[Evergreen-acq] How do you handle substitutions from vendors?

[Tiffany Little]

Hi Jane,

Well, my initial answer was going to be the same as Kate's. :) But since
you said this is something you're opting into, my answer would probably
depend on how they're invoicing you for it, especially if they're doing EDI
invoicing.

If, when they invoice you, they consider it a 1:1 substitution and they use
the same line item ID (sometimes also on your paper invoice) to bill you
for that title, I would consider it the same item as well. If there's a
price difference, I would just adjust the price on my Acq invoice to match.

If you want some sort of record that they subbed a different edition, you
could consider creating a cancel reason like "Different Edition
Substitution" (keep debits=t, so we don't delete our fund debit), and
marking that lineitem with that cancel reason before receiving it.
Obviously it won't keep the cancel reason once you receive it, but it will
show up in your line item history. Or you could just do a lineitem note.
Oh, or you could do a Line Item Alert and make a code like "Edition
Substitution", but you also still get the benefit of a little note field if
you want to include what edition was subbed. You can apply a line item
alert even after it's received, if you want.

On the other hand, if they consider it a completely different item when
they invoice you, I would still probably create a new cancel reason for
"Different Edition Substitution" (keep debits=f in this scenario), and
cancel that lineitem which would also cancel the fund debit. Then on the
invoice, create a direct charge for the item which would create a new
debit. My brain logics this as they did kind of cancel your original
request for that item, but they're empowered to select and invoice you for
a slightly different one.

Depending on how often they're doing it, all of that may be too much
overhead for your taste. I just like it because it's specific about what
happened.

Tiffany

Tiffany Little, PINES Services Specialist: Acquisitions

------------------------------

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On Wed, Apr 28, 2021 at 1:57 PM Jane Sandberg <sandbej at linnbenton.edu>
wrote:

> Thanks, Kate!  I agree -- this would be a really weird thing for a book
> jobber to do of their own volition.  However, this is an optional service
> that we have opted into -- we like not having to wait for them to try to
> track down a weird out-of-print edition when they have the new one sitting
> in their warehouse. :-)
>
> On Wed, Apr 28, 2021 at 9:09 AM Kate Coleman <kcoleman at jeffcolib.org>
> wrote:
>
>> This would be unacceptable to us. It is not what we paid for. If what we
>> paid for is not available, while we would not allow substitutions, we would
>> appreciate the knowledge of a potential substitution to add to a future
>> order.
>>
>>
>>
>>
>> Kate Coleman, MLIS
>> Technical Services Manager, Jefferson County Library
>> Missouri Evergreen Consortium
>> 5678 State Rd. PP
>> High Ridge, MO 63049
>> 636-677-8689
>> Fax: 636--677-1769
>> kcoleman at jeffcolib.org
>>
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>> On Wed, Apr 28, 2021 at 10:55 AM Jane Sandberg <sandbej at linnbenton.edu>
>> wrote:
>>
>>> Hi acquisitions colleagues,
>>>
>>> Occasionally, our vendor will substitute one edition for another (say if
>>> the edition we ordered is unavailable).
>>>
>>> How do you handle cases like this?
>>>
>>> Thanks!
>>>
>>>   -Jane
>>>
>>> --
>>> Jane Sandberg
>>> Electronic Resources Librarian
>>> Linn-Benton Community College
>>> sandbej at linnbenton.edu / 541-917-4655
>>> Pronouns: she/her/hers
>>>
>>> Library instagram: @lbcc_library
>>> <https://www.instagram.com/lbcc_library/>
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>
>
> --
> Jane Sandberg
> Electronic Resources Librarian
> Linn-Benton Community College
> sandbej at linnbenton.edu / 541-917-4655
> Pronouns: she/her/hers
>
> Library instagram: @lbcc_library <https://www.instagram.com/lbcc_library/>
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