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Import invoice and shelf-ready data from MARC file

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

Basics of importing invoice and shelf-ready data

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 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.

Notes when setting up invoice data import

  1. You can only import service charges and shipping at the invoice item level using the MARC record format. For importing invoice-level service charges, use the EDIFACT format.
  2. Item level service charges are imported per unit. This means that the service charge will be multiplied by the quantity to calculate the full service charge for the item. This could result in higher-than-anticipated service charges if the quantity is greater than one.
  3. Item level taxes can only be imported as a percentage, not an amount.

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.

Import invoice and/or shelf-ready data instructions

Instructions vary, depending on the type of invoice you are importing (MARC or EDIFACT). If your invoice and shelf-ready data are included in one file, you will only need to import the file once. If your invoice and shelf-ready data are on two files, you will need to import each file.

 Note: Shelf-ready data only applies to single part monographs.

Upload file

 Note: If your invoice and shelf-ready data are in one file, you only need to follow this procedure once. If you have two files, you must import each file individually.

  1. From the left navigation, click Vendors.
  2. Search for the vendor whose data you are importing.
  3. From the vendor search results, click the Vendor Name.
  4. In the vendor record, click the Partner Exchange Services accordion.
  5. Click Upload File.
  6. On the Import Data window, from the Type list, select Import invoice / shelf-ready data (MARC).
  7. Click Browse.
  8. Locate the invoice and/or shelf-ready data file on your computer. Click Open.
  9. Click Upload.
  10. The system confirms your file has been uploaded.
  11. Click Cancel or the x in the upper right corner to close the Import Data window.
  12. If you only uploaded invoice data, go to Review invoice and invoice items.
  13. If you also uploaded shelf-ready data, also go to Receive shelf-ready items.

Review invoice and invoice items

The file you uploaded appears in the first row of the Processing Log. If you do not see the file in the table, click the Refresh button (Refresh button) above the table. After you upload the file, you will also receive an email with the file's import details.

  1. The system creates an invoice for you based on the data you imported.
  2. The Details column links to the invoice created as a result of the upload. In the Details column of your invoice import, click the Invoice: link. This will bring you to the invoice with the items already added.
    • The item amounts, discounts, service charges, and funds will be populated if included in the invoice data file.
    • You will also receive an email notification that will give the status of the import and of each item. This email text is also viewable in the Details column of the processing log.
  3. To pay the invoice, go to Pay invoice.

Receive shelf-ready items

There are two ways to receive shelf-ready items:

  1. Using the links in the Partner Exchange Services logs
  2. Using the Receive and Invoice screen

Receive shelf-ready items using the Partner Exchange Services logs

Follow the instructions below if you imported a shelf-ready data file.

  1. From the left navigation, click Vendors.
  2. Search for the vendor whose files you imported.
  3. From the vendor search results, click the Vendor Name.
  4. In the vendor record, click the Partner Exchange Services accordion.
  5. In the Processing Log, in the Details column, click the first Receive: link. This will bring you to the Receiving screen.
  6. On the left navigation, under Receive and Invoice, in the Action list, select Receive.
  7. For each item:
    1. The call number and barcode of the item will be populated.
    2. Place your cursor in the Barcode field and press <Enter> to receive the item.
    3. The item appears in the Item(s) processed in this session section at the bottom of the screen. The item is received and a local holdings record is created.
  8. Repeat process if there are additional Receive: links listed in the Details column of the Processing Log.

Receive shelf-ready items using the Receive and Invoice screen

  1. From the left navigation, click Receive and Invoice.
  2. Select Monograph from the Processing Type drop-down list.
  3. Select Receive from the Action drop-down list.
  4. Click View Items.
  5. Select Order Number from the Search drop-down list.
  6. Enter the order number (e.g., PO-20218-15) in the Search Text form field and press <Enter> to bring up all items on the order.
    Or
    Do one of the following for each item:
    • Select Title from the Search drop-down list and enter the title in the Search Text form field, then press <Enter>.
    • Select ISBN from the Search drop-down list and enter the ISBN in the Search Text form field, then press <Enter>. The ISBN can be scanned from the UPC barcode.
    • Select Barcode from the Search drop-down list and enter the Barcode of the item (if imported in the shelf-ready data) in the Search Text form field, then press <Enter>.
  7. For each item:
    • The call number and barcode of the item will be populated. (You can verify the call number and barcode are correct.)
    • Place your cursor in the Barcode field and press <Enter> to receive the item.
    • The item appears in the Item(s) processed in this session section at the bottom of the screen. The item is received and a local holdings record is created.

 

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