RESOURCE CENTRE MANUAL
HEALTHLINK WORLDWIDE
when you placed the order, and the material turns out to be expensive, you
can consider whether to go ahead with the purchase.
Most suppliers send the materials after receiving payment. However, a
supplier who knows your organisation may agree to send the material
immediately, with an invoice.
Most overseas suppliers accept a cheque drawn on a bank in their own
country or from a £ sterling or US dollar account, or a credit card such as Visa
or Mastercard. Some provide their bank details so that they can accept
payment by bank transfer. Sending cash by post is not recommended.
3. If payment needs to be made in foreign currency, your accounts department
should write to your organisation’s bank, attaching the pro-forma invoice,
and requesting a bank draft in the foreign currency. Send the bank draft to the
supplier.
4. Remember to keep copies of all correspondence and transactions in the
‘Orders file’, so that you can follow up orders and ensure that the materials
arrive. Keep a note with each order of the source of the information, such as
a publisher’s catalogue, resource list or acquisitions bulletin. This is useful
in case of any queries relating to the order.
5. Check the ‘Orders file’ regularly, for example, every two months. If materials
have not been received, send a reminder.
14 SECTION 4: DEVELOPING THE COLLECTION