LCLS: CAP Manual: Acquisitions:

Instructions for Receiving


Receiving is a key part of the processing of items by CAP.  At this point in the process, items are physically identified as belonging to a certain library, and they are organized and prepared for cataloging and processing.  There are two primary kinds of items that are received.  These are "Tier One" and "Tier Two."


Tier 1 orders are shipped directly from the vendors  to CAP and delivered to Tech Services. They are high-priority and should be fully processed and sent out to the libraries within 10 days of receipt.


Tier 2 are new and donated items that come to CAP from the libraries in bins. Tier 2 items should be processed and returned to the libraries within approximately 2-30 days of receipt. 

Steps for Receiving


1.     For Tier 1, Remove items from their boxes and put on the next available “A” truck keeping items on the same packing slip together.  Always check the PO number on the box as one order may be split up into two or more boxes. IMPORTANT: Certain orders, especially those from Ingram, may arrive with items from various libraries mixed in the box and on the packing slip. In this case, special care should be taken that the items are given the proper labels.  This can be ascertained by checking the PO number on the packing slip or invoice.  The first two letters indicate the owning library.


     For Tier 2, remove the items from the gray bins and place on trucks.  Keep all items from the same library together and make sure directs and gifts are on the proper, separate trucks (The nature of the bin contents can be determined from the bin tag and from the "Items Sent to TS" worksheet which should be included in the bin.).  Items coming from Circ, Children’s, and Bookmobile may have a packing list or invoice similar to those found with Tier 1 items.  In this case, be sure to keep all items from one packing list together. Government documents have no invoices or packing slips, but Reference Staff will submit an Items Sent to Tech Services form. Any stray invoices that are found in the bins should go to the Acquisitions Supervisor.


     Put Direct items and Government Documents on the next available "D" truck.

     Put Gift items on the next available "GIFT" truck.

     Put Northeast District items on the "N" truck.

2.     Alphabetize items by title keeping items on the same packing slip together.

3.     Check items against packing slips to make sure all of the shipped items are there.  (Sometimes there will be items on the packing slip with a "0" in the ‘Quantity Shipped’ column.  These are normal.)  If items that have been shipped are missing, alert the Acquisitions Supervisor immediately.

4.     Put the packing slip in the first item of the order. On the invoice and packing slip, write the name of the library and the date received. Also, on the packing slip, include a breakdown of how many items by format.


Note: Per the Naming convention, if the second two letters of the purchase order are SO or NP (Example: SCNP010101, SCSO010101), those items should NOT be processed.  DO NOT barcode  these. Please consult the Acquisitions Supervisor when you receive these items.


Note: If the Naming convention indicates that the item is Young Adult or Non-Reservable, please the appropriate laminated slip in the item.

5.     Barcode and put library address labels on items. (IMPORTANT: Government documents do not receive library address labels.) (NOTE: Northeast District items follow different receiving procedures.)


Note: It is extremely important that you verify the owning library before applying the label.

·    Books: Place a library address label on the first page of the book. (NOTE: There might be exceptions for paperbacks, board books, and other materials. Please check with your supervisor.) Position it on the right-hand side about 2" from the top of the page. Place a barcode on the top right-hand corner of the back of the book, about 1/8” away from the edges of the book. .


                                            Library Address Label:



·        CDs and CD-ROMs: Barcodes should be placed somewhere along the outer edge of the media facing outward; the left-hand side is preferable, but it can be placed along the right-hand side, top or bottom if there is text on the left-hand side.


                                          Typical Barcode Placement:




Multiple CD / DVD Set: Barcodes should be placed on the last CD.


Double-Sided CD / DVD Combo: Barcodes should be placed on the inside of the case on the top right side.*


Double-Sided CD: Barcode should be placed on the inside of the back of the liner notes.



DVDs, Blu-Ray, and MP3 Discs: Barcodes should be placed on the inside of the case on the top right-hand side.







Blue-Ray Combos: Barcode the Blu-Ray case in the usual manner. Package the DVD in a generic case and barcode it in the usual manner.*


"Complete Season" DVDs: These will be transferred to a case that will hold all of the DVDs and one barcode will be used.  


DVDs Labeled in Parts that Come in a Sleeve:  These should each have their own barcode.




CD Talking Books: The barcode should be placed along the outer edge of the left side of the CD facing outward. 


                                          Talking Book in CD Format:




NOTE: For all formats of talking books, the barcode should go only on the last item of the set.




Juvenile Book / CD Kit: The barcode will be placed on the CD and the label will be placed on the book.



Playaways: Place barcode directly on the player itself. The barcode can be placed anywhere on the front of player as long as text is not blocked.


*Regarding combos, the ordering library is responsible for creating and installing packaging for combos.


6.      Take any invoices that are with the items.  Scan in the invoice using these instructions. Then, give the original to the Acquisitions supervisor.

7.     Go to any available computer, and open up the file named Ins&Outs: Ins  It should be on the desktop, but if not it can be found on the Tech Services Share drive. (Go to the file Acq.mdb and go to the Forms tab and click on Ins.) 



 Fill in this form with truck number, total number of items with each order (NOTE: Do not worry about the way the items are broken down for this step), vendor (use GPO for government documents), library (or MULTIPLE for many libraries), and date received. Record additional information, such as "Rush" and other important directions, in the Notes field. Click on the forward arrow with the star to save your entry.


8.   Fill in the truck tag (using the erasable marker) with the total number of items on it and the date received and the date it is due to be completed per the timeline. Then, check off "Received."





9. Place laminated cardboard on the top shelf of the truck at the beginning of the sequence of  items and mark it with the date the truck is due to be completed per the timeline.



10. Please the truck in its proper place in line.


    IMPORTANT NOTE: If any material is taken off the truck (e.g.; a "Rush"), a negative number should be written on the truck tag and on the Packing List (e.g.; -1).