columbia and Campus
vndrs and if available, always enter the following information:




       FIXED FIELDS:

       CLAIM CYCLE—if this is not entered, orders will default to the first claim cycle
       in our list. Select from the III Claim Cycle Codes list attached. For monographs,
       enter an “a” unless a better can be identified. For periodicals and serials enter a
       “p”.

       VENDOR CODE 2—the template will enter PRINT CLAIMS

       PURCHASE ORDER—the template will enter always enter PRINT PO. If we
       decide to send claims online, enter EDIFACT and consult Innovative
       documentation and vendor instructions to complete the EDIFACT setup.

       VENDOR MESSAGE—blank. The vendor message can be used if a message is
       to appear on every order to a vendor. Possibilities for this field are account
       numbers, attention to a certain person, etc. that will not fit in the address or in the
       order record VEN NOTE or ORD NOTE fields. The system is limited to 26
       notes. See Joe before assigning a vendor note.

       LANGUAGE—the language of the vendor, not necessarily the language of the
       material supplied. Most will be English. Try to get the others right. Select from
       the pull down language list. If in doubt, ask Joe to assign.

       VARIABLE FIELDS:

       If known, enter L ACCOUNT NUMBER, K CONTACT, P TELEPHONE and E
       EMAIL. Do not enter fax numbers since those numbers frequently change.

       ADDRESS—The address for orders, claims and payments.
       While the Millennium fields can hold more data, we are limited to the space
       available on the PO/claim forms and USC checks. We must limit the information
       we enter to 28 spaces in each of four lines. PLEASE COUNT.

       The ADDRESS field in the vendor record will serve as the order, claiming and
       payment address. If there is an ADDRESS 2 in the record that address becomes
       the payment address. Do not create or leave a blank ADDRESS 2 field in the
       record.
       If “none” is used as the vendor code, the address for ordering and payment is
       pulled from the VEN ADDR variable field in the order record.

       CAUTION: The VEN ADDR field in the order record overrides information
       entered in the vendor record. Do not enter any type of information in the VEN
       ADDR field unless “none” is used as the vendor code.

       When entering information into the address fields, the vendor name will always
       be on the first line and the city state, zip postal zone and country will always be in
       the forth line. Use the second line for the street and third line if needed. If not
       needed, the third line should be blank.

       Enter the address in upper and lower case with necessary punctuation. Do not
       include the final period after abbreviations such as St, Ave, Blvd etc. Do use
       commas to separate address elements when a comma is necessary to make
       separations in the address clear.

       ADDRESS 2—Address two is used if the payment address is different from the
       order/claim address. Use the same data entry guidelines as for ADDRESS above.

       Do not enter information in the fixed field Discount, or the following variable
       fields: D Alternate Code, N Note 1, M Note 2 or O Note 3 fields.

       Use Z Special for any free text notes that may be needed.

       Save the vendor record before exiting.

It is very important that any fields that appear in pink are corrected. The record can often
be successfully saved with pink fields so watch carefully for them. Alert Joe if you
notice any fields that appear in pink that have not appeared pink in the past.
      III CLAIM CYCLE CODES—COOPER AND CAMPUS

                                                                             01/31/08

The Millennium claim cycle is assigned to the vendor. Be aware of the different
types of material ordered from that vendor before assigning a code.


LINE#          CODE          RUSH         CL1    CL2    CL3    CL4    CL5     CL6

1             a             30            90     180     270  365    540   720
        standard default and general claiming pattern for monograph orders

        “None” vendors use the first vendor claim cycle. When using the “none”
        vendor, code the Order Note with the RUSH selection to get the 30 day claim
        notification.

2              b           60             120    240    365    480    600     720
        foreign monograph vendors


3              c            5              10     20     30    40     50      60
        for Ingram orders placed against in-stock titles


4              d              15      30      60     90     120  150    180
        for Amazon orders placed against in-stock titles, VISA purchasing card
        orders, direct order vendors


5              e          30             45    90     135    180    270    365
        general monograph claim cycle for vendors that supply faster than those in
        line 1


6              f              90          180    365    545    730    910     1095
        out of print search vendors


7             p            0              370   740    1110 1480 1845 2215
        annual claim; STOs; periodicals vendors to check on annual payment


8              n             9999         9999   9999   9999   9999   9999    9999
        no claim at all

								
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