You can integrate invoice information from WMS to your financial system by exporting a single file of invoices that are ready for payment to an OCLC file exchange server. This file includes all required data for integration with a financial system, including:
This single file of invoices can then be retrieved using your OCLC file exchange account, transformed into the necessary format, and imported into your financial system.
Once you have retrieved the exported file and transferred its contents to your financial system, you can also provide a file of payment information back to an OCLC file exchange server. This payment information can include not only the specific invoices that you want to mark as paid but updates to specific fields on the invoice.
Note: There is a minimal one-time implementation fee to turn on this service. Please contact OCLC Support to purchase this service for your institution.
Caution: Please carefully review the below points when gathering information and deciding if the Invoice connector is right for your institution.
Note: Financial systems may require CSV, XML, tab-delimited or another file type.
Some vendor fields are included as a part of the invoice export jobs. The fields are available in a vendor's profile in WMS under the local identifiers accordian. For more information, see Edit a vendor. The following vendor fields are included in the export file and may need to be entered prior to using the invoice export:
In order to enable export of invoice data to an OCLC file exchange server, you must first configure an invoice export automated job. You can only create one invoice export job for your institution.
Note: This is an auto-suggest text field. Auto-suggestions for field-appropriate elements start with the first keystroke in the text field. Auto-suggestions include an email address for the user which is pulled from Delivery Notification of the WorldShare Admin module. If no email exists in the Delivery Notification section, the Library Record email address will be used.
After you configure the invoice export job, all invoices marked as Ready for Payment will be exported to an OCLC file exchange server according to your predefined schedule. You can mark invoices as Ready for Payment to ensure invoices are exported.
When the invoice export job runs, it will pick up all Marked as Ready invoices and export a file of this invoice data to an OCLC file exchange server. Simultaneously, it will mark the invoices as Awaiting Payment or Paid based on your Invoice Status setting
Once invoices have been exported to an OCLC file exchange server, you will need to retrieve the files using your OCLC file exchange account.
{ "invoices": [ { "invoiceNumber": "INV-2020-44", "vendorInvoiceNumber": "InvoiceNumberDemo2", "vendor": { "name": "Actrace", "id": "671f85e1-2efe-4715-ab20-c942e18aef3a" }, "dateCreated": "2020-04-09T14:16:55", "note": "Notes for invoice 2.", "institutionInvoiceTotal": { "amount": 325.4, "currency": "USD" }, "vendorInvoiceTotal": { "amount": 297.97, "currency": "EUR" }, "invoiceItems": [ { "invoiceItemNumber": "INV-2020-44-1", "resource": { "oclcNumber": "57333009", "title": "Time", "resourceType": "WORLDCAT", "materialTypeCode": "Book_Digital" }, "orderItem": { "orderItemNumber": "PO-2020-18499-2", "order": { "orderNumber": "PO-2020-18499", "externalOrderId": "ExternalOrderID1234", "id": "ec3a3c52-d54f-4850-b009-fef4e9c34ede" }, "id": "f81bf6d3-9772-42d9-91dd-06a677e55bbd" }, "transactionType": "DEBIT", "quantity": 1, "id": "a40fe091-959a-4283-b4b5-89ab102a36ef", "transactionTypeDetail": "DEBIT", "invoicingPercentage": 100, "funds": [ { "percentage": 100, "budgetPeriod": { "id": "fcbfae01-e313-4e3f-ac83-4103f7c594d5", "budgetPeriodNumber": "BP-2014-256" }, "fundName": "Test Fund BCI Demo 2", "fundCode": "tfbcid2", "fundNumber": "BP-2014-256-73", "amount": { "amount": 106.99, "currency": "USD" } } ], "unitPrice": { "amount": 85.37, "currency": "EUR" }, "discountPercentage": 0, "discountTotal": { "amount": 0, "currency": "EUR" }, "serviceCharge": { "amount": 0, "currency": "EUR" }, "serviceChargeTotal": { "amount": 0, "currency": "EUR" }, "shippingCharge": { "amount": 0, "currency": "EUR" }, "shippingChargeTotal": { "amount": 0, "currency": "EUR" }, "tax1Percentage": 9.755, "tax1Total": { "amount": 8.3278, "currency": "EUR" }, "tax2Percentage": 5, "tax2Total": { "amount": 4.2685, "currency": "EUR" }, "taxTotal": { "amount": 12.5963, "currency": "EUR" }, "calculatedTotal": { "amount": 97.97, "currency": "EUR" }, "adjustmentAmount": { "amount": 0, "currency": "EUR" }, "total": { "amount": 97.97, "currency": "EUR" }, "customFields": [ { "@type": "NumberField", "label": "CF_I_Number_4_Dig", "description": "nummer 4 dez", "fieldDefinitionNumber": "CF-INVOICE_ITEM-1", "decimalPlaces": 4 }, { "@type": "TextField", "label": "CF_I_Text", "description": "text", "fieldDefinitionNumber": "CF-INVOICE_ITEM-2" }, { "@type": "DateField", "label": "CF_I_Date", "description": "date", "fieldDefinitionNumber": "CF-INVOICE_ITEM-3" }, { "@type": "MultiSelectField", "label": "CF_I_M-List", "description": "multi selectl list", "fieldDefinitionNumber": "CF-INVOICE_ITEM-4", "value": [] }, { "@type": "SelectField", "label": "CF_I_S-List", "description": "single selectl list1", "fieldDefinitionNumber": "CF-INVOICE_ITEM-5" }, { "@type": "TextField", "label": "Lederhose", "fieldDefinitionNumber": "CF-INVOICE_ITEM-6" }, { "@type": "NumberField", "label": "Filter Helen Invoice Item Number-1 EN ", "description": "Number - 1 decimal places", "fieldDefinitionNumber": "CF-INVOICE_ITEM-13", "decimalPlaces": 1 } ] }, { "invoiceItemNumber": "INV-2020-44-4", "resource": { "localResourceID": "b38f1745-f7ca-44fc-a806-f39e4b29d91b", "title": "Test Local Resource 2020-04-09", "resourceType": "LOCAL", "materialTypeCode": "otr" }, "orderItem": { "orderItemNumber": "PO-2020-18499-6", "order": { "orderNumber": "PO-2020-18499", "externalOrderId": "ExternalOrderID1234", "id": "ec3a3c52-d54f-4850-b009-fef4e9c34ede" }, "id": "e7bcaea0-ff13-4bc1-abf3-bfe905af2ff6" }, "transactionType": "DEBIT", "quantity": 1, "id": "0a9e2cb1-1142-40fb-9354-40f7978f5a48", "transactionTypeDetail": "DEBIT", "invoicingPercentage": 100, "funds": [ { "percentage": 29.7, "budgetPeriod": { "id": "fcbfae01-e313-4e3f-ac83-4103f7c594d5", "budgetPeriodNumber": "BP-2014-256" }, "fundName": "Test Fund BCI Demo 2", "fundCode": "tfbcid2", "fundNumber": "BP-2014-256-73", "amount": { "amount": 64.87, "currency": "USD" } }, { "percentage": 38.18, "budgetPeriod": { "id": "fcbfae01-e313-4e3f-ac83-4103f7c594d5", "budgetPeriodNumber": "BP-2014-256" }, "fundName": "Test Fund BCI Demo 1", "fundCode": "tfbcid1", "fundNumber": "BP-2014-256-72", "amount": { "amount": 83.39, "currency": "USD" } }, { "percentage": 32.12, "budgetPeriod": { "id": "fcbfae01-e313-4e3f-ac83-4103f7c594d5", "budgetPeriodNumber": "BP-2014-256" }, "fundName": "Test Fund BCI Demo 3", "fundCode": "tbbcid3", "fundNumber": "BP-2014-256-74", "amount": { "amount": 70.15, "currency": "USD" } } ], "unitPrice": { "amount": 117.85, "currency": "EUR" }, "discountPercentage": 0, "discountTotal": { "amount": 0, "currency": "EUR" }, "serviceCharge": { "amount": 0, "currency": "EUR" }, "serviceChargeTotal": { "amount": 0, "currency": "EUR" }, "shippingCharge": { "amount": 0, "currency": "EUR" }, "shippingChargeTotal": { "amount": 0, "currency": "EUR" }, "tax1Percentage": 9.755, "tax1Total": { "amount": 11.4963, "currency": "EUR" }, "tax2Percentage": 5, "tax2Total": { "amount": 5.8925, "currency": "EUR" }, "taxTotal": { "amount": 17.3888, "currency": "EUR" }, "calculatedTotal": { "amount": 135.24, "currency": "EUR" }, "adjustmentAmount": { "amount": 64.76, "currency": "EUR" }, "total": { "amount": 200, "currency": "EUR" }, "customFields": [ { "@type": "NumberField", "label": "CF_I_Number_4_Dig", "description": "nummer 4 dez", "fieldDefinitionNumber": "CF-INVOICE_ITEM-1", "decimalPlaces": 4 }, { "@type": "TextField", "label": "CF_I_Text", "description": "text", "fieldDefinitionNumber": "CF-INVOICE_ITEM-2" }, { "@type": "DateField", "label": "CF_I_Date", "description": "date", "fieldDefinitionNumber": "CF-INVOICE_ITEM-3" }, { "@type": "MultiSelectField", "label": "CF_I_M-List", "description": "multi selectl list", "fieldDefinitionNumber": "CF-INVOICE_ITEM-4", "value": [] }, { "@type": "SelectField", "label": "CF_I_S-List", "description": "single selectl list1", "fieldDefinitionNumber": "CF-INVOICE_ITEM-5" }, { "@type": "TextField", "label": "Lederhose", "fieldDefinitionNumber": "CF-INVOICE_ITEM-6" }, { "@type": "NumberField", "label": "Filter Helen Invoice Item Number-1 EN ", "description": "Number - 1 decimal places", "fieldDefinitionNumber": "CF-INVOICE_ITEM-13", "decimalPlaces": 1 } ] } ], "id": "777a337d-d5e7-4b67-a51d-8c9754e48516", "registryId": 91475, "invoiceDate": "2020-04-09", "taxHandling": "EXCLUDE_ADDITIONAL_COSTS", "invoiceCurrency": "EUR", "exchangeRate": { "foreignCurrency": "EUR", "homeCurrency": "USD", "rate": 1.092058 }, "discountTotal": { "amount": 0, "currency": "EUR" }, "taxTotal": { "amount": 29.99, "currency": "EUR" }, "serviceChargesTotal": { "amount": 0, "currency": "EUR" }, "shippingTotal": { "amount": 0, "currency": "EUR" } }, { "invoiceNumber": "INV-2020-43", "vendorInvoiceNumber": "InvoiceNumberDemo1", "vendor": { "name": "Actrace", "id": "671f85e1-2efe-4715-ab20-c942e18aef3a" }, "dateCreated": "2020-04-09T14:13:18", "note": "Notes for invoice.", "institutionInvoiceTotal": { "amount": 496.73, "currency": "USD" }, "vendorInvoiceTotal": { "amount": 496.73, "currency": "EUR" }, "invoiceItems": [ { "invoiceItemNumber": "INV-2020-43-1", "resource": { "oclcNumber": "20723999", "title": "Bear", "resourceType": "WORLDCAT", "materialTypeCode": "Book" }, "orderItem": { "orderItemNumber": "PO-2020-18499-1", "vendorOrderItemNumber": "VendorOrderItemNumber123456", "order": { "orderNumber": "PO-2020-18499", "externalOrderId": "ExternalOrderID1234", "id": "ec3a3c52-d54f-4850-b009-fef4e9c34ede" }, "id": "32ab5474-e8f7-4575-b7ea-93f8d81d2605" }, "transactionType": "DEBIT", "quantity": 1, "id": "39f62d8d-6a8f-4d36-a97b-3734c02e747e", "transactionTypeDetail": "DEBIT", "invoicingPercentage": 100, "funds": [ { "percentage": 100, "budgetPeriod": { "id": "fcbfae01-e313-4e3f-ac83-4103f7c594d5", "budgetPeriodNumber": "BP-2014-256" }, "fundName": "Test Fund BCI Demo 1", "fundCode": "tfbcid1", "fundNumber": "BP-2014-256-72", "amount": { "amount": 84.12, "currency": "USD" } } ], "unitPrice": { "amount": 78.56, "currency": "EUR" }, "discountPercentage": 10, "discountTotal": { "amount": 7.86, "currency": "EUR" }, "serviceCharge": { "amount": 0, "currency": "EUR" }, "serviceChargeTotal": { "amount": 0, "currency": "EUR" }, "shippingCharge": { "amount": 2.99, "currency": "EUR" }, "shippingChargeTotal": { "amount": 2.99, "currency": "EUR" }, "tax1Percentage": 9.755, "tax1Total": { "amount": 6.8968, "currency": "EUR" }, "tax2Percentage": 5, "tax2Total": { "amount": 3.535, "currency": "EUR" }, "taxTotal": { "amount": 10.4318, "currency": "EUR" }, "calculatedTotal": { "amount": 84.12, "currency": "EUR" }, "adjustmentAmount": { "amount": 0, "currency": "EUR" }, "total": { "amount": 84.12, "currency": "EUR" }, "customFields": [ { "@type": "NumberField", "label": "CF_I_Number_4_Dig", "description": "nummer 4 dez", "fieldDefinitionNumber": "CF-INVOICE_ITEM-1", "decimalPlaces": 4 }, { "@type": "TextField", "label": "CF_I_Text", "description": "text", "fieldDefinitionNumber": "CF-INVOICE_ITEM-2" }, { "@type": "DateField", "label": "CF_I_Date", "description": "date", "fieldDefinitionNumber": "CF-INVOICE_ITEM-3" }, { "@type": "MultiSelectField", "label": "CF_I_M-List", "description": "multi selectl list", "fieldDefinitionNumber": "CF-INVOICE_ITEM-4", "value": [] }, { "@type": "SelectField", "label": "CF_I_S-List", "description": "single selectl list1", "fieldDefinitionNumber": "CF-INVOICE_ITEM-5" }, { "@type": "TextField", "label": "Lederhose", "fieldDefinitionNumber": "CF-INVOICE_ITEM-6" }, { "@type": "NumberField", "label": "Filter Helen Invoice Item Number-1 EN ", "description": "Number - 1 decimal places", "fieldDefinitionNumber": "CF-INVOICE_ITEM-13", "decimalPlaces": 1 } ] }, { "invoiceItemNumber": "INV-2020-43-2", "resource": { "oclcNumber": "62493393", "title": "Hattie Big Sky", "resourceType": "WORLDCAT", "materialTypeCode": "Book" }, "orderItem": { "orderItemNumber": "PO-2020-18499-3", "order": { "orderNumber": "PO-2020-18499", "externalOrderId": "ExternalOrderID1234", "id": "ec3a3c52-d54f-4850-b009-fef4e9c34ede" }, "id": "52aa20a6-1cbf-47bb-9a34-b6092bab214c" }, "transactionType": "DEBIT", "quantity": 2, "id": "08927bb0-3757-487d-a9db-2476b82e7079", "transactionTypeDetail": "DEBIT", "invoicingPercentage": 100, "funds": [ { "percentage": 50, "budgetPeriod": { "id": "fcbfae01-e313-4e3f-ac83-4103f7c594d5", "budgetPeriodNumber": "BP-2014-256" }, "fundName": "Test Fund BCI Demo 1", "fundCode": "tfbcid1", "fundNumber": "BP-2014-256-72", "amount": { "amount": 129.99, "currency": "USD" } }, { "percentage": 50, "budgetPeriod": { "id": "fcbfae01-e313-4e3f-ac83-4103f7c594d5", "budgetPeriodNumber": "BP-2014-256" }, "fundName": "Test Fund BCI Demo 2", "fundCode": "tfbcid2", "fundNumber": "BP-2014-256-73", "amount": { "amount": 129.99, "currency": "USD" } } ], "unitPrice": { "amount": 129.99, "currency": "EUR" }, "discountPercentage": 0, "discountTotal": { "amount": 0, "currency": "EUR" }, "serviceCharge": { "amount": 0, "currency": "EUR" }, "serviceChargeTotal": { "amount": 0, "currency": "EUR" }, "shippingCharge": { "amount": 0, "currency": "EUR" }, "shippingChargeTotal": { "amount": 0, "currency": "EUR" }, "tax1Percentage": 0, "tax1Total": { "amount": 0, "currency": "EUR" }, "tax2Percentage": 0, "tax2Total": { "amount": 0, "currency": "EUR" }, "taxTotal": { "amount": 0, "currency": "EUR" }, "calculatedTotal": { "amount": 259.98, "currency": "EUR" }, "adjustmentAmount": { "amount": 0, "currency": "EUR" }, "total": { "amount": 259.98, "currency": "EUR" }, "customFields": [ { "@type": "NumberField", "label": "CF_I_Number_4_Dig", "description": "nummer 4 dez", "fieldDefinitionNumber": "CF-INVOICE_ITEM-1", "decimalPlaces": 4 }, { "@type": "TextField", "label": "CF_I_Text", "description": "text", "fieldDefinitionNumber": "CF-INVOICE_ITEM-2" }, { "@type": "DateField", "label": "CF_I_Date", "description": "date", "fieldDefinitionNumber": "CF-INVOICE_ITEM-3" }, { "@type": "MultiSelectField", "label": "CF_I_M-List", "description": "multi selectl list", "fieldDefinitionNumber": "CF-INVOICE_ITEM-4", "value": [] }, { "@type": "SelectField", "label": "CF_I_S-List", "description": "single selectl list1", "fieldDefinitionNumber": "CF-INVOICE_ITEM-5" }, { "@type": "TextField", "label": "Lederhose", "fieldDefinitionNumber": "CF-INVOICE_ITEM-6" }, { "@type": "NumberField", "label": "Filter Helen Invoice Item Number-1 EN ", "description": "Number - 1 decimal places", "fieldDefinitionNumber": "CF-INVOICE_ITEM-13", "decimalPlaces": 1 } ] }, { "invoiceItemNumber": "INV-2020-43-3", "resource": { "kbCollectionID": "EBSCOhost.27h", "title": "Abstracts In Social Gerontology", "resourceType": "KBWC_COLLECTION", "materialTypeCode": "Book_Continuing" }, "orderItem": { "orderItemNumber": "PO-2020-18499-5", "order": { "orderNumber": "PO-2020-18499", "externalOrderId": "ExternalOrderID1234", "id": "ec3a3c52-d54f-4850-b009-fef4e9c34ede" }, "id": "453b22e7-f3b2-4a91-acf3-9b2b9b23a0b0" }, "transactionType": "DEBIT", "quantity": 1, "id": "926e2085-f15a-4f6f-9bc3-c41db08b3e20", "transactionTypeDetail": "DEBIT_PARTIAL", "invoicingPercentage": 50, "funds": [ { "percentage": 100, "budgetPeriod": { "id": "fcbfae01-e313-4e3f-ac83-4103f7c594d5", "budgetPeriodNumber": "BP-2014-256" }, "fundName": "Test Fund BCI Demo 2", "fundCode": "tfbcid2", "fundNumber": "BP-2014-256-73", "amount": { "amount": 53.84, "currency": "USD" } } ], "unitPrice": { "amount": 49.39, "currency": "EUR" }, "discountPercentage": 5, "discountTotal": { "amount": 2.47, "currency": "EUR" }, "serviceCharge": { "amount": 0, "currency": "EUR" }, "serviceChargeTotal": { "amount": 0, "currency": "EUR" }, "shippingCharge": { "amount": 0, "currency": "EUR" }, "shippingChargeTotal": { "amount": 0, "currency": "EUR" }, "tax1Percentage": 9.755, "tax1Total": { "amount": 4.577, "currency": "EUR" }, "tax2Percentage": 5, "tax2Total": { "amount": 2.346, "currency": "EUR" }, "taxTotal": { "amount": 6.923, "currency": "EUR" }, "calculatedTotal": { "amount": 53.84, "currency": "EUR" }, "adjustmentAmount": { "amount": 0, "currency": "EUR" }, "total": { "amount": 53.84, "currency": "EUR" }, "customFields": [ { "@type": "NumberField", "label": "CF_I_Number_4_Dig", "description": "nummer 4 dez", "fieldDefinitionNumber": "CF-INVOICE_ITEM-1", "decimalPlaces": 4 }, { "@type": "TextField", "label": "CF_I_Text", "description": "text", "fieldDefinitionNumber": "CF-INVOICE_ITEM-2" }, { "@type": "DateField", "label": "CF_I_Date", "description": "date", "fieldDefinitionNumber": "CF-INVOICE_ITEM-3" }, { "@type": "MultiSelectField", "label": "CF_I_M-List", "description": "multi selectl list", "fieldDefinitionNumber": "CF-INVOICE_ITEM-4", "value": [] }, { "@type": "SelectField", "label": "CF_I_S-List", "description": "single selectl list1", "fieldDefinitionNumber": "CF-INVOICE_ITEM-5" }, { "@type": "TextField", "label": "Lederhose", "fieldDefinitionNumber": "CF-INVOICE_ITEM-6" }, { "@type": "NumberField", "label": "Filter Helen Invoice Item Number-1 EN ", "description": "Number - 1 decimal places", "fieldDefinitionNumber": "CF-INVOICE_ITEM-13", "decimalPlaces": 1 } ] }, { "invoiceItemNumber": "INV-2020-43-4", "resource": { "kbTitleID": "safari.tech 14283359", "title": "100 Great Branding Ideas", "resourceType": "KBWC_ENTRY", "materialTypeCode": "Book_Digital" }, "orderItem": { "orderItemNumber": "PO-2020-18499-4", "order": { "orderNumber": "PO-2020-18499", "externalOrderId": "ExternalOrderID1234", "id": "ec3a3c52-d54f-4850-b009-fef4e9c34ede" }, "id": "c63329d9-ce71-4bc1-85cf-ca5365fb09ba" }, "transactionType": "DEBIT", "quantity": 1, "id": "7b9902d0-c97b-4610-9e5b-6d56f44a578e", "transactionTypeDetail": "DEBIT_PARTIAL", "invoicingPercentage": 0, "funds": [ { "percentage": 100, "budgetPeriod": { "id": "fcbfae01-e313-4e3f-ac83-4103f7c594d5", "budgetPeriodNumber": "BP-2014-256" }, "fundName": "Test Fund BCI Demo 1", "fundCode": "tfbcid1", "fundNumber": "BP-2014-256-72", "amount": { "amount": 98.79, "currency": "USD" } } ], "unitPrice": { "amount": 98.79, "currency": "EUR" }, "discountPercentage": 0, "discountTotal": { "amount": 0, "currency": "EUR" }, "serviceCharge": { "amount": 0, "currency": "EUR" }, "serviceChargeTotal": { "amount": 0, "currency": "EUR" }, "shippingCharge": { "amount": 0, "currency": "EUR" }, "shippingChargeTotal": { "amount": 0, "currency": "EUR" }, "tax1Percentage": 0, "tax1Total": { "amount": 0, "currency": "EUR" }, "tax2Percentage": 0, "tax2Total": { "amount": 0, "currency": "EUR" }, "taxTotal": { "amount": 0, "currency": "EUR" }, "calculatedTotal": { "amount": 98.79, "currency": "EUR" }, "adjustmentAmount": { "amount": 0, "currency": "EUR" }, "total": { "amount": 98.79, "currency": "EUR" }, "customFields": [ { "@type": "NumberField", "label": "CF_I_Number_4_Dig", "description": "nummer 4 dez", "fieldDefinitionNumber": "CF-INVOICE_ITEM-1", "decimalPlaces": 4 }, { "@type": "TextField", "label": "CF_I_Text", "description": "text", "fieldDefinitionNumber": "CF-INVOICE_ITEM-2" }, { "@type": "DateField", "label": "CF_I_Date", "description": "date", "fieldDefinitionNumber": "CF-INVOICE_ITEM-3" }, { "@type": "MultiSelectField", "label": "CF_I_M-List", "description": "multi selectl list", "fieldDefinitionNumber": "CF-INVOICE_ITEM-4", "value": [] }, { "@type": "SelectField", "label": "CF_I_S-List", "description": "single selectl list1", "fieldDefinitionNumber": "CF-INVOICE_ITEM-5" }, { "@type": "TextField", "label": "Lederhose", "fieldDefinitionNumber": "CF-INVOICE_ITEM-6" }, { "@type": "NumberField", "label": "Filter Helen Invoice Item Number-1 EN ", "description": "Number - 1 decimal places", "fieldDefinitionNumber": "CF-INVOICE_ITEM-13", "decimalPlaces": 1 } ] } ], "id": "dc12e3c2-038d-4999-a08d-b41e38d8b4dc", "registryId": 91475, "invoiceDate": "2020-04-09", "taxHandling": "EXCLUDE_ADDITIONAL_COSTS", "invoiceCurrency": "EUR", "exchangeRate": { "foreignCurrency": "EUR", "homeCurrency": "USD", "rate": 1 }, "discountTotal": { "amount": 10.33, "currency": "EUR" }, "taxTotal": { "amount": 17.35, "currency": "EUR" }, "serviceChargesTotal": { "amount": 0, "currency": "EUR" }, "shippingTotal": { "amount": 2.99, "currency": "EUR" } } ] }
Sample JSON invoice export files are also available on the OCLC Developer Network.
It is possible to write a simple program to retrieve the exported files automatically. The program must be able to:
Note:
Once you have retrieved the export file, you can transform it to the required data format and import into your financial system. The file contains data from:
For examples and more information, refer to Financial System Integration on the OCLC Developer Network.
The general steps needed to transform the file are:
Note:
Note: The easiest way to construct a payment file is to modify the existing JSON file exported by WMS.
If you selected the Invoice Status setting of Awaiting Payment for your invoice export job, then the invoices will be marked as Awaiting Payment upon export. In order to mark these invoices as paid, you will need to upload a payment import file using OCLC file exchange. The payment import file communicates which invoices need to be marked as paid.
The schema for the payment import file and the invoice export file are largely the same, so one strategy for creating a payment import file is to modify the invoice export file and upload it. You can modify the following fields:
{ "invoices": [ { "externalInvoiceId": "ExternalInvoiceID2", "paymentReferenceId": "PaymentReferenceID2", "paymentDate" : "2020-04-12", "invoiceNumber": "INV-2020-44", "invoiceItems": [ { "invoiceItemNumber": "INV-2020-44-1", "total": { "amount": 102.00, "currency": "EUR" } }, { "invoiceItemNumber": "INV-2020-44-4" } ], "id": "777a337d-d5e7-4b67-a51d-8c9754e48516", "exchangeRate": { "foreignCurrency": "EUR", "homeCurrency": "USD", "rate": 1.09206 } }, { "externalInvoiceId": "ExternalInvoiceID1", "paymentReferenceId": "PaymentReferenceID1", "paymentDate" : "2020-04-14", "invoiceItems": [ { "invoiceItemNumber": "INV-2020-43-1" }, { "invoiceItemNumber": "INV-2020-43-2" }, { "invoiceItemNumber": "INV-2020-43-3", "total": { "amount": 53.89, "currency": "EUR" } }, { "invoiceItemNumber": "INV-2020-43-4" } ], "id": "dc12e3c2-038d-4999-a08d-b41e38d8b4dc", "exchangeRate": { "foreignCurrency": "EUR", "homeCurrency": "USD", "rate": 1.5 } } ] }
Before uploading the payment import file to an OCLC file exchange server:
To upload a payment import file:
Note: The instructions provided above detail how to post the payment file manually. You can also write a simple program in code to do this process automatically.
You can view the status of invoice export activities and payment import activities with the invoice export job activity log.
Column | Description |
---|---|
Date | The date and time the file was processed. |
Type | The type of file that was processed (Invoice Payment Import or Invoice Export). |
Result | The result of the file that was processed (e.g., 2 of 2 ready invoices exported). |
Details | Additional details about the file that was processed (e.g., REQUEST_ID: B3N-GEDK-G99). |
Status | Icon associated with the severity of the file that was processed (Success, Warning, or Error). |
Status Message | The status of the file that was processed (Completed or Failed). If the status is Completed, the View Details link will be present. Click View Details to open the Logging Details dialog. |