Some years ago (1992+) there was a flurry of activity and discussion about
"firm pricing."  Publishers generally do not set prices for the next
subscription year until the fall, ie. Sept. or Oct. 1999 for 2000
subscriptions.  Most of the large subscription agents began compiling
information about what was a "firm" or definitive price as opposed to an
estimated price (usually last year's price).  Some designation for firm
price was incorporated into most of their invoices.

Many libraries like to prepay the renewals fairly early, in some cases
earning prepayment credits.  However, an invoice generated in August or
September (or even October) would likely have a predominance of estimated
prices because the agent has not yet received the firm price from the
publisher.  When the actual price is learned, the agent compares it to
what was already billed, and if necessary, invoices the library for an
additional amount. (sometimes you may receive a credit, mostly for foreign
publications where currency conversion rates vary from day to day.)

The library community tried to put pressure on publishers to set prices
earlier (to avoid problems with mid-year budget cuts, to accomodate
faculty review for cancellation, to avoid staff time in posting added
charges, to name a few of the reasons).  Some success was achieved, but I
sense that most publishers are setting prices as they always used to.

I believe you experienced what most of us who have been around awhile are
accustomed to see, added charge invoices from our agent after the firm
price has been established by the publisher.

I recommend that you talk with someone at your subscription agent who can
help you better understand how the invoice process works for that agent,
including how to identify firm versus estimated prices on your invoices.
You may also wish to change the timing for your main renewal invoice, or
ask to only be invoiced when a firm price is known.  Talk to other
colleagues in your area or in similar libraries to see how it works for
them.

At my library we do not do a final reconciliation of our serials funds
until February (we operate on a July-June fiscal year). The estimated
amount to cover all our renewals is set aside at the very beginning of the
year, if funds are left at the reconciliation time we allow them to be
released for other purchases.

Susan Davis

############################################################################
Susan Davis
Head, Periodicals
Central Technical Services
University at Buffalo
Lockwood Library Bldg.
Buffalo, NY  14260-2200
(716) 645-2784
(716) 645-5955 fax
unlsdb@acsu.buffalo.edu

> ---------- Original message -----------
> Date: Tue, 7 Dec 1999 18:50:04 -0600
> From: Len Cazares <lcazares@LAREDO.CC.TX.US>
> Subject: Hello and SOS!
>
> Hello,
>
> My name is Len Cazares and I am new to the list.  I have just become
> serials librarian, since I was already periodicals librarian.  My problem:
> I recently received an invoice with price adjustments for our periodical
> subscriptions and have just been made aware three titles have increased a
> total of $1000, since the quote I was given this past summer!  I've told
> our vendor rep I didn't have the funds to pay it and to cancel our
> subscriptions immediately.  He told me I have to pay the invoice anyway,
> that they don't have control over this.  I'll be speaking with his
> supervisor, and alas, will have to inform my director.  Any suggestions on
> how to proceed with this situation?  Also, I've just begun reading Chen's
> book, "Serials Management: A Practical Guide," 1995.  Any other
> recommendations of books or articles to read to bring me up to speed?
> Thank you for just being there; I don't feel so alone.
>
> Sincerely,
>
>
> Len Cazares,Periodicals and Serials Librarian
> Harold R. Yeary Library
> Laredo Community College
> One West End Washington Street
> Laredo, TX 78040
> 956.721.5280
> 956.721.5447 fax
> lcazares@laredo.cc.tx.us