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Acquisitions terms

Use the following tables to understand how acquisitions terminology is used in WorldShare Acquisitions.

Order types

Order Type Definition Create for Workflow Funds
Approval Plan List of items received a part of an agreement with a vendor to send items based on a profile. The library retains the right to return items not needed.

Each plan and vendor with which you have an agreement to receive items.

You can name the Approval Plan to reflect the vendor, year the plan covers, and type of material (YBP New Fiction 2015)

  1. Add items to an Approval Plan when they are received from the vendor.
  2. Receive and invoice items.
Funds are not encumbered. You can designate a fund for these items in a budget. Funds are expended when items are invoiced and paid.
Blanket Order List of items received as part of an agreement with a vendor to send items based on a profile. Vendors do not allow the return of items

Each plan and vendor with which you have an agreement to receive items.

You can name the Blanket Order to reflect the vendor, year the plan covers, and type of material (Ingram Philosophy Books 2015).

  1. Add items to a Blanket Order when they are received from the vendor.
  2. Receive and invoice items.

This workflow is the same as the workflow for Approval Plans.

Funds are not encumbered. You can designate a fund for these items in a budget. Funds are expended when items are invoiced and paid.
DDA (Demand Driven Acquisitions) Plan List of items received as part of an agreement with a vendor to trigger purchase of online materials based on patron usage. Also known as Patron Driven Acquisitions (PDA).

Each e-book agreement you maintain.

You can name the DDA Plan to reflect the vendor, year the plan covers, and type of material (EBL Custom Collection 2015). 

  1. Add items to a DDA Plan after the purchase is triggered.
  2. Receive and invoice items.
Funds are not encumbered. You can designate a fund for these items in a budget. Funds are expended when items are invoiced and paid.
Gift/Donation List List of items received from a specific person or organization for free or at little cost to the library. You can have one list for all gifts/donations received, or create a list for each donor.
  1. Add items to a Gift/Donation List when they are received from the donor.
  2. Receive items.
N/A
Legal Deposit List List of items received as part of an arrangement with a governmental entity to keep some or all of its publications at the library. Titles received from federal or state agencies that distribute publications at no cost to the depository library.
  1. Add items to a Legal Deposit List when they are received. Or add items to claim through Missing order items.
  2. Receive items.
N/A
Purchase Order List of items created by library to be submitted to a vendor. Each group of items that you plan to order from a vendor.

Two options:

1a. Place an order with the vendor.

1b. Track the order through WorldShare Acquisitions.

 

2a. Place an order in WorldShare Acquisitions.

2b. Notify the vendor through WorldShare Acquisitions.

Placing an order in WorldShare Acquisitions encumbers funds. Funds are expended when the invoice is paid.
Standing Order

List of items received as part of an agreement with a vendor to send items belonging to a series or specific publication.

Use standing orders only when the items in the series are cataloged separately (each having a unique bibliographic record).

If you are using a single bibliographic record for the series or publication, do not create a Standing Order. Add the item to a Purchase Order using the processing type Serial.

Each book series or publication received from a vendor as new titles or editions are published.

The Standing Order name should reflect the name of the publication or series (for example, Literary Marketplace or Methods in Enzymology).

  1. Add annual or reference publications using a record for the year or edition.
  2. Add volumes in a book series published with unique titles in addition to the series title using a record for the unique title.
  3. Receive and invoice items.
Funds are not encumbered. You can designate a fund for these items in a budget from which funds are expended when items are invoiced and paid.

Acquisitions types

Acquisitions Types Use when ordering Purchase is complete Example items
One-Time Specific titles and number of copies In a single transaction Books, e-books, DVDs, journal back files
Subscription Serials or continuing online resources After a designated period of time or number of issues Journal, e-journals, aggregated databases

Processing types

Processing Types Use for Examples
Electronic Product All e-products
  • E-periodicals
  • E-books
  • E-collections
Monograph Monographs where only one barcode is applied
  • Book that is complete in a single volume
  • DVD or DVD set that is circulated as a single item
Serial Print serials and multi-part monographs where multiple barcodes are applied
  • Reference book that is published in two volumes
  • Audio CD that consists of two discs, which each have their own barcode