Page 174 - DLIS003_LIBRARY ADMINISTRATION AND MANAGEMENT

Unit 9: Acquisition Section

The bills relating to the books accessioned are then handed over for Bill Passing Work while the Notes
books are sent to the Technical Department for processing. The cards belonging to them, after
noting the date of accessioning and the Accession Numbers, are filed in a way labelled as
“Books-in-Process”.

Task List the precautions would you take in accession of books.

9.4.6 Passing of Bills

The various jobs involved in the Bill Passing Work are:
Checking

Certifying
Passing
Transmitting
A serious risk involved in Bill Passing Work is either double payment or over-payment. Sufficient
caution should be exercised to avoid both. When verified and found correct a certificate to that
effect should be famished on each bill. This should read as:
“Certified that the net published prices at the approved rates of conversion have been charged,
and agreed rates of discounts have been allowed.”
Each certified bill together with the Accession Register should be placed with the librarian for
the final passing. He should satisfy himself after checking the bill and the corresponding entries
in the Accession Register. He then should put his initials on the Accession Register and pass the
bill for payment.

This is done by writing at the bottom of the bill the words “Passed for Payment” and putting his
signature and office seal below. The passed bills are then transmitted to the Account Section for
effecting the payment.

!
Caution Every bill should be carefully scrutinized by checking the calculations and totals,
the conversion rates, and the trade discounts provided.

Self Assessment

Fill in the blanks:
14. When loose issues of periodicals are bound into a volume, they are given
…………………………….
15. All the books and documents received in the library are taken into its stock by a process
called ……………………..

16. The ………………………. is the basic record in the library about each document forming
part of its collection.
17. All the ……………….. books are entered in the order of the bills.

18. A serious risk involved in …………………………….. is either double payment or over-
payment.

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