There are 2 types of Outgoing Invoices. The Digital loan invoice is the report used when high resolution images are sent instead of physical specimens. NPL Loan Invoice is used for traditional loans where physical specimens are pulled from the collections for study.
All outgoing loans processed by NPL must have a folder in the DocLib/Loans folder. If the borrower does not already have a sub-folder in the main Loans folder, create one and name it using the following naming convention:
Borrower last name, Borrower first name
Since a printed copy of the invoice will also be kept in-house, check the Loans filing cabinet to see if there is already a folder for the borrower. If you don't find the borrower, you will need to make a new folder. Folders are kept in the office supply cabinet, and simply fill out the tab using the same naming convention.
Digital loans will have a single printed copy of the 'Digital Loan' invoice on white paper. This gets filed in the Loans filing cabinet. A PDF version of the invoice will be put in the DocLib/Loans/(borrower) as well as in the Dropbox folder with the images.
Traditional loans must have 3 printed copies of the Loan Invoice. One on pink paper, and the others on regular white paper. One white copy is filed in-house. The other two copies, one pink and one white, are sent to the borrower. The borrower will check the loan in, and return one of the copies of the the letter to us with any comments or corrections. This gets filed as soon as any amendments are made.
The query that controls all the loan forms lets you search on different criteria. For the outgoing loan invoice, the Role and Loan number are required. By narrowing down the query to only grab information for the borrower of a specific loan, you limit the results a single entry for each specimen associated with the borrower of the loan. Selecting the role of borrower also gives the report the information it needs to address the letter to the borrower, and not the preparer, staff, student or other. When creating an invoice for a student, instead of borrower select sponsor. This will insert the information of the person who is taking responsibility for the loaned material.
When you click 'ok', you will be dropped into a loading page. How long the report takes depends on how many specimens are involved in the loan. For most non exhibit loans, this process is quick.
In this example, the invoice is auto populated with the data associated with loan 510.
Digital Loan paperwork has a couple of important differences.
These invoices do not include quantity of images, nor do they have a return by date. The most important difference is the final page, which outlines NPL's terms and conditions for using our images in print or presentation, by both researchers and commercial interests.
The information included in the invoice is meant to 'stand in' for basic data that is found on a specimen label. Adjustments will be made to this data as our reports mature and we receive feedback from borrowers.
Things to know:
Some important points to note
When you generate an invoice without designating the Borrower role, the invoice generates one specimen loaned line for each person who has a role in the loan. It does not tell you it's doing this, but the report generator is set up to only let a specimen number be filled in once per loan. This way, if you see a bunch of lines with the same specimen data, but only 1 has a number, you know something is up.
Take this loan to Dr. Jim Sprinkle, for 3 specimens that he's working on here in the lab. He's assigned Research of Campus loan #507. Ann Molineux authorized the loan, and Angella Thompson did the paperwork and moved the specimen.
