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                                   Interlibrary Loan financial processes – 
                                   Invoice from BL and to BL to be done 
                                       at the beginning of every month 
            British Library Monthly Statement 
                  The BL Statement comes into the Interlib inbox.  
                                 (customer-services-accounts@bl.uk.  British Library Invoice.)
                  Forward the email to Paula Fountain (Finance & Admin Officer).
                  Open the email, then open the account PDF at the bottom.
                  The first page should look something like this…
                   If there are any other payments listed, or something doesn’t look right, then 
                   please check with Leon or Ann.
                  We may have been paid for a ‘supplied to other libraries’ claim (and there might be 
                   a minus figure on a ‘Transfer VCHG’ lines).  Scroll down the invoice until you find 
                   the ‘minus’ payments to us (they will be shown with our PORT…. invoice number & 
                   date of invoice). 
                  Look in the Invoices sent to BL – from Jan 2021 folder (K-drive, procurement, ILL), 
                   and the Word document Invoices sent to BL… Check the amount paid matches the 
                   amount charged (our figure for photocopies will be minus VAT, while the BL one 
                   may have VAT added).  Enter the date of the BL invoice paid.
                  Move the BL Account email to the BL Statements folder for the relevant year.
                  Delete ‘digital source/scanned from print’ email requests for items now paid for from
                   the Requests from other Libraries folder in the Interlib inbox. Only delete emails 
                   requesting print loans if they have ‘returned/date’ in the notes field of the ILLs to 
                   external institutions spreadsheet (we will keep details of print loans in the email 
                   folder until the books have been returned to us).
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                  Delete ‘digital source/scanned from print’ lines for items now paid for from the ILLs 
                   to external institutions spreadsheet. Only delete lines for print loans if they have 
                   ‘returned/date’ in the notes field (we will keep details of print loans on the 
                   spreadsheet until the books have been returned to us).
                   https://docs.google.com/spreadsheets/d/1N4ucqsft6pOhZK_QqLiaL--
                   0TB3rrlkwuh3SQgcgzwU/edit#gid=0
            Claiming payment for items supplied to other Libraries through ILL
            If possible, do the claim once a month at the beginning of the month, for items sent the 
            previous month. 
            Items we have supplied are added to the ‘ILLs to external institutions spreadsheet…
            https://docs.google.com/spreadsheets/d/1N4ucqsft6pOhZK_QqLiaL--
            0TB3rrlkwuh3SQgcgzwU/edit#gid=0
            For non-Conarls libraries we charge 
                                                 £17.15 for print books
                                                 £6.10 for digital source articles or chapters 
                                                 £10.65 for scanned from print articles or chapters
            Conarls members are charged £6.00 for all items supplied (print books and articles) 
            20% VAT will be added automatically to digital source/scans/photocopies when we invoice 
            the BL (VAT currently not being charged by BL?)
            If we have received any requests for NHS Libraries (such as QA, St. Mary’s or Tatchbury), 
            or other institutions which don’t have a BL account, ignore them as we can’t claim for 
            these.  Add details to the No payment claimed… list in the Invoices sent to BL – from Jan 
            2021 folder (K-drive, procurement, ILL) 
            Doing the BL claim
            Go to - https://forms.bl.uk/document-supply/reimburse.aspx
            Complete the ‘your details’ section with the following information…
                  Customer code (87-0575)
                  Directory of Library code (XW/C-3)
                  Claim reference number (PORT00..) – check the Word document Invoices sent to 
                   BL, in Invoices sent to BL – from Jan 2021 folder (K-drive, procurement, ILL), to 
                   work out the next invoice number.
            Click on NEXT, which will take you through to another page. 
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            Make sure you put each item you’re claiming for under the correct part of the form – 
            LOAN for print loans  
            COPY for digital source/scans/photocopies.
            Get the following information for items we haven’t claimed for yet from the spreadsheet, 
            checking for ‘Y’ in the Conarls column - as you go along add the price charged and 
            PORT… invoice number to columns ‘j’ & ‘k’ of the spreadsheet.
                  Customer code of the Library we supplied to (begins ’87-‘ or ’88-‘, except for Ireland
                   which begin ’16-‘).
                  Reference number of their request (such as 44PLY0132016 or SA0363)
                  Price we are charging them (don’t include the ‘£’ sign on the claim form) – 
                       o  Conarls libraries   - £6.00 for print books & digital source/scans/photocopies 
                           (20% VAT is automatically added for digital source/scans/photocopies).
                       o  Everyone else  
                              -   Print books = £17.15
                              -   Digital source = £6.10
                              -   Scanned from print = £10.65 
                              -
                       o (20% VAT is automatically added for photocopies/scans) – BL not currently 
                           charging VAT?
                              -
                       o If you need to check anything, the original email requests are filed by month 
                           in the Requests from other Libraries folder in the Interlib inbox.
            Click on ‘VALIDATE’ to keep adding claim lines.
            DON’T SUBMIT YET!
            When you’ve added all the above information (not forgetting to ‘VALIDATE’ the last claim 
            entry), save a copy for our records (control p, click on arrow next to ‘Destination’ and 
            choose ‘save as PDF’) – name it ‘PORT00… Invoice to BL’ and save to the Invoices sent 
            to BL – from Jan 2021 folder (K-drive, procurement, ILL)  -  you need to do this   BEFORE  
            you submit it. 
            Now click the ‘SUBMIT’ button.
            Email a copy of the invoice PDF to Paula Fountain and add details of the claim to the 
            Word document Invoices sent to BL…    in  the Invoices sent to BL – from Jan 2021 folder (K-
            drive, procurement, ILL).
                                                                       Amended: Ann Head (02/08/22)