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Claim order items

Use the Missing Order Items screen to claim and cancel order items that are missing.

Find, filter, and search missing order items

  1. In the left panel, click Orders.
  2. Click Missing Order Items. The Missing Order Items screen displays all missing order items, past and present, by default.
    • Results are sorted alphabetically by name.
    • To change the sort order, click any column heading.
    • To customize the column headings that appear, see Configure columns below. By default, not all column headings are visible.

Filter missing order items

Missing order items can be filtered using the filters at the top of the page. To customize the filters that appear, see Configure filters, below.

To apply filters to missing order items:

  1. Click the filter name.
  2. Select the values you want to apply. You can select one or more. When more than one value is selected, the system searches for any of the selected values.
  3. Click Apply.
  4. (Optional). To remove the filter, click Reset.
Filter descriptions

Some filters need explanation:

Filter Description

Acquisition Type

One-Time, Subscription
Claims

Number of times claimed. Range: from n to n

Example: "2 to 8" finds items that you have claimed at least twice but not more than eight times.

Last Claimed Date range: days ago
Material Type Filter items by what kind of item they are (books, maps, articles, Internet resource, etc.)
Order Date Date range: n days ago
Processing Type Monograph, Serial, Electronic Product
Purchase Status No, invoiced, paid, partially invoiced, partially paid
Shipping Type Standard, express, next day, other
Title

Free text search

Vendor Free text search
Examples of combining filters to find items

For all of the below, set the Processing Type to Monograph and Acquisitions Type to One-Time to exclude serials, e-products, and subscriptions.

  1. Items that have not arrived in the expected time for that vendor
    1. Set the Claims filter to 0 claims made
    2. Select one or more Vendors
    3. Set the Order Date filter to the desired number of days for the selected vendors (e.g., 30 days since Order Date for vendors A, B, and C)
  2. Items that have not arrived in the expected time for that material type
    1. Set the Claims filter to 0 claims made
    2. Select one or more Material Types
    3. Set the Order Date filter to the desired number of days for the selected vendors (e.g., 20 days since Order Date for Books, DVDs, etc.)
  3. Rush orders that must be claimed immediately
    1. Set the Claims filter to 0 claims made
    2. Set Shipping Type to Express and/or Next Day
  4. Pre-paid items that must be claimed immediately
    1. Set the Purchase Status to Paid
  5. Previously-claimed items that have not yet arrived
    1. Set the Claims filter to 1 or more claims made
    2. Set the Last Claimed Date to the desired number of days since the last claim (e.g., 5 days since the item was last claimed)
  6. Cancel items because they have been claimed too many times with no result
    1. Set the Claims filter to the library's maximum claim limit (e.g., 6 times)
Configure filters

You can choose the filters that appear. All filters appear, by default. Selected filters have a check mark next to their name.

  1. Click Filters (at the top right of the screen).
  2. To select or deselect a filter, click on the filter name.
  3. (Optional). You can search through the list of filters by entering a keyword in the search box.

 

Search missing order items

  1. On the left navigation, click Orders.
  2. Click Missing Order Items.
  3. On the Missing Order Items screen, enter your search terms into the Find item or order search box.
     Note: If you enter more than one term, all words must appear in the same field to be retrieved.
    • For example, you cannot search for an author and title at the same time. If you enter multiple search terms, they must all be found in the title field or all be found in the author field.
  4. Click outside of the search box or press <Enter>.
  5. Your results will appear in the table.

Missing order items screen columns

Some column headings need explanation:
Field Description
Budget Period Budget period of the fund assigned to the item.
Claims Number of times the item has been claimed.
Create Date Date the item was added to the order.
Last Claimed Date Date the item was last claimed.
Notes

Any notes about the order item. For more information on notes and adding notes, see Notes in WorldShare Acquisitions and Add notes.

  • Click the Add Note icon () to add a new note, or
  • Click the Add/Edit Note icon () to add or edit notes.
Order Name The name of the order. Click the Order Name to edit the order. For details, see View and edit an order.
Order Number Number assigned by system when order was created. Click the Order # to edit the order. For details, see View and edit an order.
Order Status
Descriptions of all order statuses:
Status Description
Cancelled Some copies canceled
Cancelled Requested Copies have been requested to be canceled
Open Order not placed
Ordered Order placed

 

Payment Amount Unit price. The amount is displayed in your institution's currency.
Purchasing Status
Descriptions of all Purchase Statuses
Purchase Status Description
No Item is not invoiced
Invoiced Item is invoiced
Paid Item is paid for
Partially Invoiced Item is partially invoiced
Partially Paid Item is partially paid for

 

Renewals Number of times the item has been renewed. Click the number in the column to view renewal history.
Type The item's material type, as determined in the master record. Place the cursor over the icon to see the text definition of the material type.

Configure columns

You can choose the columns that appear.

  1. On the left side of the screen, next to the Refresh link, click the User Preferences button (User Preferences button).
  2. In the Show Columns window, check or uncheck the columns you want to show or hide.
  3. The columns you checked or unchecked are shown or hidden.
  4. Close the Show Columns window by clicking anywhere outside it.

Download item data

Claim items

If you have ordered an item, but not yet received it from the vendor, you can claim the item in the system. When you claim an item in WorldShare Acquisitions, you have the option of notifying the vendor about the claim. Claiming an item increases the number of claims attached to that item and records the date last claimed, which allows you to track previously claimed items.

  1. On the left navigation, click Orders.
  2. Click Missing Order Items.
  3. On the Missing Order Items screen, find the items you want to claim. See Find, filter, and search missing items for details.
  4. Select the check boxes next to the issues you want to claim. If you want to claim all items in the table, select the check box at the top of the table.
  5. At the top of the screen, click Claim.
  6. If you want to notify the vendor about the claim, go to the next step. If you do not want to notify the vendor about the claim, click Claim Items and go to step 12.
  7. Select the Notify vendor about this claim check box.
  8. Click Continue.
  9. On the Notify Vendor about Claim window, fill in the fields:
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