Purchasing Guidelines

Updated 10/15/2012 as per email from Steve Coffman (LSSI)

1. Buy from EDI-authorized wholesalers / vendors whenever possible. LSSI has set up accounts and EDI ordering with all of the major book and media wholesalers, and each of you has a processed account with at least one of these vendors. After October 15th, if a title is available from your regular EDI-authorized vendor (find them on the list below), we would ask that you purchase it from that authorized vendor. If you normally work with more than one authorized vendor (ie, Brodart and Baker & Taylor) then we ask that you check both authorized vendors before buying from an alternate source. If the item is not in stock at your authorized vendor, but it is at your alternate source, then you can order from the alternate source.

Here’s a list of LSSI authorized vendors
•Baker & Taylor
•Midwest Tape
•Recorded Books
•Quality Books – currently on probation for slim discounts and poor processing … but you can still use them … we would just recommend you use another authorized vendor if you have a choice.
•Scholastic – coming soon, wait for announcement
•Rainbow Books – coming soon, wait for announcement
•DVA – coming soon, wait for announcement

In practice, this means you should start your orders with your regular EDI-authorized vendor and order all titles you can from that authorized vendor. If you have a second authorized vendor, search any titles you did not find there, and if you still strike out, you can use whatever alternative source you choose. Taken together, these vendors can provide the vast majority of the current, in-print titles most public libraries buy and we believe you will be able to buy most of what you need from them without having to go to alternative sources, except upon occasion.

2. Order all titles from authorized vendors through Polaris using EDI. Whenever possible use Polaris and EDI to place your orders. This is certainly true for all of the authorized vendors, and we suggest you use Polaris for orders with alternative vendors whenever possible, as it will help you and HQ with your accounting. However, we realize that not all vendors – like Amazon and your local bookstore – accept POs or Polaris orders. If not, go ahead and use your credit card – but make sure to create a Miscellaneous Invoice in Polaris deducting the bill from the right account. If you are not sure how to create an Miscellaneous Invoice, get in touch with me (Steve Coffman) and we’ll show you how .. or rather remind you how, because this was one of the things we covered in your ACQ Training.

3. Order all titles processed, whenever possible. We realize some of you think you can save money by ordering material unprocessed. However, in most cases, we’ve found that this is a false economy, and what often happens is that things end up sitting around in the back room while you’re waiting for staff or volunteers to process them. When you add in cost of supplies and time, and the hassle and extra time it takes to order unprocessed, you are normally paying way more to do it yourself … and your patrons are paying too ... in the time it takes them to get a book. If you have any questions about just how much it can cost to order unprocessed, I’ve attached a very revealing study Germantown Library did of what it costs them to process -- it is no bargain. So get into the habit of ordering processed whenever you can. Meanwhile, we will be working with the vendors to reduce the price of processing. All of you should have processing profiles set up with at least one of the major authorized wholesalers listed above – and if you’d like to add another one (some libraries use three or more), just let us know and we’ll get you set up.