Fulfillment-Surplus

Fulfillment: Surplus Material

Mar 05, 2021 rap

This proposal by Bob Proctor is intended to fix a problem: Orders of ANRL’s surplus material by Patrons not being fulfilled in a timely manner and then hearing from the patron that the check was cashed but nothing arrived.

This proposal will replace an implied procedure that nobody has found in SOP or anyplace else.

Note: We will deposit funds only after the order is fulfilled.

  1. Daily Log (brown notebook)
  2. Money Record(white notebook)

Plan Fulfillment - Surplus ( A simple version that should work. )

  1. Order and check arrives, either by mail, eMail or in person
    1. Items pulled from Surplus
    2. Payment adjusted if necessary, possibly by phone, eMail or in other ways
  2. Check (Funds adjusted if necessary) sent to Treasurer
  3. Order filled and mailed
  4. Treasurer notified that funds can be deposited
    1. Problem: Fulfillment person has no eMail, phone and only comes to library 1-day/wk. We may be able to work around this problem.
  5. Treasurer deposits check only after confirmation that order was shipped

This is Bob’s proposal and has not been updated to reflect handling of the white and brown notebooks.

Patron places order while in the library

  1. Librarian gives Patron an order form to the Patron and the Patron fills it out
  2. Librarian finds all ordered the items on the Patron’s order form
  3. Librarian receives payment from the Patron
  4. Librarian makes a receipt for the Patron by using the general receipt book which is in the right desk drawer
  5. Librarian gives funds to Treasurer by putting them and a copy of the receipt in the deposit bag
  6. Librarian either updates the Database of surplus items or sends the order form to the current owner of the current Database for the needed changes to decrease inventory
  7. Librarian files the order form. (Need to add details on how to do this if we determine if we really need to do this)

Patron places order by mail, eMail or by phone

  1. Librarian selects items and verifies that all ordered items are available. If some items are not available, the Librarian shall contact the Patron in any way possible for a resolution.
  2. Librarian makes a receipt for the payment for the items ordered.
  3. Librarian packages the ordered items and the receipt and completes an address label
  4. Librarian mails the order
  5. Librarian sends a confirmation message with shipping details to the Patron
  6. Librarian sends the payment to the Treasurerafter the order is mailed
  7. Librarian either updates the Database of surplus items or notifies the current owner of the Database of needed changes
  8. Librarian files the order form. (Need to add details on how to do this if we determine if we really need to do this)

If part of order can’t be fulfilled

  1. If Patron pays too much
    1. Librarian contacts Patron and negotiates a resolution
  2. If Patron pays too little
    1. Shipment is delayed
    2. Librarian contacts Patron and negotiates a resolution

OnLine Payments

  1. PayPal Jim Sweeney is setting this up and will suggest changes to the web site with instructions
  2. ZELLE Not available
  3. VENMO Not available
  4. Pay with Credit Card on web site Not available


This is from Paul’s note on 3/31/2021 but marked up indicate problem areas or questions.

Current policy amended to delay check cashing:

In-library

  1. Patron selects items and brings them to the desk well before closing time.
  2. Librarian records items in the Magazine, Book, and Video Money Record (white notebook) for the secretary (who will adjust the inventory).
  3. Librarian collects the money, writes a receipt, clips them together, and puts them in the treasure’s bag in the locked file cabinet.
  4. Librarian records the transaction in the Daily Log (brown notebook) for the treasurer.

Remotely by mail or other means

  1. Nothing happens until we have the money in our hands. Whoever opens the mail writes a receipt and puts it with the check in the treasurer’s bag in the locked file cabinet. If the order cannot be completed that day, write HOLD on the receipt and the order form. That means the treasurer will not deposit the check until the order is completed. Problem with this is the treasurer can easily deposit the check before order is mailed.
  2. Librarian records the transaction in the Daily Log (brown notebook) for the treasurer. What is the treasurer supposed to do with the brown notebook?
  3. If there is a designated fulfillment person, put the order in that person’s mailbox. If not, do the following steps yourself.
  4. Find the items. If any are missing or in questionable condition, contact the patron in whatever way possible to work out a resolution. Do the same if the money amount is not right.
  5. Librarian records items in the Magazine, Book, and Video Money Record (white notebook) for the secretary (who will adjust the inventory). 1) Is this a job for the Secretary or for the Librarian? 2) Somebody should update the surplus material list and post it to the website.
  6. Package the items and put a mailing label on the package.
  7. Mail the package.
    1. a. Magazines must go first class, and can be done through the Cove office if they are open. Do not wait around for a receipt; they will put it in our mailbox.
    2. b. Books and videos can go by the much cheaper media rate, but must be done at a post office.
    3. c. It may be necessary for someone to mail the package the next day. If so leave clear instructions for whoever is on duty.
  8. After the package has been mailed, write MAILED on the order, initial and date it, and file it in the locked file cabinet. Note that the order has already been put in treasure’s box and may have been picked up. If we owe a partial refund, or a hold was placed on the check, give the order form with instructions to the treasurer, who will file it in the locked file cabinet and cash the check when all financial matters have been settled.
  9. It would be a nice touch to e-mail the patron that the order has been mailed. Note: this step should not be optional.

Paul