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 University

771 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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