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Import invoices

 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.

Import options

It is important to understand the types of data and the ways data can be delivered to you before you start importing files. The sections below outline the types of data that can be imported and the different ways data can be delivered.

Data you can import

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

Data Format Description
Order MARC Order 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.

Data delivery

There are two different times at which your data can be delivered to you:

  • Time of order (e.g., order data)
  • Time of shipment (e.g., invoice data)

 Note: If you import order data at the time of shipment, there is a possibility of the order items not being grouped as they are on the order.

Your data also might be delivered to you:

  • Directly from the vendor, or
  • Through WorldCat Cataloging Partners

Working 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 that your library uses WorldShare Acquisitions.
  • 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. If needed, you can provide your vendor with the Import data fields.

Send your vendor the import data fields

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

 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 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 Import data fields or you have questions about it, 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

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 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 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.

Import invoice and/or shelf-ready data files

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.

Import invoice and/or shelf-ready data files (MARC)

 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. On 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 After uploading invoice data.
  13. If you also uploaded shelf-ready data, also go to After uploading shelf-ready data.

Import invoice data file (EDIFACT)

  1. On 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 data (EDIFACT).
  7. Click Browse.
  8. Locate the invoice 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 are also importing a shelf-ready MARC file, follow the instructions under Import invoice and/or shelf-ready data files (MARC).
  13. Go to After uploading invoice data.

After uploading invoice data

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.
  3. To pay the invoice, go to Pay invoice.
  4. After paying the invoice, you will still need to receive the items. Go to Receive and invoice (order and/or invoice data import)

After uploading shelf-ready data

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 fills in the shelf-ready information included in the data file you imported.
  2. The Details column contains links for every shelf-ready item you imported.
  3. Go to Receive items (shelf-ready data import) for instructions on receiving the shelf-ready items.

Receive (and invoice) order or plan items

This section describes how to invoice and receive the items contained in the files you imported. If you imported shelf-ready data, skip to Receive items (shelf-ready data import), otherwise continue to 5a.

Receive and invoice (order and/or invoice data import)

Follow the instructions below if you imported and/or invoice data.

Create an invoice

  1. On the left navigation, click Receive and Invoice.
  2. Under Receive and Invoice, select the tab:
    • Select Mono. for single part monographs, or
    • Select Serials for multi-part monographs
  3. From the Action list:
    • If you only imported order data, select Receive and Invoice and continue to step 4, or
    • If you imported order and invoice data or only invoice data, select Receive. In the Vendor list, enter the vendor whose files you imported. Go to step 5.
  4. If you need to create a new invoice, follow the steps below. To use an existing invoice, under Vendor, enter the vendor, and under Invoice Number, enter the invoice number.
    1. Click New Invoice.
    2. On the Add New Invoice window, enter an Invoice Number.
    3. Enter the Vendor. As you type, the field will suggest vendors. Select the Vendor from the list.
    4. Edit the Invoice Date by typing a new date, or click the Calendar button (Calendar button) to select a new date, if needed.
    5. Click Save.
  5. Click Outstanding Items.

Receive and add items to invoice (single part monographs)

Follow the instructions below if you are receiving single part monographs. You must have the Mono. tab selected in order to receive single part monographs. For instructions on receiving multi-part monographs, see Receive and add items to invoice (multi-part monographs) below.

  1. On the Receiving screen, locate the items to receive and add to the invoice.
  2. If needed, search for items using the search boxes and filters at the top of the screen.
  3. For each title:
    1. In the Call#, Barcode column, edit the call number, if needed.
    2. Scan or type the barcode and press <Enter>.
    3. The item appears in the Item(s) processed in this session section at the bottom of the screen. The item is received, a local holdings record is created, and, if applicable, the item is added to the invoice.
  4. Go to Pay invoice.

Receive and add items to invoice (multi-part monographs)

Follow the instructions below if you are receiving multi-part monographs. You must have the Serials tab selected in order to receive multi-part monographs. For instructions on receiving single part monographs, see Receive and add items to invoice (single part monographs) above.

  1. On the Receiving screen, locate the items to receive and add to the invoice.
  2. If needed, search for items using the search boxes and filters at the top of the screen.
  3. For each title:
    1. In the Receiving Status column, click Start.
    2. Click Finish if you have received all volumes in the multi-part set.
    3. In the Invoiced column, click Add to Invoice.
    4. On the Add Item to Invoice window, enter the Quantity of items to be added to the invoice by using the up and down arrows or typing in the number.
    5. Select the Pay Option:
      • Pay all
      • Pay in Installments - If you select this option, enter the percent to be invoiced at this time by using the up and down arrows or typing in the number.
    6. Click OK.
    7. The title appears in the Item(s) processed in this session section at the bottom of the screen. Holdings are volumes of a multi-part monograph are added in a separate step.
  4. Go to Pay invoice.

Receive items (shelf-ready data import)

Follow the instructions below if you imported a shelf-ready data file. You can skip to Pay invoice below, if you are already viewing the Processing Log.

  1. On 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.
  9. Go to Pay invoice.

Pay invoice

Depending on whether you imported an invoice, the steps you take to pay an invoice will be different.

Pay invoice (order data import only)

If you only imported order data, follow the below steps to pay the invoice you created under Receive and invoice (order and/or invoice data import).

  1. On the left navigation, click Invoices.
  2. Click Open Invoices.
  3. Find the invoice in the list of open invoices.
    • Invoices are sorted by invoice number by default.
    • You can sort invoices by column, or search by vendor or invoice number using the search box in the top right of the screen.
  4. Click the Invoice #.
  5. Edit any information, if needed.
  6. Click Mark as Ready or Pay.
  7. (Optional). After marking the invoice as paid, you can unpay the invoice if you need to make edits. To unpay the invoice, click Unpay, at the top of the invoice.

Pay invoice (invoice data import)

If you imported an invoice, the invoice was created automatically for you by the system.

  1. On 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 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.
  6. Edit any information, if needed.
  7. Click Mark as Ready or Pay.
  8. (Optional). After marking the invoice as paid, you can unpay the invoice if you need to make edits. To unpay the invoice, click Unpay, at the top of the invoice.
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