Credit or Replacement Memo

          Paper Preparations

     Check vendors for appropriate return polices/procedures.  Ingram does not need any return authorization.   

       BWI will often let us keep the material and issue a credit so check with them first before returning

       material. Baker and Taylor require a "return authorization number" for their materials.

     Check on vendor returns address.  Sometimes it differs from their order/payment address.

     Open Data on 'Phobos' (P:)

     Open "Technical Services" folder

     Open "Acquisitions" folder

     Open "Forms" folder

     Open "Credit Memo letter.pub".  Increase size of page to be able to edit.

     Update the date, vendor and address.  Indicate the reason for return, list the invoice number, invoice date, title, list and discount prices.

     Print three copies of the return form. One copy along with a copy of the original invoice(s) is mailed directly to the 

       vendor, the second copy is included with the shipment, and, the third copy is retained in the Acquisitions files.

          Physical Processing

     Package materials to be returned to vendors and weigh them using scales in OWLS mail area. Note the weight of 

       each package.  Enclose a copy of the return letter and invoice and seal packages.

          UPS Processing

     Log on to UPS web site - www.ups.com

          Click on "login"

          User ID: apllibups

          Password: R3ad3r$

     Click on "Create a shipment"

     Under Ship to: click on vendor and it will fill in address information.

     Fill in weight, insured value (list price of materials), and invoice number.

     Click on "Ship Now".

     To print mailing label and receipt:

        Click on "view/print" button.

        Click on File and then print.  Receipt and return label will print.

        Write on receipt "Shipped UPS" and send to business manager in Administration.

     Attach mailing label to package and cover completely with tape.

     For next return, click on "create a shipment" and continue.