Table of Contents | Vendor Memo Codes--Alphabetical List
The following list contains message codes programmed for use in order/pay/receipt records on NOTIS. Use the codes in Memo statements (M) to cause the pre-formatted texts to be printed on a standard letter-sized page. Use the codes in the NV field to cause the pre-formatted texts to be printed in the NOTE TO VENDOR area of the purchase order.
Codes print in the sequence entered.
When using more than one code, separate the codes with semicolons. Use semicolons only to separate codes. Do not use as punctuation in free text area of note. A new paragraph is created after each semicolon.
If an equal sign follows a code (e.g., crt=), it indicates that information may be inserted into the message. Type the information immediately after the equal sign.
| Code | Message |
|---|---|
| coc | Please consider this order closed. |
| crt= | Our notice of cancellation for the title received on this purchase order must have reached you too late to prevent shipment. May we please have permission to return this copy for credit on your invoice __________ |
| oc | This is a CANCELLATION. Please stop shipment and cancel this order effective immediately. |
| occ | Please cancel our complimentary subscription. |
| sc= | This is a CANCELLATION. Please stop shipment and cancel our order effective __________ Please confirm cancellation. |
| subx= | Please maintain _____ subscriptions for the above library for this title. |
| Code | Message |
|---|---|
| a | If shipment was made within the last 30 days please do not ship again. |
| bloc | We have not received this title which we expected to receive on our blanket order/approval plan. Please supply or report as soon as possible. |
| cdp | We will claim next directly with the publisher. |
| cho | Please check to insure that our order is correctly entered and that future issues will be mailed as published. |
| cl1 | * * * FIRST CLAIM * * * We have not yet received this item. If you cannot supply, please report. |
| cl2 | * * * SECOND CLAIM * * * We have yet to receive this item or a report explaining its delay. Please supply or report. |
| cl3 | * * * THIRD CLAIM * * * May we please have a status report on this item within sixty days? |
| cla1= | * * * FIRST CLAIM * * * We have not yet received __________ If you cannot supply, please report. |
| cla2= | * * * SECOND CLAIM * * * We have yet to receive __________ or a report explaining its delay. Please supply or report. |
| cla3= | * * * THIRD CLAIM * * * May we please have a status report on __________ within sixty days? |
| clf= | Our records indicate we have not yet received __________ You earlier advised us this material would be available by this date. Please send or advise. |
| cmi= | The book received in response to this purchase order should have been accompanied by a __________ which we did not receive. Please supply or report if it is not available. |
| emi= | Our records indicate we regularly receive the above title on an exchange basis. We have not yet received ____________ Please send or advise. |
| gmi= | Our records indicate we regularly receive the above title as a gift. We have not yet received _____________ Please send or advise. |
| mmi= | Our records indicate we regularly receive the above title on our membership. We have not yet received ________________ Please send or advise. |
| nr= | We have not received __________ |
| ord= | Our order was for __________ |
| pci | Please advise if the above publication has been discontinued. If so, with what issue did it cease? |
| ppd | This item was prepaid. Please supply or report. |
| scmr= | If you cannot supply, please send us your credit memo against your invoice __________ |
| soli= | Our records indicate the next volume on our standing order is overdue. The last volume received was __________ Please send the next and following volumes. |
| somi= | Our records indicate we have a standing order for the above title. We have not yet received __________ Please send or advise. |
| suli= | Our records indicate the next issue on our subscription is overdue. The last issue received was __________ Please send the next and following issues. |
| sumi= | Our records indicate we regularly receive the above title on our subscription. We have not yet received __________ Please send or advise. |
| trp= | We were notified that the above title was temporarily suspended. The last issue received was __________ Has this title resumed publication? If so, please send all subsequent issues. |
| Code | Message |
|---|---|
| ccm= | We have not yet received your credit memo for this returned item. Please send us your credit memo against your invoice __________ |
| cmr= | Please send us your credit memo against your invoice __________ |
| Code | Message |
|---|---|
| deft | The copy of the above title which you supplied was received in damaged or imperfect condition. Please send us a no-charge replacement. We will hold the defective copy pending your instructions for disposal. |
| def= | The copy of __________ which you supplied was received in damaged or imperfect condition. Please send us a no-charge replacement. We will hold the defective copy pending your instructions for disposal. |
| Code | Message |
|---|---|
| dac= | Charge our deposit account __________ |
| dep | Charge our deposit account. |
| dp= | Our depository number is __________ |
| Code | Message |
|---|---|
| aul | Please send us the correct title on the same order number and rebill. If you cannot supply please report. |
| eisc= | In response to our order for the above title, we have received an ERROR-IN-SHIPMENT. We are returning the incorrect title unpaid and have lined the entry off your invoice______ |
| eisk= | In response to our order for this title we have received __________ which we will keep. However, we still need the correct title. Please supply the correct title on the same order number and rebill. |
| fsb= | We have received a duplicate book in response to the above order no. The first shipment was billed on your invoice __________ |
| rds= | We are returning the second book. It has been lined off invoice __________ PLEASE DO NOT ISSUE CREDIT. |
| Code | Message |
|---|---|
| cb= | The title listed above was billed on your invoice __________ We have not received this item. We have processed your invoice for payment. If you cannot supply, please issue us a credit memo. |
| ci | We have received this item. We have not yet received your invoice. Please send us your invoice. |
| ineu= | We have enclosed your invoice __________ unpaid. |
| ip= | We paid for this on your invoice __________ |
| ncp= | Item was lined off invoice __________ PLEASE DO NOT ISSUE CREDIT. |
| pay= | Our last payment was made on your invoice ______ |
Codes in this section may be used to sign correspondence. Depending on the space remaining in the memo line following the message, codes may be used in several ways. In example 4 the additional semicolons will provide blank space to allow for a written signature.
Examples: Codes: Will Print As: 1) s;aa=Ann May, 1) Sincerely, Ann May, Acquisitions Assistant 2) s;aa=AM, 2) Sincerely, AM, Acquisitions Assistant 3) s;aa= 3) Sincerely, Acquisitions Assistant 4) s;;;aa= 4) Sincerely, Acquisitions Assistant
| Code | Message |
|---|---|
| aa= | __________ Acquisitions Assistant |
| ac= | __________ Accounts Assistant |
| al= | __________ Acquisitions Librarian |
| as= | __________ Acquisitions Supervisor |
| da= | __________ Documents Assistant |
| sa= | __________ Serials Assistant |
| sl= | __________ Serials Librarian |
| ss= | __________ Serials Supervisor |
| Code | Message |
|---|---|
| addr | Please correct/update our address label to read as above. |
| ag= | Our records indicate we have a subscription for the above title through our agent __________ |
| con | Please refer to the above order no. in all future transactions regarding this title. |
| enc | Please see the attached. |
| ext= | We are receiving __________ extra copy/copies. |
| nv= | (Entire message is variable data.) |
| nyv | Enclosed is a New York State voucher to be signed and returned. |
| on= | Order no. __________ |
| pon= | Previous order no. __________ |
| rcv= | We have received __________ |
| rfnd | Please refund our payment. |
| s | Sincerely, |
| spl= | Please supply __________ |
| t | Thank you. |
| ti= | Title no. __________ |
| tys= | Thank you for sending __________ |
| yref= | Your reference __________ |
| Code | Message |
|---|---|
| @g;cat= | IRH KATALOG __________ |
| @s;cat= | EN SU CATALOGO DE __________ |
| ale | Please use attached label. |
| an= | Our account/customer/subscriber number is __________ |
| ann= | Announced for __________ |
| avl= | Available from:__________ |
| cat= | YOUR CATALOG/ITEM __________ |
| cbb | If you cannot send without charge, please send and bill us. |
| cbn | If you cannot send without charge, please quote the price before sending. |
| cd | Please supply compact disc only. |
| cfc= | Confirming our cable of __________ |
| cft= | Confirming our call of __________ |
| dmi= | Our records indicate that we receive the above title through our depository program. We have not yet received __________ Could your office supply a copy (or copies) directly? Please send or advise. |
| dnda | Please do not duplicate on approval/blanket plan. |
| exe | Please supply on our exchange. |
| exr | Prosim vyslat v poriadke knigoobmena. (NOTE: 2 lines on p.o.) |
| fch | Please supply microfiche edition. |
| flm | Please supply positive silver halide film. |
| gi | Please send the item listed above. If you cannot supply without charge, please send with your invoice. |
| gnp | Please send the item listed above. If you cannot supply without charge, please notify us of the price before sending. |
| hard | Please supply cloth ed. |
| knig= | Knigoobmen. Knizhn. letopis __________ |
| mlb | Please add our name to your mailing list and send us all future issues. If there is a charge for this material, please bill us. |
| mlfi= | Please add our name to your mailing list and send __________ and all future issues. |
| mlp | Please add our name to your mailing list and send us all future issues. If you cannot supply without charge, please notify us of the price before sending. |
| nsub= | THIS IS OUR _________ SUBSCRIPTION. |
| nyp | According to the information available to us, the title we ordered has not yet been published. |
| ordo= | We would like to order every __________ only. |
| pbc= | Please send us information regarding the price and availability of ____________ |
| pbe | Buy pbk if available and prebind. |
| pbi | Please send us information regarding the price and availability of back issues. |
| pbk | Buy paperback ed. if available. |
| pho | A photocopy would be acceptable. |
| ppce | *** PREPAID. CHECK ENCLOSED. *** |
| pr= | To substitute a price in a foreign currency for the $ price in the AMT field on OPR, type pr= [price in foreign currency] in NV field of OPR. Price in foreign currency will then print in Est. Unit price box of purchase order. Example: NV pr=DM45.00 |
| prx | To suppress printing of a price in the Est. Unit Price box of the purchase order, type prx in the NV field of the OPR. Prx must be the first code in the NV field. |
| pyl= | PER YOUR LETTER DATED __________ |
| pyq= | PER YOUR QUOTATION DATED _________ |
| rg | REFERENCE: The following title: (Note: This message prints in the Memo Reference line only). |
| rpl= | We would like to obtain a replacement for __________ Please send and bill accordingly. |
| rsb= | Please report before shipping if price exceeds ________ |
| rush | ******** PLEASE RUSH ******** |
| samp | Please supply current issue/volume as a sample. If there is a charge, please bill us. |
| sco | Please supply score and part(s). |
| supo= | Please supply __________ only. |
| vea= | Is volume/edition __________ available? Please send or advise. |
| vhs | Please supply VHS format. |
| xer | Please supply a paper copy. |
| xsub= | Our records indicate we have __________ subscription(s) with you for this title. |
| Code | Message |
|---|---|
| ifop | If title is OP, please search OP market & QUOTE before sending. |
| sea | Please search the out-of-print market. Do not supply until we have confirmed acceptance of your quote. |
| sqa | This accepts your offer for the above title at the price quoted. |
| Code | Message |
|---|---|
| boc= | The title listed above was received on our approval plan and is being returned because it is not wanted for our collection. The entry has been lined off your invoice __________ PLEASE DO NOT ISSUE CREDIT. |
| bod= | The title listed above was received on our approval plan and is being returned because it is a duplicate. The entry has been lined off your invoice __________ PLEASE DO NOT ISSUE CREDIT. |
| bop= | The title listed above was received on our approval plan and is being returned because it is out of the scope of our profile. The entry has been lined off your invoice __________ PLEASE DO NOT ISSUE CREDIT. |
| ocd= | This order was cancelled on __________ |
| rac= | We are returning __________ |
| rbk= | We are returning the enclosed item because ___________ |
| rdu= | __________ of the above title which you supplied is a duplicate. May we have your permission to return? We are holding the material pending your reply. |
| rei | We are returning the enclosed item. |
| ret | The enclosed title is being sent in response to your permission to return. |
| rfu= | This item was returned to you on __________ |
| rpcp= | We have received and paid for this item on your invoice ________ Our notice of cancellation was too late to prevent shipment. May we have permission to return this title for credit? |
| rpdu= | The item you supplied on your invoice ____________ is a duplicate of a title in our collection. May we have your permission to return this publication for credit? We are holding your invoice pending your reply. |
| rpp= | We have received this item on your invoice __________ This is an unwanted duplicate of a title in our collection. May we have your permission to return this publication for credit? Your invoice has already been processed for payment. |
| rs= | It was returned because it was __________ |
| rsq | We received this title in response to our out-of-print search request. Unfortunately you did not quote the price before sending the item as we had asked you to do, therefore we are returning the item unpaid. |
| rta= | We have already returned __________ |
| rtcr= | The title received in response to this purchase order was ordered in error. May we please have permission to return it for credit on your invoice __________ |
Table of Contents | Vendor Memo Codes--Alphabetical List
Rev. 1/16/96 dih