ACQ – ADMIN – TPC Important Procedures

Sales People
Visiting salespeople need an appointment authorized by the Director or Head Librarians

Telephone sales people may be referred to Acquisitions:
By phone: 228-539-0110 x 105
Acquisitions will forward information to the Head Librarians, and Branch Heads as necessary

Harrison County Library System does not accept: On Approvals or Previews that would need to be returned to the vendor

Notify Acquisitions
Acquisitions should be notified prior to purchases being made with visiting sales people, or as soon as possible.
Acquisitions can issue a Purchase Order, but at least must know to expect an invoice.

Invoices
Harrison County Library System libraries are Tax Exempt – a vendor must not add tax to an invoice.

Biloxi Libraries (BC,MS,WB,WT) purchases may be grouped together on one invoice
Gulfport Libraries (GM,OG) purchases may be grouped together on one invoice
D’Iberville, Pass Christian and Saucier would each need separate invoices

Shipping
Library materials that are to be cataloged should be Shipped direct to the Harrison County Library System
Acquisitions Dept. 12135 Old Hwy 49 Gulfport, MS 39503

Purchases made at local stores : Walmart /Target
Make two copies of the Purchase Order and store receipt to send on the delivery – one for Bookkeeper and one for Acquisitions

Order Cards
Hand delivered items or purchases from local stores need “Order Cards” written up to accompany each title to TPC on the delivery

Please note that it is very important that Order Cards be filled out correctly to ensure accuracy for the Annual Audit !
In the price block on the card write GIFT or the List Price or Price Paid $ (for purchases) – catalogers enter this into specific fields
Annual reports are pulled using catalog field data and will only be as accurate as the information entered in those fields.