Policies and Procedures
Technical Services
Document: Continuation Returns - Actual Pieces
Date: Rev. 05/21/03
Effective: Immediately
Revised by: CPD
Piece received with invoice for cancelled title:
- The vendor is contacted indicating that a piece was received on a cancelled title. The e-mail or fax should indicate the invoice number and information on the cancellation as well as a request to return the piece for credit against the invoice.
- When return permission is received, the piece and a copy of the invoice are prepared for return.
- An OSU mailing label is completed with the address as indicated by the vendor if the returns department is different from the address on the invoice. The piece and other information is given to the Mail Room for return.
Piece received with invoice for title that has been dealer changed:
- The vendor is contacted indicating the cancellation and dealer change including the effective dates of the change.
- When return permission is received, the piece and a copy of the invoice are prepared for return.
- An OSU mailing label is completed with the address as indicated by the vendor if the returns department is different from the address on the invoice. The piece and other information is given to the Mail Room for return.
Duplicate piece received due to a claim:
- In some cases, the shipment of an original piece and the sending of a claim overlap so that a second piece is received. The same steps are followed as above including information about the confusion with the claim.
- In some cases, we have made a dealer change but need to claim missing volumes from the previous dealer. Often the previous dealer will mistake this for a reinstatement or new order and duplicates will result. Follow the steps above for returns, but include instructions to the previous vendor not to reinstate or establish a new order.