Communications with Vendors and Publishers
Purpose: Outline of steps taken to order and cancel periodical subscriptions with the necessary verification and order record documentation.
I. Cancels when working with our vendors
- Send e-mail to representative with list of titles to cancel
- Vendor will verify receipt of the cancel request
- Vendor will send official followup (eg. Harrassowitz)
- Update the order record
- Change status to ‘z’ if 763 or 763e. If a 767 (standing order) wait till end of calendar year.
- Add dated note to with succinct rational and/or Head of Collections initials
- If cancel request comes from FY changes spreadsheet, be sure to indicate action taken in appropriate column. Spreadsheet on S:/Serials/year Serials changes with notesDR.xlsx
- Follow up as needed with vendor and/or publisher
- For EBSCO, EDI version of the renewal will flag (in red) any record with a ‘z’ status (For Harrassowitz steps 2 and 3 above should suffice)
II. When dealing with the publisher directly
- Best to start with a phone call
- Request verification sent via e-mail
- Update order record with note and status change
- If mid-year, process may include check receipt for balance of subscription
- Take check to Alice; supply fund code
- Note in order record that refund received
Note: When working with very small publishing houses, verify everything and be prepared to play phone tag and get passed around. Document successful contact in order record.
III. Steps for adding a journal subscription with a vendor
- Check their website (EBSCOnet or Otto to see if they carry the title).
- See Process for setting up journal order records.
- Send e-mail to representative requesting additional title. Be sure to include our account number, ILS/order record # and the fund code and the title. Make sure you have selected the correct format and pricing category. May need to consult Head Coll if tiered pricing a factor.
- Vendor will send confirmation.
- Should receive an invoice (1-2 weeks) or journal starts arriving (6+ weeks depending on source). EBSCO pays up front before journal issues received so there should no question of payment if delivery is delayed. If a direct payment to the publisher, generally have longer cycle to allow check clearance. Varies according to the publisher’s policy. Tip: if you know publisher will not put in until payment received, GCY the check to expedite the UM check issuing process.
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