Skip to main content
OCLC

Import an order

 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.

The following types of data can be imported:

Data

Format

Description

Order MARC Order data 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.

Ways to import order data

When importing order data, you can use it to do one of three things:

  1. Create a new purchase order
  2. Add to an existing purchase order
  3. Add to an existing plan
    • You must first create a plan in WorldShare Acquisitions. There are six different types of plans you can create in the system. See Order Types for details.
    • You must have the vendor order number in the 981 $n field of your order data.

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

Create and place orders

There are three different workflows you can follow to enter an order in WorldShare Acquisitions and notify your vendor about your order.

  1. Create and place your order on the vendor's website and
    1. Import the order data into WorldShare Acquisitions, or
    2. Create an order manually in the system
  2. Create an order in WorldShare Acquisitions and send to the vendor
    1. By printing the order and sending the order information via mail
    2. By emailing the order via an HTML email
    3. By emailing the order via an EDIFACT email
  3. Create a cart on the vendor's website
    1. Then upload the order to WorldShare Acquisitions to create an order in the system and place the order through WorldShare Acquisitions

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.

MARC order data

The following information should be included in the MARC order 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 order data - Table
MARC Element in Acquisitions Input Type Description
035 $a OCLC Number OCLC number in this format: (OCoLC)1553114 The OCLC number is used to identify the bibliographic record in WorldCat that the order item is attached to. If you do not include an OCLC number, the system tries to find a matching record in WorldCat based on other values in the bibliographic record provided (e.g. title, author, ISBN).
949 $h Branch Integer User-entered value; represents the WorldCat Registry ID of the Home Branch Location of an item.
949 $l Shelving Location String User-entered value; represents the Shelving Location of the Home Branch Location of an item.
949 $p Fund Code String (Maximum: 40 characters) User-entered value representing the code of the fund used for encumbering.
949 $q Copy Quantity Integer (Maximum: 999) Number of copies ordered.
980 $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.)
980 $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).
980 $h Tax Percentage Decimal (Maximum: 100.00) Percentage of tax applied to price by vendor.
980 $i Discount Percentage Decimal (Maximum: 100.00) Percentage of discount applied to price by vendor.
980 $k ISBN Integer ISBN of item being ordered. Not used for matching. The bibliographic 020 field is used for matching.
980 $m ISSN Integer ISSN of item being ordered. Not used for matching. The bibliographic 022 field is used for matching.
980 $s Shipping and Handling (per unit) Decimal (Maximum: 999.99) Shipping and handling charges for a single unit.
980 $x Exchange Rate Decimal Exchange rate for the order, if currency is not the same as Library Currency.
980 $z Currency of PO ISO 4217 Three letter currency code ISO Currency Code - for Order
981 $a KB Collection Identifier String Identifier for the WorldCat knowledge base collection being ordered.
981 $b KB Title Identifier String Identifier for the WorldCat knowledge base title being ordered.
981 $g Account Number String Account or customer number, used by library for ordering and invoicing. (Also called "Subaccount")
981 $i Library Item Note String (Maximum: 256 characters) Notes provided for an item.
981 $l Order Name String (Maximum: 256 characters) Text string, representing name of order or cart.
981 $n Vendor Order Number String (Maximum: 256 characters) Internal number used to identify order by vendor. Provided to library for tracking purposes.
981 $x Library Order Comment String (Maximum: 256 characters) Comment on an order.

981 $z

Vendor Order Item Number

Required if importing invoice or shelf-ready data.

String (Maximum: 256 characters) Unique identifier provided by a vendor for specific item ordered.

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 order and/or shelf-ready data files

Step 1: Create a purchase order or plan in WorldShare Acquisitions

Your first step is determined by whether you are importing order data for a plan or purchase order. If you are importing order data for a plan you subscribe to, you must create a plan in the system before you import any data. If you are importing order data for a purchase order, you do not have to manually create a corresponding purchase order in the system.

If a purchase order or plan has not been created in the system for the order data, then the system will create new orders as described below. If you do not manually create a plan, the system will group items onto new purchase orders. For a list of plans that can be created in the system, see Order Types.

How orders are created from imported order data

When order data is imported, the system evaluates the data in order to determine whether the order items should be placed on new purchase orders as outlined below. Review the following to determine whether to manually create a purchase order in the system. If you are importing data for a plan, you must create a plan in the system. For details on creating a plan, see Create a plan below.

How orders are created from imported files

Order creation is based on the vendor order number in field 981 $n and the other factors below.

  1. If field 981 $n contains a vendor order number, the system checks for an unplaced order or plan with same vendor order number:
    1. Unplaced order exists, the system adds the item to it
    2. Plan exists, the system adds the item to it
    3. Placed order exists, an error results
    4. No order exists, the system creates a new order with the vendor order number from field 981 $n and adds all items with that vendor order number to it
  2. If field 981 $n is empty:
    1. The system creates an order using the order name in field 981 $l.
    2. If field 981 $l is empty, the system creates an order without a vendor order number or order name and puts all items in the file in it.

One order for all items in an order file

To have WorldShare Acquisitions create one order for all the items in an order data file, make sure each item's record in the order data file has either the same order name (981 $l) or the same order number (981 $n). If both are provided, the system uses the vendor order number to group items on the same order. If neither is provided, then the system groups all such items in the file on to a single order.

Create a plan

You must create a plan in the system before importing any order data associated with a plan. There are six types of plans you can create in WorldShare Acquisitions. See Order Types for details.

  1. On the left navigation, click Orders.
  2. Click Orders.
  3. On the Orders screen, click New Order.
  4. On the Add New Order window, enter an Order Name.
  5. From the Order Type list, select a plan. For details, see Order Types.
  6. Enter the Vendor whose order data you are importing. As you type, the field will suggest vendors. Select the Vendor from the list.
  7. Enter the Vendor PO # (Number).
    • Each item in the order data file you import must have this number in the 981 $n subfield.
    • If this number is missing from the plan, the system will group items onto new purchase orders. See How orders are created from imported order data above for details.
  8. Click Save.

Step 2: Import order data file

Follow the instructions below if you are importing an order data file. If you are only importing invoice and/or shelf-ready data files skip to Import invoice and/or shelf-ready data files. Note: If your vendor provides you with order, invoice, and shelf-ready data on one file, you will need to upload the file twice (once in this step and once under step 4).

  1. On the left navigation, click Vendors.
  2. Search for the vendor whose files 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. In the Import Data window, from the Type list, select Import order data (MARC).
  7. Click Browse.
  8. Locate the order data file on your computer. Click Open.
  9. (Optional). Select the Display imported items in WorldCat Local check box if you want all imported items to appear with the status of On Order in WorldCat Local or WorldCat Discovery after the order is placed.
  10. (Optional). Select the Verify OCLC Numbers if provided check box if you want the system to use the OCLC number to find the master record and verify that the bibliographic information of the item matches the record.
  11. Click Upload.
  12. The system confirms your file has been uploaded.
  13. Click Cancel or the x in the upper right corner to close the Import Data window.

Step 3: Review order items

The file you uploaded appears as the first line in the Processing Log. The Processing Log is the table listing all of the files you have uploaded for the vendor. 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 from the system with the file's import details.

  1. In the Processing Log, view the status of the import in the Status column. If the upload fails, it will be noted here.
  2. The Details column links to any orders created as a result of the upload. Click the PO link in the Details column to view the order (it will be the order number assigned to the purchase order or plan by the system, e.g. PO-2015-100).
  3. On the Order screen, confirm that all items were imported to the order.
  4. If any of the items are multi-part monographs, click on the item's Title. On the Order Item Details screen, from the Processing Type list, select Serial. Click Save.
  5. Make any other edits to the order items, if needed.
  6. If the order is a purchase order, click Place Order. Make sure the Notify Vendor about this order check box is not selected. Click Place Order.
  7. If the order is a plan, the order will already have the status of Placed.

Next, if you are not importing invoice and shelf-ready files, see:

If you are importing invoice and shelf-ready files, see:

Watch a video

Import order and invoice data (8:12)

This video shows how to import order, invoice and shelf ready data files in WorldShare  Acquisitions.

  • Was this article helpful?