Mark D. Winek Unit Head, Electronic Resources & Serials 202-687-0774 |
I recalled this has happened to us in the past and we paid up as well. Fortunately, the amounts were not large so our budget was able to absorb them. I think the responsibility is on both party. In some cases, when the vendor forgets to invoice us for an electronic resource we end up losing access. In many cases, all of this is automated and sometimes that fails. Having access is critical for us so we keep on top of the invoices. I oversee many of the invoice processing so I have an idea as to when invoices should be arriving. I review my list about once a month. I have about two vendors that I have to remind them every year about invoicing us.
We currently don’t have an ILS that provides triggers on subscription terms but having that in place can be helpful.
-Michael
Michael A. Wood
Assistant Head, Resource Management &
Qatar Liaison Librarian
Weill Cornell Medicine
S. J. Wood Library & C. V. Starr Biomedical Information Center
1300 York Ave., C-115
New York, NY 10065
From: Serials in Libraries Discussion Forum [mailto:SERIALST@LISTSERV.
NASIG.ORG ] On Behalf Of Abbigail C Gregg
Sent: Monday, March 27, 2017 10:57 AM
I would third these two responses and say that if we received the issues and it wasn’t our intention to cancel it, then we’d pay for them. I usually pursue vendors if I know something is due for renewal and I’ve not received an invoice by a few weeks before it’s due, but either way I assume you planned on paying for it had they sent an invoice.
Abbigail Stauber
Library Technician
724.847.6693 | acgreg@geneva.edu
From: Serials in Libraries Discussion Forum [mailto:SERIALST@LISTSERV.
NASIG.ORG ] On Behalf Of Beth M. Johns
Sent: Monday, March 27, 2017 10:53 AM
To: SERIALST@LISTSERV.NASIG.ORG
Subject: Re: [SERIALST] retroactive invoicing
I'm pretty sure we just pay it. Though we tend to follow up with the vendor as soon as we notice the lack of an invoice, something simple like, "FYI, we have not received an invoice for our 2017 subscription -- can you send another?" Most of our subscriptions are handled through an agent though.
Beth M. Johns, MLIS
E-Resources Librarian
Saginaw Valley State University
Melvin J. Zahnow Library
From: Serials in Libraries Discussion Forum <SERIALST@LISTSERV.NASIG.ORG> on behalf of Wical, Stephanie Helen <wical@BU.EDU>
Sent: Monday, March 27, 2017 10:49 AM
To: SERIALST@LISTSERV.NASIG.ORG
Subject: Re: [SERIALST] retroactive invoicing
We just pay up. We don’t have a formal policy, but we do have a reputation that we need to uphold.
Best regards,
Stephanie
Stephanie H. Wical
Electronic Resources & Acquisitions Librarian
Mugar Memorial Library
Boston University771 Commonwealth Avenue
Boston, MA 02215
Phone: 617-358-3967
E-mail: wical@bu.edu
From: Serials in Libraries Discussion Forum [mailto:SERIALST@LISTSERV.
NASIG.ORG ] On Behalf Of Mark Winek
Sent: Monday, March 27, 2017 10:41 AM
To: SERIALST@LISTSERV.NASIG.ORG
Subject: [SERIALST] retroactive invoicing
What do you do when a vendor fails to invoice you for a subscription, then retroactively charges you during the next subscription term?
We've had a few cases of this lately: a vendor fails to invoice us for a subscription. Entering the next subscription term, they come to invoice us for the new term and notice that they failed to invoice the for the previous term. Therefore, they decide to invoice for the upcoming subscription term and for the previous subscription term.
How do you handle the vendor in this case? Does your institution have policies on how to manage these issues?
Thank you!
Mark Winek
Georgetown University
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