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Integrate invoice information with your financial system using WMS Accounting System Invoice Connector

Discover how to synchronize invoice information between WorldShare Acquisitions and your financial system by exporting and importing a single invoice file.

Overview

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:

  • Invoice data
  • Order data
  • Order item data
  • Resource data
  • Vendor data

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.

1. Configure invoice export job

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.

  1. On the left navigation, click Automated Jobs > Jobs to open the Jobs screen.
  2. Click New Job to open the New Job dialog.
  3. In the New Job dialog:
    1. Enter a name for the job in the Name text field.
    2. Select Invoice Export from the Type drop-down list.
    3. Click Save. The Invoice export job screen opens.
  4. From the Invoice export screen:
    1. Select an Invoice Status setting.
      • Awaiting Payment - Sets any Ready for Payment invoice(s) to Awaiting Payment upon export. This ensures that invoices are not exported twice, while also indicating that invoices need to be paid. Invoices will not be marked as Paid until you upload a payment import file, triggering the marking of invoices of Paid.. This will then trigger the marking of invoices as paid. This allows you to only mark invoices as paid either once they have been transferred to the financial system or when payment has been transmitted by the financial system.
      • Paid - Immediately marks the invoices as Paid upon export. This is for use by those institutions that do not want to import a file of paid invoices back to WMS. This method assumes that all invoices exported will be transferred to the accounting system, and that any problems with this process will be handled manually by staff via unpaying the invoice and then marking them as Ready for Payment again in order for them to be re-exported.
    2. Select the how often you want to export invoice data from the Schedule drop-down list.
      • Inactive - Job is not currently in use and will not be run until activated.
      • Daily - Specify the job to run daily at a specific time. Enter the time in hh:mm format (e.g., 05:00 PM).
      • Weekly - Specify a time and day of the week for the job to run. Select a day to run the job from the drop-down list and enter the time in hh:mm format (e.g., 05:00 PM).
      • Monthly - Specify a time and day of the month for the job to run. Select a day of the month to run the job from the drop-down list and enter the time in hh:mm format (e.g., 05:00 PM).
      • Manual only - Manually run this job at times you choose by clicking Run on the Invoice export job screen.
    3. Enter a user to be notified when the system exports invoices and when the system imports payment files from the Notify text field.
       Note: This is an auto-suggest text field. Auto-suggestions for field-appropriate elements start with the first keystroke in the text field.
  5. Click Save.

2. Mark invoices to be exported as Ready for Payment

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.

  1. On the left navigation, click Invoices > Invoices.
  2.  Select Open from the Payment Status filter and click Apply. All open invoices appear.
    • Results are sorted numerically by invoice number.
    • To change the sort order, click any column heading.
  3. Click the Invoice # to open an invoice.
  4. From the Invoice screen, click Mark as Ready. The Status on the Invoice screen will now read Ready.

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.

3. Retrieve exported file from an OCLC file exchange server

Once invoices have been exported to an OCLC file exchange server, you will need to retrieve the files using your OCLC file exchange account.

  1. Sign in to OCLC file exchange using an open source SFTP client or using SFTP commands.
    Steps 2-4 - Image
    Retrieve exported file from OCLC SFTP server
  2. Navigate to the root directory.
  3. Click the xfer directory.
  4. Navigate to wms > out > acq > invoices. A list of all files exported in the last 90 days will display. File names are structured as follows: [OCLC symbol].out-acq-invoices.D[Date].T[Time]
  5. Right-click the invoice export file you want to retrieve and click Download from the context menu.

After you have retrieved the file, you can transform it to the required data format and import it into your financial system. The file contains data from:

This is all packaged into a single JSON file for ease of processing. See Financial System Integration for more information.

(Optional) Upload payment import file to an OCLC file exchange server

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:

  • Date Paid - This field is now editable and can be different from the date on which the system changed the status to paid.
  • Payment Reference ID - This is a new field and represents the check or payment transaction number used for the actual payment transmitted to the vendor.
  • External Invoice ID - This is a new field and contains a unique invoice ID used by a system external to WMS (e.g. the financial system), if different from the invoice ID used by WMS.
  • Invoice Item Total - This allows you to over-write the total of the invoice item to the exact total used in the financial system for the item. This will override the calculated total used in the system for the item.

You can find details about the schema for the payment import file and supported fields on the OCLC Developer Network.

To upload a payment import file:

  1. Sign in to OCLC file exchange using an open source SFTP client or using SFTP commands.
    Steps 2-4 - Image
    Upload payment import file to OCLC SFTP server
  2. Navigate to the root directory.
  3. Click the xfer directory.
  4. Navigate to wms > in > acq > payment.
  5. Right-click your payment import file and click Upload from the context menu. OCLC file exchange will pick up the file and pass it on to WorldShare Acquisitions for processing. When this happens, which should be almost immediately, the file will disappear from the payments folder upon refresh.

(Optional) View activity logs for export and import processes

You can view the status of invoice export activities and payment import activities with the invoice export job activity log.

  1. On the left navigation, click Automated Jobs > Jobs.
  2. Select Invoice Export from the Type filter and click Apply.
  3. Click the Name of the job to view the Invoice export job screen.
  4. From the Invoice export job screen, click Activity Log to open the accordion.
  5. (Optional) Click View Details in the Status column to open the Logging Details dialog, which provides additional details about the activity process.

Available Activity Log and Logging Details columns

Activity Log and Logging Details columns - Table
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.

 

 

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