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Import basics

 Note: You can automate file retrieval and import. See Automate file retrieval and import.

Set up importing

Before you can begin importing files, you must determine what type of files you want to import and work with your vendor to set up this feature. 

 Note: Importing files into WorldShare Acquisitions is free, but your vendors may charge for certain data delivery services.

Data you can import

There are three types of files you can import into WorldShare Acquisitions. The system accepts all file extensions.

The following types of data can be imported:

Data

Format

Description

Order MARC Order data contains information about items on orders you created using the vendor's website.
Invoice EDIFACT or MARC Invoice data contains invoice information about the items you ordered.
Shelf-ready MARC Shelf-ready data contains the barcodes and call numbers of the items you ordered. You may receive shelf-ready data in the same MARC file as your invoice data. Shelf-ready data cannot be included in EDIFACT files.

 Note: Your vendor may provide invoice data in both MARC and EDIFACT. You will need to choose your preferred format.

Work with your vendor

After you have determined the type of data you want to import and when you want to import it, you must work with your vendor to set up your data files.

  • Your vendor must send data in the appropriate fields for MARC and EDIFACT files.
  • You are responsible for notifying your vendor.
  • If you are the first WorldShare Acquisitions library to import files from your vendor, you may also need to provide your vendor with the list of fields supported by WorldShare Acquisitions.

Make sure vendor sends correct data fields

In order to import files, you must contact your vendor to make sure they can provide acquisitions data in the appropriate fields.

 Note: To import invoice or shelf-ready data, make sure the vendor also includes a Vendor Order Item Number in 981 $z for each record in both the order data file and the invoice and/or shelf-ready data files. This is used for matching the invoice and/or shelf-ready data to the original order items.

  • MARC fields must appear on a single line in the MARC file. For example, the 980 field should only have one entry with all the various supported subfields ($b, $c, $h) included in the line.
  • OCLC recommends the MARC fields be in order by number (e.g., 980, 981, 990, etc.)
  • Invoice and/or shelf-ready data can only be imported after:
    1. An order data file has been imported and the order has been placed in the system, and
    2. The vendor has sent you the file of shelf-ready and/or invoice data that matches the order.
  • Any invoice-level charges in the header of the EDIFACT invoice will be entered as non-bibliographic line items on the invoice.

If your vendor does not offer this service

If your vendor does not support the contact OCLC Support to request help with setting this feature up with your vendor.

Import data fields

The following tables outline the information that should be included in the data files you receive from your vendor. The data files must be set up by you and your vendor before you can import data files into WorldShare Acquisitions. You can provide your vendor with the information on this page to confirm they can supply you with the data in these fields.

MARC order data

The following information should be included in the MARC order data file you receive from your vendor.

 Note: If decimal points are not used, the system adds them at the end. For example, 56 becomes 56.

MARC order data - Table
MARC Element in Acquisitions Input Type Description
035 $a OCLC Number OCLC number in this format: (OCoLC)1553114 The OCLC number is used to identify the bibliographic record in WorldCat that the order item is attached to. If you do not include an OCLC number, the system tries to find a matching record in WorldCat based on other values in the bibliographic record provided (e.g. title, author, ISBN).
949 $h Branch Integer User-entered value; represents the WorldCat Registry ID of the Home Branch Location of an item.
949 $l Shelving Location String User-entered value; represents the Shelving Location of the Home Branch Location of an item.
949 $p Fund Code String (Maximum: 40 characters) User-entered value representing the code of the fund used for encumbering.
949 $q Copy Quantity Integer (Maximum: 999) Number of copies ordered.
980 $b Unit Price Decimal (Maximum: 9,999.99) Cost for a single unit of an item. (Do not include tax or discount, if you plan to include these as percentages in the 980 $h or $i.)
980 $c Service Charges (per unit) Decimal (Maximum: 999.99) Service charges for a single unit of an item (e.g. $1.00 for Quantity of 5 equals $5.00).
980 $h Tax Percentage Decimal (Maximum: 100.00) Percentage of tax applied to price by vendor.
980 $i Discount Percentage Decimal (Maximum: 100.00) Percentage of discount applied to price by vendor.
980 $k ISBN Integer ISBN of item being ordered. Not used for matching. The bibliographic 020 field is used for matching.
980 $m ISSN Integer ISSN of item being ordered. Not used for matching. The bibliographic 022 field is used for matching.
980 $s Shipping and Handling (per unit) Decimal (Maximum: 999.99) Shipping and handling charges for a single unit.
980 $x Exchange Rate Decimal Exchange rate for the order, if currency is not the same as Library Currency.
980 $z Currency of PO ISO 4217 Three letter currency code ISO Currency Code - for Order
981 $a KB Collection Identifier String Identifier for the WorldCat knowledge base collection being ordered.
981 $b KB Title Identifier String Identifier for the WorldCat knowledge base title being ordered.
981 $g Account Number String Account or customer number, used by library for ordering and invoicing. (Also called "Subaccount")
981 $i Library Item Note String (Maximum: 256 characters) Notes provided for an item.
981 $l Order Name String (Maximum: 256 characters) Text string, representing name of order or cart.
981 $n Vendor Order Number String (Maximum: 256 characters) Internal number used to identify order by vendor. Provided to library for tracking purposes.
981 $x Library Order Comment String (Maximum: 256 characters) Comment on an order.

981 $z

Vendor Order Item Number

Required if importing invoice or shelf-ready data.

String (Maximum: 256 characters) Unique identifier provided by a vendor for specific item ordered.

MARC invoice data

The following information should be included in the invoice data file you receive from your vendor.

 Note: If decimal points are not used, the system adds them at the end. For example, 56 becomes 56.

MARC invoice data - Table
MARC Element in Acquisitions Input Type Description
981 $z

Vendor order item number

Required. Used to match invoice item to item ordered.

String (Maximum: 40 characters) Unique identifier provided by a vendor for a specific item ordered.
990 $b Unit Price Decimal (Maximum: 9,999.99) Cost for a single unit of an item. (Do not include tax or discount, if you plan to include these as percentages in the 980 $h or $i.)
990 $c Service Charges (per unit) Decimal (Maximum: 999.99) Service charges for a single unit of an item (e.g. $1.00 for Quantity of 5 equals $5.00).
990 $h Tax Percentage Decimal (Maximum: 100.00) Percentage of tax applied to price by vendor.
990 $i Discount Percentage Decimal (Maximum: 100.00) Percentage of discount applied to price by vendor.
990 $n Quantity Invoiced Integer (Maximum: 999) Total number of copies invoiced by your library for this Order Item.
990 $s Shipping and Handling (per unit) Decimal (Maximum: 999.99) Shipping and handling charges for a single unit.
990 $x Exchange Rate Decimal Exchange rate for the invoice, if currency is not the same as Library Currency. Used sparingly.
991 $f Invoice Date ISO 8601 date format Date invoice was created by Vendor. Use the YYYY-MM-DD format.
991 $m Invoice Number String (Maximum: 256 characters) Number used by vendor to identify a specific invoice.

EDIFACT invoice data

The following information should be included in the invoice data file you receive from your vendor.

 Note: Although the first column lists the WorldShare Acquisitions fields, the fields are listed in the order they occur in the EDIFACT file.

EDIFACT invoice data - Table
Element in Acquisitions EDIFACT field Description Example
Invoice number BGM

This is a required element and is used along with the Invoice Date to match to an existing invoice, or if no invoice is found, create a new invoice.

380 (invoice) and 38A (invoice for plans) are the only supported invoice types.

9 (original) and 43 (copy) are the only invoice functions supported.

Valid

BGM+380+inv122+43'

 

Invalid

BGM+381+inv521488'

BGM+380+inv665887+46'

Invoice date DTM

This is an optional but recommended element. It is used along with the Invoice Number to match to an existing invoice, or if no invoice is found, create a new invoice. Invoice date must be in CCYYMMDD format.

If this field is not present today’s date will be used for the Invoice Date.

137 (message date) is the only type supported.

Valid

DTM+137:20131029:102'

 

Invalid

DTM+131:20130911:102'

DTM+137:2013-09-11:102'

Currency CUX

Currency is an optional but recommended element. If provided, it must match an ISO 4217 three-alpha code. If not provided, the system will use the default currency of the Vendor.

2 (reference currency) is the only type supported.

Valid

CUX+2:EUR:4'

CUX+2:USD:4'

 

Invalid

CUX+2:EUR:10'

Invoice-level Discounts, Service Charges, and Shipping ALC (part of Header)

This is an optional element.

It must be a monetary amount and must occur in the EDIFACT Header, rather than the Summary.

If an allowance, it is entered as a non-bibliographic credit line item with a negative amount.

If a charge, it is entered as a non-bibliographic debit line item. The description of the item is determined by the special service code.

Valid

ALC+C++++BJ::28'

QTY+47:22'

MOA+8:140'

 

Invalid

ALC+C++++BJ::28'

QTY+47:22'

PCD+3:12.5:13'

Invoice-level Taxes TAX (part of Header)

This is an optional element.

It must be a monetary amount and must occur in the EDIFACT Header, rather than the Summary.

It is entered as a non-bibliographic debit line item.

Valid

TAX+7++++++'

MOA+124:10.5'

 

Invalid

TAX+7+VAT+++:::17.5+S'

Quantity QTY

This is a required element. The quantity must be equal to the quantity of not invoiced copies on the order item.

47 (invoice quantity) is the only type supported.

Valid

QTY+47:1'

QTY+47:3'

 

Invalid

QTY+1:1'

Unit Price PRI

This an optional but recommended element. If not provided, the price from the order item is used.

AAA (Net Price), AAB (Gross Price), and AAF (Information Price) are the only three types supported.

If multiple prices of different types are provided, then the price of type AAF will be used first, then the price of type AAA, then type AAB last.

When price of type AAA is used, item-level service charges, discounts, or shipping will not be processed.

When price of type AAF is used, item-level service charges, discounts, taxes, or shipping will not be processed.

When price of type AAB is used, item-level service charges, discounts, taxes, and shipping will be processed.

Valid

PRI+AAB:57

PRI+AAA:46.74

PRI+AAF:11.65'

 

Invalid

PRI+AAE:11.65'

Order Line Item Reference Identifier (for Matching) RFF

This is a required element and is used to match to an existing order item. It must be of type SLI or LI.

Type SLI will be matched to the Vendor Order Item Number, which is a Vendor-provided identifier for the line item on the Order. (This can be entered manually in the system or imported using a MARC file in the 981 $z field.)

Type LI will be matched to the Order Item Number, which is system-generated Identifier for the line item on the Order.

Valid

RFF+LI:PO-2014-1-1'

RFF+SLI:99954978355'

 

Invalid

RFF+SNA:954872665'

RFF+LBO:887458932'

Line-Level Taxes TAX (part of Detail)

This is an optional element.

Only percentage values are allowed.

Valid

TAX+7++++:::17.5+S'

 

Invalid

TAX+7+VAT+++::::+S'

MOA+56:10.5'

Line-Level Discount, Service Charges, and Shipping ALC (part of Detail)

This is an optional element.

Only percentage values are allowed for Discounts or Allowances and must be contained in the PCD element.

Only monetary values are allowed for Service Charges and Shipping.

Whether a charge is considered a Service Charge or Shipping cost is determined by the special service code.

Valid

ALC+C++++BJ::28'

MOA+8:140'

ALC+A++++DI'

PCD+3:10'

 

Invalid

ALC+A++++DI'

MOA+8:140'

MARC shelf-ready data

The following information should be included in the shelf-ready data file you receive from your vendor.

MARC shelf-ready data - Table
MARC Element in Acquisitions Input Type Description
959 $b Barcode String (Maximum: 32 characters) Barcode or piece designation.
959 $t Prefix String (Maximum: 25 characters) Prefix of call number (e.g. REF)
959 $u Class Number String (Maximum: 100 characters) Classification part of call number. (If you cannot separate call number into separate parts, include all parts in the class number.)
959 $v Cutter/Item Number String (Maximum: 25 characters) Cutter or item part of the call number.
959 $w Suffix String (Maximum: 25 characters) Suffix of call number (e.g. SPAN)
981 $z

Vendor Order Item Number

Required. Use to match invoice item to item ordered.

String (Maximum: 256 characters) Unique identifier provided by a vendor for a specific item ordered.

Watch a video

Import order and invoice data (8:12)

This video shows how to import order, invoice and shelf ready data files in WorldShare  Acquisitions.

 

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