Skip to main content
OCLC Support

Add ordered items to invoice

Full invoice items

This allows you to record all items in total for an invoice. It includes all the items on the invoice in full.

Follow these steps to add items to an invoice (includes creation of new invoice, if needed).

  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. Retrieve items.
    There are many ways to retrieve items
    To search by Use retrieval method Location on 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 upper left corner of the screen, next to the Content Type box.
    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 upper left corner of the screen, next to the search box.

    Invoiced

    Filter by the degree to which the invoice has been completed:

    • Not or partially
    • Not invoiced
    • Partially
    • Invoiced
    In the top middle of the screen.
    Item

    Title, ISBN, ISSN, OCLC number

    Search results appear automatically when you stop typing.

    Search box in upper left corner of screen
    Order (all items in an order)

    PO Number (order number).

     Note: Type full number, including "PO" and dashes (-).

    Search results appear automatically when you stop typing.

    Search box in upper left corner of screen

    Received

    Filter by the degree to which the order has been completed:

    • Not Started
    • Finished
    • Started
    • Cancelled
    • Not Cancelled
    In the top middle of the screen.

    Vendor (all items ordered from a vendor)

    Vendor

    As you type, the field automatically completes based on the vendors in use. 

     Note: If a vendor does not appear, make sure vendor is listed as In use/not in use under Vendors.

    Vendor list in the left panel on the Receive area
  6. Choose Vendor (if you retrieved items by vendor, go to step 7).
    Type the vendor you ordered the items from. As you type, the field automatically completes based on the vendors in use.
     Note: If a vendor does not appear, make sure vendor is listed as In use/not in use under Vendors.
  7. Choose invoice. Type the invoice. As you type, the field automatically completes based on the invoices currently available. Or select an invoice from the list.
    To create a new invoice, see Create new invoice.
  8. Add items to the invoice. In the Invoiced column, click Add to Invoice. Fill out the Add Item to Invoice window and click OK. The item moves to be the new first line of the Items processed in this session. 100% appears in the Invoiced column.
    (Optional).
  9. To pay the invoice, see Pay an invoice.

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® Management Services Acquisitions.

Partial invoice items

Use this feature to not pay the invoice in full.

  1. Add items to the invoice as above.
  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. 

Supplemental items

Optionally, use this feature to record a supplement for bibliographic items.

  • Was this article helpful?