Schedule claims to be done monthly.

This procedure will sometimes bring up Serial claims. In that event, make a list of the order numbers (or print screens) and give it to the proper Serials staff. Give likely claims for Electronic journals to the E-Serials Unit.

You should allow 3 months between claims on an order to allow time for the vendor to either ship the item or to respond to the previous claim. Look for notes in the order record showing vendor’s responses to previous claims, updated shipping dates, or other information, such as NYP, which explain the delay in order fulfillment. Skip orders with obvious reasons for non-receipt.

1. In Millennium open Create Lists.

2. Review Files: Click once on an empty file with a maximum record capacity of 1,000, then click Search Records

3. Name the file: CEACQ(+your initials) today’s date in YRMODA format MONO CLAIMS It should look like this:

CEACQCT 070214 MONO CLAIMS

4. Record type = o (order)

5. Click Retrieve Saved Query.

6. Find save query "ceacqaja mono claims 12/06/06".

7. Select that, then Search

8. Allow search to complete

9. Go to Create/Cancel.

10. From the drop-down menu select Review File.

11. Select the search from the drop-down menu in the box in the middle. Rather than scrolling through the entire list, hit your "C" key repeatedly until the desired file is located. Using that key will limit your search to only those files beginning with the letter "C".

12. Click Start. The system will scan orders and come up with a number of items to view; this could be many 100s. You will not actually need to view that many, as the system will skip many numbers especially near the end.

13. Click through list of orders using the "Next" key. Depending upon the comments in the order record, opt to claim (Claim button) or skip. Remember that you cannot edit order records while in the Claims module. Write down order numbers, print screens, or have another session of Millennium open simultaneously to perform any editing that needs to be done.

NOTE: Print out screens for any claims needing to be sent to Amazon. See instructions for sending claims to this company at the end of this document.

14. Finish the entire review file. Go into Orders. Perform your editing (unless you have done so in a 2nd session; in which case you will follow the instructions for adding edited claims to the Claims list). Any edited records that now require claiming should be added to the Claims list: On the Menu Bar, select Tools, Function, Claim/Cancel. The Claim option will appear on the record. Click Claim and go on to the next record. These claims will be added to the Claim file.

15. Go to Send. Check for 11X17 paper in the printer. Print claims, Sort by Vendor, print to local printer. Claims print three to a page, cut apart and mail.

16. Go to Create Lists, find your review file and empty it.

Amazon does not have a mailing address for paper claims. Calling Corporate Account Customer Service results in a long wait with poor results. Amazon cannot search by PO number, title, ISBN, and are generally ill prepared to handle claims. It is best to provide all necessary information in an email at the www.amazon.com website under "Contact Us”". Needed information for their needs is:

Name of Ordering Staff (code 4 in the order record). Amazon actually uses this in their records.

Date order was placed.

Price of the item(s.)

The Amazon order reference number (ID) that Ordering Staff receives in a confirmation email; the Staff will place this number in a Z-note in the order record.

Include our PO #, ISBN, and the Title—they may upgrade their system at some point.