Cancelling Unpaid Orders

Overview:

Orders written by Preservation Staff (not Houghton Staff), that remain unpaid for more than 90 days are to be cancelled.

Original materials, if they have been brought to G-81, should be returned to the owning repository.

Details:           

** Do not cancel orders written by Houghton Staff. Houghton has its own cancellation policy. **

** All payments must be deleted before cancellation. A cancelled order cannot contain payment information. **

1. Orders for material from non-Aeon repositories:
   1. Cancel both Transaction and Order together from “Detail” tab.
      
      1. From the dropdown menu under the “Cancel” button, select “Invoice unpaid for over 90 days.
      2. Check the “Send email” box
      3. Check the “Edit email” box if you wish to review or edit the email before sending.
      4. Click “Cancel Request." An email will be sent to the patron letting them know that the order has been cancelled.
   2. If original material may be returned without intervention from the Owning Repository:
      • Return to Widener circulation desk.
      • Write or stamp “Cancelled >90 Days” on job ticket and file.
   3. If owning repository must pick up the material:
      • Notify them by email that original is ready for pickup
      • Put original on "Ready for Pickup" shelf in storage cabinet with original job ticket, and label with appropriate owning repository magnet.
      • When picked up, have owning library sign job ticket, indicating pickup, and deliver a stamped copy of the job ticket to patron for the guard desk.
      • Write or stamp “Cancelled >90 Days” on original job ticket and file.
        
        
2. Orders for material from Aeon repositories:
   1. For “DRS retrieval”-only orders where no physical object is present:
      1. Cancel both Transaction and Order together from “Detail” tab.
      2. From the dropdown menu under the “Cancel” button, select “Invoice unpaid for over 90 days.
      3. Check the “Send email” box
      4. Check the “Edit email” box if you wish to review or edit the email before sending.
      5. Click “Cancel Request." An email will be sent to the patron letting them know that the order has been cancelled.
   2. For orders involving physical library materials (books, papers, photos, manuscripts, etc.):
      1. Cancel Order only by cancelling from “Billing” tab. (Circulation Queue should remain unchanged, and will probably read "In Photoduplication" or "In Imaging Services.")
      2. Add Aeon flag "Ready for Pickup from G-81" to the order. This flag will be visible to the Owning Repository.
      3. If desired, contact owning repository by email to let them know that the order has been cancelled, and that material can be picked up from Imaging Services (if it has already been delivered), or that the material may be re-shelved if has been put on hold.
      4. Put original on "Ready for Pickup" shelf in storage cabinet with original job ticket, and label with appropriate repository magnetic label.
      5. When picked up, have owning library sign job ticket, indicating pickup, and deliver a stamped copy of the job ticket to patron for the guard desk.
      6. Write or stamp “Cancelled >90 Days” on original job ticket and file.
         
         

Cancellation is complete.