Skip to main content
OCLC Support

Add item to order

  1. Last updated
  2. Save as PDF
Discover how to add an item or monographic series from WorldCat or the WorldCat knowledge base, an item not found in WorldCat or the WorldCat knowledge base, and how to use an order item template in WorldShare Acquisitions.

Add item from WorldCat

Use Discover Items

In Acquisitions use Discover Items to search through WorldCat for print or other physical format monographs and serials. See WorldCat.

You will need to find a record in WorldCat for both ordering and for adding holdings for items you have in hand, or for items that you have acquired outside of the WMS Ordering process (e.g. gifts).

  1. Choose the search Scope to limit your search. See Basic search.
  2. Select a search Index. See Basic search.

Check your library's holdings before ordering

On the search results screen, the middle column indicates whether your library holds the item, as below.

  • Held by my library: Your library holds the item.
  • Not Held by my library: Your library does not hold the item
  • Libraries own this item: The number of libraries that own the item

See details about an item

To see detailed information about an item, place your cursor over the information icon (Information icon) in the search results. A window appears listing information, which varies, depending on the type of item:

Discover Items Discover Collections
Item:
  • Author
  • Copies ordered: Number of copies ordered, but not received
  • Copies Owned
  • Copies selected: Total number of copies in open orders
  • Current Publication Frequency (serials only)
  • Date of publication and/or sequential designation (serials only)
  • Dewey Call Number
  • Edition
  • Language of cataloging
  • Library of Congress Call Number
  • ISBN/ISSN
  • OCLC number
  • Number of holds (if applicable)
  • Physical description
  • Publisher
  • Series
  • Source of cataloging
Collection:
  • Available Titles
  • Collection ID
  • Material Type
  • Provider
  • Selected Titles
Title:
  • Collection
  • Content Availability
  • Material Type
  • Provider Name and Website

To close the window, move the cursor away from the information icon (Information icon).

Add an item to an order or plan

  1. From the search results, find the item you want to order and click Add to > Order.
  2. On the Add Item to Order window, change the settings as needed - Table
    Setting Description

    Acquisition Type

    One-Time: A one-time order.

    Subscription: An order for an item that is published in an ongoing manner (no end date), but typically purchased by period. Usually requires renewal by the purchaser at the end of the period.
    ISBN/ISSN The ISBN/ISSN WMS sends to the vendor.
    Processing Type

    Select a processing type:

    • Electronic Product - A nonphysical, electronic title. May be a single item or multi-part item. May be issued in parts indefinitely.
    • Monograph - Monographs where only one barcode is applied.
    • Serial - Print serials and multi-part monographs where multiple barcodes are applied.
  3. (Optional) Apply a template (available for orders only). From the Apply Order Template list, click the template you want to apply.
  4. To add the item to the order or plan, in the Action column (at right), click Add:
    • The number in the Items column increases.
    • Items added to plans can also be received immediately. A message will appear confirming that the item was added. Click Receive Item to begin the receiving process. See Receive Monographs or Receive serials and e-products for more information.
  5. Click Close.

Add a monographic series to an existing order

 Note: You cannot currently search Discover Collections for a monographic series.

  1. From the search results, find the monographic series you want to order and click Add to > Order.
  2. From the Add Item to Order dialog window, select the following settings:
    • Acquisition Type - Subscription
    • Processing Type - Monographic Series
  3. (Optional) Add any additional information about the monographic series (ISBN, Period, Start Date, and/or End Date) or apply a template (available for orders only). From the Apply Order Template list, click the template you want to apply.
  4. Find the existing purchase order to which you want to add the monographic series.
  5. To add the monographic series to the order, in the Action column (at right), click Add. The number in the Items column increases.
  6. (Optional) Click the Order Name to enter details for the order item (e.g., Fund, Location, Price, etc.).
  7. Click Close.

Add a monographic series to a new order

 Note: You cannot currently search Discover Collections for a monographic series.

  1. From the search results, find the monographic series you want to order and click Add to > Order.
  2. From the Add Item to Order dialog window, select the following settings:
    • Acquisition Type - Subscription
    • Processing Type - Monographic Series
  3. (Optional) Add any additional information about the monographic series (ISBN, Period, Start Date, and/or End Date) or apply a template (available for orders only). From the Apply Order Template list, click the template you want to apply.
  4. Click New Order.
  5. In the Add New Order dialog, select Purchase Order for Order Type and complete the other fields as needed.
    Add New Order fields - Table
    Field Description
    Order Name (required) Give a meaningful and unique name to avoid confusion with other orders. Follow local practice.
    Order Type (required) Select the type of order from the list:
    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. Vendors do not allow the return of items.
    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.
    Purchase Order List of items created by library to be submitted to supplier.
    Standing Order List of items received as part of an agreement with supplier to send items belonging to a series or specific publication.
    Vendor (not required for purchase orders) As you type, the system automatically suggests vendor names from those listed as in use in Vendors.

    Enter the vendor name in quotes (e.g., "Le Jour") to perform an exact phrase search. Exact phrase searching is useful in cases where the vendor name ends in a word that may match a number of other words in a vendor name (e.g., Le Jour matches vendor names that contain the word Journal).
    Vendor PO # (number) Add the order number from the vendor, if known. Follow local practice.
    Tax Handling Select a tax calculation method from the drop-down list.
    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
    Comments Add any notes about the order. Follow local practice.
  6. Click Save. The new order will appear in the Existing Orders table.
  7. Click Add to add the volume to the newly created order.
  8. (Optional) Click the Order Name to enter details for the order item (e.g., Fund, Location, Price, etc.).

Watch a video

Ordering monographs

Run time: 11:17

This video shows how to create a purchase order, add a single part and a multi-part monograph to the order, and how to then place the order in WMS Acquisitions.

 

Ordering serials subscriptions

Run time: 11:30

This video shows how to create and place a purchase order for serials subscriptions in WorldShare Acquisitions.

 

Add item from WorldCat knowledge base

Use Discover Collections to search for e-products in the WorldCat knowledge base. See WorldCat knowledge base.

  1. Choose the search Scope to limit your search. See Search for collections, providers or titles.
  2. Enter you search terms. The My Selected Collections check box is automatically selected. If you want to search all of the WorldCat knowledge base, deselect the My Selected Collections check box.
  3. Click Search or press <Enter>.

Check your library's holdings before ordering

On the search results screen, the middle column indicates whether your library holds the item, as below.

  • Held by my library: Your library holds the item.
  • Not Held by my library: Your library does not hold the item
  • Libraries own this item: The number of libraries that own the item

See details about an item

See details about an item above.

Add the collection to an order or license

  1. In the Results list, click Add to > Order to add the collection to an order or license.
  2. On the Add Item to Order window, change the settings as needed - Table
    Setting Description

    Acquisition Type

    One-Time: A one-time order.

    Subscription: An order for an item that is published in an ongoing manner (no end date), but typically purchased by period. Usually requires renewal by the purchaser at the end of the period.
    ISBN/ISSN The ISBN/ISSN WMS sends to the vendor.
    Processing Type

    Select a processing type:

    • Electronic Product - A nonphysical, electronic title. May be a single item or multi-part item. May be issued in parts indefinitely.
    • Monograph - Monographs where only one barcode is applied.
    • Serial - Print serials and multi-part monographs where multiple barcodes are applied.
  3. (Optional) Apply a template (available for orders only). From the Apply Order Template list, click the template you want to apply.
  4. To add the item to the order or plan, in the Action column (at right), click Add:
    • The number in the Items column increases.
    • Items added to plans can also be received immediately. A message will appear confirming that the item was added. Click Receive Item to begin the receiving process. See Receive Monographs or Receive serials and e-products for more information.
  5. Click Close.

Add item not in WorldCat or the WorldCat knowledge base

If you have searched WorldCat and WorldCat knowledge base, and no record matches the item you are ordering, you can use any of the following methods to handle this situation:

Watch a video

Ordering when there's no WorldCat record

Run time: 13:07

This video shows how to create a brief level record for ordering when no WorldCat record exists.

 

 

Use an order item template

Order templates are used to store order information that is reused. Templates are applied to items, not to orders. See Manage order item templates.

 Note: You cannot use an order item template that uses a disabled fund to add a new item to an order.

  1. From the search results, find the item you want to order and click Add to > Order.
  2. On the Add Item to Order window, change the settings as needed - Table
    Setting Description

    Acquisition Type

    One-Time: A one-time order.

    Subscription: An order for an item that is published in an ongoing manner (no end date), but typically purchased by period. Usually requires renewal by the purchaser at the end of the period.
    ISBN/ISSN The ISBN/ISSN WMS sends to the vendor.
    Processing Type

    Select a processing type:

    • Electronic Product - A nonphysical, electronic title. May be a single item or multi-part item. May be issued in parts indefinitely.
    • Monograph - Monographs where only one barcode is applied.
    • Serial - Print serials and multi-part monographs where multiple barcodes are applied.
  3. From the Apply Order Template list, click the template you want to apply.
  4. Check and edit the details in Item Details (Template: [name]). You can edit or apply the following fields to an order item when using an order item template.
    Available fields in an order item template - Table
    Tab Editable field
    General
    • Requestor
    • Display in WorldCat
    Location
    • Branch
    • Location
    Pricing
    • Unit Price
    • % | Discount
    • % | Service Charges
    • % | Shipping
    • % | Tax 1
    • % | Tax 2
    Budget/Fund
    • Budget(s)
    • Fund(s)
    Notes Any existing notes
    Custom Fields
    • Staff name
    • Priority
    • Date Returned
    • Academic Department
  5. To add the item to the order or plan, in the Action column (at right), click Add:
  6. Click Close.

Add order data to an EBSCO order using an EBSCAN file

  1. On the left navigation, click Discover Items.
  2. From the Scope drop-down list, select a search scope.
    • Select My Library Holdings if you already have at least one copy of an item.
    • Select All WorldCat if you do not own any copies of the item.
  3. From the Index drop-down list, select ISSN.
  4. Scan an ISSN from the EBSCAN file.
  5. Click Search or press <Enter>.
  6. From the search results, find the item you want to order and click Add to > Order.
  7. Find the existing EBSCO order you want to add the item to, or create a new order.
  8. Navigate to the order you added the order item to.
  9. (Optional) Use the Configure button (Configure button) to add the editable Vendor Item # column to the list of order items, if it isn't already.
  10. Scan in the matching EBSCO order number in the Vendor Order Item Number field for the item you just added, or open the individual item to scan in the order numbers.
  11. (Optional) Add any additional information for the order item (e.g. Price, Location, Quantity, Fund, etc.).
  12. Click Close.