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View and edit an order

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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. All orders and plans appear.
    • Results are sorted alphabetically by name.
    • To change the sort order, click any column heading.
    • To customize the column headings that appear, see Show/hide columns. By default, not all column headings are visible.
  3. Click the Order Name or Order # to view or edit the order or plan. For details, see View and edit an order.

Edit orders or plans

You can edit open and placed orders or plans with the fields below.

Order Information accordion

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.
Exchange Rate Enter the value of your library currency USD to one UAH. The value cannot be 0. You may use up to 10 decimal positions.
Or
Click Use Current Rate to populate the Exchange Rate field with the current exchange rate. The system will pull in the rate you created before retrieving a rate from an external service.
External Order ID Enter a unique identifier for the order used by an external financial system (e.g., the campus financial system). 
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.

 Note: When you update the exchange rate, it triggers an auto-save of the order. This allows for the encumbrance to be recalculated for every order item.
Notes Add a note about the order, if applicable.
Order Name The name of the order. This field is required.
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.
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.

 

Address Information accordion

Field Description
Billing Address* Select a billing address associated with the billing branch from the drop-down list. 
Billing Branch* Select an available billing branch for the order from the drop-down list.
Billing Override Select this checkbox if the Billing Address is the same as the Shipping Address for the order.

When selected, the Billing Branch and Billing Address drop-down lists are disabled.
Shipping Address* Select a shipping address associated with the shipping branch from the drop-down list.
Shipping Branch* Select an available shipping branch for the order 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.
*These values are pulled from your institution's WorldCat registry information in OCLC Service Configuration.

 Note: If you select a shipping or billing branch that does not have an associated address, you will receive the following message when you try to save the order: The selected branch [branch name] does not have a valid billing address. You can still place the order.

Set the number of order items displayed

You can set the default number of order items to display when viewing an order. The number you select will be saved for future sessions when using the same computer and browser.

 Note: If you have two orders open, each with a different number of rows selected, the last one you have open will be used as the default for future orders.

  1. From the list of orders, click the Order Name or Order # to view the order.
  2. Select a number from the Rows drop-down list, which appears above the Total column, to set the number of rows you will see when you access the Order screen.
    • 5 (default)
    • 10
    • 20
    • 50

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.