Library Handbook - Frontier School Division

When the final shipment is received sign and date the packing slip and purchase order
and forward it to Accounts Payable. File this completed purchase order in your closed
p.o. file.
If you want the items cataloged you must forward all the necessary information to
Library Services, either photocopy the title page & verso, with the number of pages and
barcodes if desired, or send the books directly to the Winnipeg Office Library.
* The signed packing list and a copy of the purchase order should be sent to Accounts Payable
immediately after receiving and checking each shipment. Suppliers cannot be paid until
receipt of goods has been verified and schools may be charged interest on overdue accounts.
It is not necessary to wait for an order to be entirely completed before sending in the packing
list and a copy of the purchase order as suppliers are paid for partial orders.
Materials received at Library Services for processing (by Library Services Staff)
When materials are received in the Winnipeg Office for processing, you will receive a
letter and a copy of the packing slip indicating which items are now at the Winnipeg
Office Library. If you need some books before the others, please contact the staff at the
library and the books will be sent out on a rush request.
Compare your copy of the purchase order with the photocopy of the packing slip that
was sent to you from Library Services. Make note of all cancellations, backorders, and
out of print items on the original purchase order. Re-orders of cancelled or backordered
materials are the responsibility of school library staff.
File “materials received from Library Services” in a separate file and keep them for the
durations of the school year.
General Procedures for Receiving catalogued items from the Winnipeg Office Library
Unpack and check off materials as per packing slip. You will find two copies of the
packing slip and a disk in each box, but if there is more than one box it will be indicated
on the outside of the box which contains the packing slip and disk. (some of you will not
receive a disk, some schools will download from the eboard)
Once you find the packing slip and the disk, check to make sure all books are there.
Any missing books or extra items are to be reported directly to the cataloguer (check
initials at the top of the packing list)
Import the records into your library database. For complete instructions please see
Appendix ‘C’.
Once the records have been imported, barcode the books and they will be ready to be
shelved and checked out.
Sign and date both packing slips keep one for your files and forward one to Library
Services.
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