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Invoice while receiving

You can receive ordered items and add them to an invoice at the same time:

  1. On the left panel, click Receive and Invoice.
  2. (Optional). Using the tabs under Outstanding items, choose 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.
  3. Select Receive and Invoice from the Action list.
  4. Click Outstanding Items to see all items under the selected processing type that are available for receiving and invoicing.
  5. In order to receive and invoice items, you must have a vendor and invoice selected. To search for a vendor, on the left panel, under Receive & Invoice, type the vendor name into the Vendor search box.
    • As you type, a list will appear showing the vendors in use that match your search.
    • If a vendor does not appear, make sure the vendor is listed as In use/not in use in Vendors.
  6. Select an invoice by typing the invoice number into the Invoice Number search box.
    • As you type, a list will appear showing the invoices currently available.
    • To create a new invoice, see see Create a new invoice .
  7. Filter or search for items you want to receive and invoice.
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 top middle of the screen.
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 top middle of the screen.

Invoiced

(serials and e-products only)

Select the degree to which the invoice has been completed:

  • Not or partially
  • Not invoiced
  • Partially
  • Invoiced
In the upper right corner of the screen.
Item

Search by barcode, ISBN, ISSN, OCLC number, or title in the Search box.

  • Search results appear automatically when you stop typing.
  • To return to the list of outstanding items, delete all text from the search box.
  • Barcode searches are possible only after importing shelf ready data. See Import invoice and/or shelf-ready data files.
In the upper left corner of the screen.
Order (all items in an order)

Search by Order Number (PO number) in the Search box.

  • Type full number, including "PO" and dashes (-).
  • Search results appear automatically when you stop typing.
  • To return to the list of outstanding items, delete all text from the search box.

Received

(serials and e-products only)

Select the degree to which the order has been completed:

  • Started
  • Not Started
  • Finished
  • Cancelled
  • Not Cancelled
In the top middle of the screen.
  1. In the Call#, Barcode column, fill in the call number fields. Follow local practice.
  2. Fill in the barcode field (use scanner or type barcode). If you type in the barcode, press <Enter> to receive and invoice the item (the cursor must be in the barcode field when you press <Enter>).
    Result:
    • The item moves to the Item(s) processed in this session area at the bottom of the screen.
    • The Invoiced column says 100%.
    • The barcode links to the item record.
    • The item is now available in WMS Circulation and WorldCat Local/Discovery.
    • If the item has a hold or a Requestor, the system displays an alert at the top of the screen by default. Contact OCLC Support or your Implementation Manager to turn off this feature.
    To set cost of item
  3. Next steps:
    • (Optional). To print labels for received items, see Print labels.
    • To pay the invoice, see Pay an invoice.
    • To edit the item record, click the barcode.
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