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Add bibliographic invoice items

When you add an item that you previously ordered to an invoice, you are creating what-is-called a bibliographic invoice item.  These are called bibliographic invoice items because order items must be linked to a bibliographic record in either WorldCat or the WorldCat knowledge base.  Details on searching Bibliographic Invoice Items can be found under Search and filter invoice items.

Find ordered items to invoice

Follow these steps to find an ordered item to invoice.

  1. On the left panel, click Receive and Invoice.
  2. In the Receive section, click Outstanding Items to see all submitted orders.
  3. Select the processing type.
    1. Electronic Product - A nonphysical, electronic title. May be a single item or multi-part item. May be issued in parts indefinitely.
    2. Monograph - Monographs where only one barcode is applied.
    3. Serial - Print serials and multi-part monographs where multiple barcodes are applied.
  4. Select Invoice from the Action list (on the left panel, in the Receive & Invoice section, under Outstanding Items). The default action is Receive and Invoice.
  5. Find the items you want to receive and invoice.

    Find a specific item
    1. Search by barcode, ISBN, ISSN, OCLC number, or title, using the search box. Search results appear automatically when you stop typing.
    2. To return to the list of outstanding items, delete all text from the search box.
    3. Barcode searches are possible only after importing shelf ready data. See Import invoice and shelf-ready data.

    Find all items on an order
    1. Enter the full Order Number (PO number), including "PO" and dashes (-), in the Search box. Search results appear automatically when you stop typing.
    2. To return to the list of outstanding items, delete all text from the search box.
  6. You may also narrow your search by one of the filters below.
    Search filters - Table
    To search by Use retrieval method Location on screen
    Content type

    Select the content type of the item from the list.

    To return to the list of outstanding items, select the blank space in the list.
    In the top middle of the screen.
    Branch

    Select the branch the item is to be delivered to from the list.

    • The branch is in the Location column on the order.
    • To return to the list of outstanding items, select the blank space in the list.
    In the top middle of the screen.
    Order status (not available for edit when action Receive and Invoice is selected)

    Select the degree to which the order has been placed:

    • Ordered
    • Cancellation requested
    • Not cancelled
    • Cancelled
    In the top middle of the screen.

    Receipt status

    Select the degree to which the order has been completed:

    • Not received
    • Received
    • Returned
    In the top middle of the screen.
    Purchase status (not available for edit when action Receive and Invoice is selected)

    Select the degree to which invoicing has been completed:

    Not invoiced Partially invoiced Invoiced Partially paid Paid
    In the upper right corner of the screen.

Create new invoice or select invoice

In order to receive and invoice items, you must select an invoice or create a new invoice.

Create a new invoice

  1. On the left panel, click New Invoices.
  2. Enter the Vendor, Invoice Number, and Invoice Date of the invoice.
  3. Click Save. This invoice will then be automatically selected for use and you can skip to step 7.

Select an existing invoice

  1. Select the vendor.
    • Enter the vendor name into the Vendor search box in the left panel. As you type, a list will appear showing the vendors in use that match your search.
      • If a vendor does not appear, make sure the vendor is listed as In use in Vendors.
  2. Select the invoice.
    • Type the invoice number into the Invoice Number search box. As you type, a list will appear showing the vendors in use that match your search.

Watch a video

Invoice first and receive items later (8:01)

This video shows how to invoice items first and receive them later in WorldShare Acquisitions.

Add bibliographic item to invoice

There are a number of ways to add a bibliographic item to an invoice.

Firstly, you are able to invoice all copies of an order item or only some copies of an order item.  Invoicing only some copies of an item will leave the order price of the un-invoiced copies still encumbered on the budget (as long as the order is of type Purchase Order).

Additionally, there are 5 invoice item types:

  • Full invoice items: These cover 100% cost of the copies being invoiced.  When the invoice is paid, the entire order price of the copies is dis-encumbered.
  • Partial invoice items : These cover a percentage of the copies being invoiced.  When the invoice is paid, any percentage not invoiced is still encumbered for the ordered items.
  • Supplemental invoice items: These cover any additional costs for an item that was already invoiced previously. You can only create a supplemental invoice item for an item whose invoice percentage is 100%.
  • Credit invoice items: These allow the vendor to provide a credit that you can use to purchase future items from them.
  • Refund invoice items: These are similar to credit items, but in this case, the vendor actually refunds the money paid to the library for use in any way they wish, not just to purchase items from them.

Add a bibliographic invoice item (simple version)

  1. After finding the ordered items to invoice and selecting the invoice, you will need to add the items to the invoice. 
  2. In the Invoiced column, click Add to Invoice.
  3. The Add item to invoice dialog will appear.  
  4. Enter the details in the dialog based on the options below and click OK.
  5. The item moves to be the new first line of the Items processed in this session.

 Note: You can only add ordered items to invoices that have the status Open. Additionally, if the item already exists on an invoice, you must pay that invoice before you will be able to add this same item to another invoice.

Fully invoice all copies

This describes the process for invoicing all copies of an item fully (see definition of Full invoice items at top of this section). This is the typical way of invoicing an item.

  1. Follow the instructions above for finding ordered items and adding them to an invoice.
  2. In the Add item to invoice dialog, to fully invoice all copies of the item, simply leave the default values in the Add item to invoice dialog and click OK.
  3. The item moves to be the new first line of the Items processed in this session. 100% appears in the invoice column.

Partial invoice items

This describes the process for invoicing copies of an item partially (see definition of Partial invoice items at top of this section). This method of invoicing is used when you are paying for an item in installments and only want part of the order price to be disencumbered upon payment.

Use this feature to not pay the invoice in full.

  1. Follow the instructions above for finding ordered items and adding them to an invoice.
  2. In the Add Item to Invoice window, indicate the number of copies to be invoiced.
  3. In Pay Option:
    1. Choose option to Pay in Installments.
    2. Use the dropdown % to be invoiced at this time to partially invoice items.
    3. Click OK.
  4. The open Item moves to Items processed in this session area at bottom of screen. 

Invoice some copies of an order item

This describes the process for invoicing some copies of an item, either partially or fully.  

  1. Follow the instructions above for finding ordered items and adding them to an invoice.
  2. In the Invoiced column, click Add to invoice.
  3. The Add item to invoice dialog will appear. 
  4. To invoice only some copies of the item, reduce the Quantity to the number of copies you want to invoice. Choose whether you want to pay fully or installments (see instructions above on paying fully or partially). Click OK.
  5. The open Item moves to Items processed in this session area at bottom of screen.

Supplemental items

This describes the process for creating supplemental invoice items (see definition of supplemental invoice items at the top of this section). This method of invoicing is often used when a vendor has accidentally invoiced you for less than the full price of the item. You can only use this option if the item is already 100% invoiced and paid. 

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