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View and edit an order

Discover how to locate and edit open and placed orders in WorldShare Acquisitions.

You can search for and edit your open and placed orders.

Search for existing orders and plans

  1. On the left navigation, click Orders > Orders.
  2. Click Search to view all orders.
    Or
    From the drop-down list, select an index and enter the search term(s). Click Search.
    • Results are sorted alphabetically by name.
    • To change the sort order, click any column heading.
    • Filter orders and plans by using the filters at the top of the page.
  3. Click the Order Name or Order # to view or edit the order or plan.

Edit orders or plans

You can edit open and placed orders or plans information by editing the fields below.

Field Description
Account Number Add the account number, if applicable. Follow local practice. You can add account numbers in Vendors.

 Note: If you edit the vendor and have an account number selected on the order, the account number will be removed, and you will have to reenter the account number.

Currency The currency used by the vendor. If the library's currency differs, this area becomes editable to allow the exchange rate to be entered. Click Use Current Rate to populate the Exchange Rate field with the current exchange rate.
 

 Note: When you update the exchange rage, it triggers an auto-save of the order. This allows for the recalculation of the encumbrance for every order item.

Notes Add a note about the order, if applicable.
Order Name The name of the order.
Order Number Number assigned by system when order was created.

 Note: This field is not editable.

Order Type The order type you selected when creating the order.

 Note: 

  • You can edit the order type for a plan.
  • You cannot edit the order type for an order.
  • For more information, see Order types.
order type description
Approval Plan List of items received as part of an agreement with supplier to send items based on a profile. The library retains the right to return items not needed.
Blanket Order List of items received as part of an agreement with a supplier to send items based on a profile.
DDA (Demand Driven Acquisitions) Plan List of items received as part of an agreement with supplier to trigger purchase of online materials based on patron usage.
Gift/Donation List List of items received from a specific person or organization for free or at little cost to the library.
Legal Deposit List List of items received as part of an arrangement with a governmental entity to keep some or all of its publications at the library.
Standing Order List of items received as part of an agreement with supplier to send items belonging to a series or specific publication.
Shipping Address Select a branch from the drop-down list.
Shipping Type Select a shipping type (STD Standard, EX Express, ND Next Day, or OTH Other) from the drop-down list.
Tax Handling

Select a tax calculation method from the drop-down list.

 Note: When you edit the tax handling method, it triggers an auto-save of the order. This allows for the recalculation of the tax for every order item.

tax calculation method description
Tax item cost Calculates tax amount by multiplying tax percentage by the price
Tax item, service charge, and shipping cost Calculates tax amount by multiplying tax percentage by the price, service charges, and shipping
Includes taxes in costs Calculates tax amount by considering it as included in the price, service charges, and shipping
Vendor The name of the vendor. If the vendor uses a different currency than the library, the Currency area (to the right of the Comment box) becomes editable to allow the exchange rate to be entered.

 Note: 
  • If you edit the vendor with a vendor who uses a different currency, the Update Vendor dialog appears. You will need to select whether you want to keep your current currency or match to the vendor's currency. 
  • If you edit the vendor and have an account number selected on the order, the account number will be removed, and you will have to reenter the account number.
Vendor Order Number Add the order number from the vendor, if known. Follow local practice.

 Note: If you edit the vendor and have an account number selected on the order, the account number will be removed, and you will have to reenter the account number.

Delete an order

 Caution: Deleting an order cannot be undone.

You can delete an order as long as all copies of the items in the order meet the following criteria:

  • Receipt Status = Not Received or Not Tracked
  • Order Status = Ordered, On Order, Cancelled, or Cancellation Requested
  • Purchase Status = Not Invoiced
  • Renewal Status = Not Renewed

 Note: If the on-order flag has been set to Yes for any item in the order, then the on-order LHR will also be deleted for the item(s).

To delete an order:

  1. On the left navigation, click Orders > Orders.
  2. Click Delete Order. If the order does not meet the criteria outlined above, one of the following error messages appears:
    Unable to delete order.
    • Item has been received, returned, or withdrawn.
    • Item has been invoiced.
    • Item has been renewed.
  3. From the Delete Order dialog, click Delete. A confirmation message appears and the order is deleted.