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Binding & Preservation

Procedures

  1. Each day circulation and the copy room will bring receipts to the bindery which need to be processed and taken to the Bursar for deposit. 
  2. Each deposit will be accompanied by worksheets generated by staff in circulation, the copy room, and the Director's Office(thesis/dissertation payments).
  3. Using these worksheets, count cash and total credit receipts to verify that amounts on the worksheets are accurate. 
  4. For each deposit, place cash and receipts in a separate clear zippered bag.
  5. Each deposit will be accompanied by individual handwritten (duplicate) receipts.  Add up credit and cash amounts and verify that these are accurate as well.
  6. Once amounts have been verified, initial worksheets at the lower right-hand corner.
  7. Next, amounts must be electronically entered into the TouchNet database: https://secure.touchnet.com/ucommercecentral
  8. Go to applications on the home tab.
  9. Scroll down to business office.  Then on the left-hand side click Sam Houston State University, offices, Bursars Office, Web Debt Deposits, New Deposit.
  10. Using the worksheets, create a separate deposit for each of the following accounts (when applicable): LBXE: general copy room receipts; LICC: interlibrary services or circulation desk courtesy cards; LILB: interlibrary services lost books; LBCD: circulation desk fines; LBTH: thesis.
  11. See tabs below for instructions related to each specific type of deposit.

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  1. At the end of the electronic entry process, three separate deposit receipt sheets will generated for each type of deposit.
  2. Write "Receipt #s:" followed by the receipt numbers related to the yellow duplicate receipts in the blank space immediately below "Report for Deposit #" on the deposit receipt sheet.  These numbers will also appear on the worksheets submitted by the various departments.
  3. It will look like this: Receipt #s: 130958-130961.
  4. If there is a voided receipt in the group, note that just below the valid receipt number, in the following manner: Receipt #s: 130958-130959; 130961-130965. Voided Receipt #: 130960.
  5. Any receipt not in sequence with the rest should be noted separately: Receipt #s: 130958-130961; 61773
  6. Once all receipt numbers have been written on the forms, fold on in half, print side outward.  This will be placed in the corresponding bag to be given to the Bursar.
  7. Set one copy aside to be filed in the Circulation Desk file cabinet.
  8. Set one copy aside with its corresponding worksheet.

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  1. Place the clear bags with deposits and receipts in a blue deposit bag and lock the zipper at the top.
  2. Take the bag to the Bursar and submit it to one of the clerks there.
  3. They will process the deposits and generate a receipt for each deposit.
  4. For each separate deposit, take the TouchNet-generated receipt, place it on top of the department worksheet, and then below that, place the Bursar receipt.  Staple these three documents together.
  5. Take each packet to the Director's Office.
  6. Place one copy of the TouchNet receipt in the file cabinet in Circulation.

Deposit Types

  1. UNDER Enter Credit Information
  2. Begin by typing LBCD in the Detail Code box.
  3. Enter the total amount of the deposit in the Amount box.
  4. Under Description, enter the date, followed by "Library Fines" so that it looks like this: 4/16/2016/Library Fines
  5. UNDER Enter Debit Information
  6. Under Tender Type, use the scroll down box to select cash first (if applicable)
  7. In the Amount box, enter the amount of cash deposit.
  8. Under description, enter CASH
  9. Continue this process for each tender type.
  10. Note that each tender type (excluding Visa and MasterCard which are combined) must be entered separately.
  11. Visa/MC are entered as PreAuth Visa under Tender Type and Visa/MC in the Description box.
  12. Debit cards are entered as DEBIT - DEPT under Tender Type and Debit Cards in the Description box.
  13. Discover is entered as PreAuth Discover under Tender Type and Discover Card in the Description box.
  14. American Express is entered as PreAuth AmEx under Tender Type and Discover Card in the Description box.
  15. Checks are entered as Paper Checks under the Tender Type and Paper Check in the Description box.
  16. Under Deposit Description, enter LIBRARY CIRCULATION DESK in the box provided.
  17. Click Validate at the bottom of the screen to verify that totals entered are correct.
  18. If amounts are incorrect, make appropriate amendments and click validate.
  19. Click "Make Deposit" to enter totals. 
  20. Select "Show printable detail." 
  21. Select "Print."
  22. Print out three copies of the deposit slip.  One will go to the Bursar, one goes to circulation, and one is for the Director's Office.
  23. Select "new deposit" on the left to begin a new deposit.
  1. UNDER Enter Credit Information
  2. Begin by typing LBXE in the Detail Code box.
  3. Refer to the Copy Services Worksheet.
  4. In the lower left there is a space for Net Deposit.
  5. Enter this net deposit in the Amount box.
  6. Under Description, enter the date, followed by "Copy Room" so that it looks like this: 4/15/2016/Copy Room
  7. Refer again to the Copy Services Worksheet.
  8. In the lower left there is a space for Tax Deposit.
  9. In TouchNet, enter code TAXA  just below where the net deposit was entered.
  10. Enter the tax amount in the Amount Box.
  11. Under Description, enter the date, followed by "Sales Tax" so that it looks like this: 4/15/2016/Sales Tax.
  12. UNDER Enter Debit Information
  13. Under Tender Type, use the scroll down box to select cash first (if applicable)
  14. In the Amount box, enter the amount of cash deposit.
  15. Under description, enter CASH
  16. Continue this process for each tender type.
  17. Note that each tender type (excluding Visa and MasterCard which are combined) must be entered separately.
  18. Visa/MC are entered as PreAuth Visa under Tender Type and Visa/MC in the Description box.
  19. Debit cards are entered as DEBIT - DEPT under Tender Type and Debit Cards in the Description box.
  20. Discover is entered as PreAuth Discover under Tender Type and Discover Card in the Description box.
  21. American Express is entered as PreAuth AmEx under Tender Type and Discover Card in the Description box.
  22. Checks are entered as Paper Checks under the Tender Type and Paper Check in the Description box.
  23. Under Deposit Description, enter LIBRARY COPY SERVICES in the box provided.
  24. Click Validate at the bottom of the screen to verify that totals entered are correct.
  25. If amounts are incorrect, make appropriate amendments and click validate.
  26. Click "Make Deposit" to enter totals. 
  27. Select "Show printable detail." 
  28. Select "Print."
  29. Print out three copies of the deposit slip.  One will go to the Bursar, one goes to circulation, and one is for the Director's Office.
  30. Select "new deposit" on the left to begin a new deposit.
  1. At times, the copy room will receive payments for administering copy services to other universities.
  2. The code for this deposit is LICC.
  3. A separate worksheet will accompany the deposits related to LICC amounts.
  4. Enter funds in the same method as those related to the circulation desk (see tab) as no taxes are assessed for LICC amounts.
  5. In the Description box, enter the date followed by ILL/ILS so that it looks like this: 4/15/2016/Ill/ILS.
  6. Under Deposit Description, enter INTERLIBRARY SERVICES in the box provided.
  1. Occasionally, the copy room will make deposits related to payment for lost interlibrary loan items. 
  2. The code for this deposit is LILB.
  3. A separate worksheet will accompany the deposits related to LILB amounts.
  4. Enter funds in the same method as those related to the circulation desk (see tab) as no taxes are assessed for LILB amounts.
  5. In the Description box, enter the date followed by ILS LOST BOOK so that it looks like this: 4/15/2016/ILS LOST BOOK.
  6. Under Deposit Description, enter INTERLIBRARY SERVICES LOST BOOKS in the box provided.
  1. The Director's Office receives deposits related to thesis and dissertation binding.
  2. The code for this deposit is LBTH.
  3. A separate worksheet will accompany the deposits related to LBTH amounts.
  4. Enter funds in the same method as those related to the Copy Room (see tab) as taxes are assessed for LBTH amounts.
  5. In the Description box, enter the date followed by LIBRARY THESES so that it looks like this: 4/15/2016/LIBRARY THESES
  6. Under Deposit Description, enter LIBRARY THESES AND DISSERTATIONS in the box provided.
  1. Occasionally, overages or shortages will occur.
  2. These must be noted in TouchNet.
  3. Shortages are entered in the bottom portion of the screen UNDER Enter Debit Information.
  4. Select code SHOL under detail code.
  5. Manually enter "Cash short library" under description.
  6. Enter amount.
  7. Overages are entered in the top portion of the screen UNDER Enter Credit Information.
  8. Select code OVRL under detail code.
  9. Manually enter "Overage" under description.
  10. Enter amount.

 

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