Agency Method:

The jobs included in the case of the agency method can be listed as follows: Sending list of periodicals asking for pro-forma invoice from the agent Scrutinising the received invoice Seeking and obtaining clarifications, if needed Estimating the cost involved Obtaining sanction for advance payment Making payment to the agent Getting proof of remittances made by the agent Noting information regarding payments. The library must prepare a list of periodicals to be subscribed to. This could be in two parts - renewals to be made and new titles to be ordered. In both cases complete details of every item listed should be given like the full title, the name of the sponsor, name and address of the publisher, the periodicity, the subscription for the previous year and the volume and year, and the month and year for renewal, etc. This list is sent to the agent asking for a pro-forma  invoice. The agents sends the pro-forma invoice quoting the current subscription for each item in the list in the respective national currencies  and stating the total  amount involved in Indian rupees, the conversion rates  applicable, the handling  charges involved, and the discounts ad-missible, The net amount payable and the advance amount required will also be indicated by  the agent. On receipt of the invoice the library should check each item with the order list and satisfy itself about the correctness of the item invoiced and the total amount. Action must be initiated then for obtaining sanction for the advance payment to the agent and for the release of the required money. The advance is paid to the agent only after he has executed a bond on  stamped paper incorporating the terms and conditions of supply and the details of the advance