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Place an order

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Discover how to locate, place, and resend an order in WorldShare Acquisitions.

Search for order

  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.

 Note: Placing orders cannot be done from a plan. Plans automatically have the status Placed.

Place order

Before placing an order: Open the order, complete any edits, and click Save Order at the top of the screen.

  1. Click Place Order.
  2. In the Place Order window, follow local practice to determine whether you check the box to notify the vendor about this order.

     Note: Reasons for notifying the vendor about an order vary. For example, if you have already placed the order on the vendor's website or the order is part of a current subscription, you don't need to notify the vendor. Otherwise, you may want to notify the vendor from WMS.

    • Yes - Place order and notify the vendor
      1. Select the checkbox.
      2. Click Continue.
      3. Go to step 3.
    • No - Place order, but do not notify the vendor
      1. Do not check the box.
      2. Click Place Order
      3. The order is placed.
  3. In the Notify Vendor about Order window, fill in the following fields:
    1. Method - The method you choose to notify the vendor of the order.
      1. E-Mail (EDIFACT): Send an EDIFACT order message via email. Before using this method, read Configure EDIFACT messages for a vendor for configuration information.
      2. E-Mail (HTML): Send your order via email.
      3. Print: Print your order to send via mail.
      4. FTP (EDIFACT): Send an EDIFACT order message via FTP. Before using this method, read Configure EDIFACT messages for a vendor for configuration information.
    2. To (E-Mail or Print) - The person or department at the vendor who will receive your notification of an order.
    3. Reply to (E-Mail (HTML) or Print) - The person at your library that the vendor can contact about your order.
      • The default is the first person listed on the Contacts page in OCLC Service Configuration (WorldCat Registry > Contacts).
      • You can set a recurring contact for when vendors reply to an order in the Institution Settings for your system. For more information, see Create a recurring reply-to contact.
      • You can set a default method and vendor contact by editing the Acquisitions Settings in the vendor record. For more information, see Acquisitions Settings.
  4. The method you choose determines the next step.
    1. Email (EDIFACT and HTML) and FTP (EDIFACT)
      1. (Optional) To preview the message, select Preview message before sending and click Continue.
      2. Click Send Order.
      3. Check the order status to confirm that the order was successful. 
        • An order status that remains set to Open indicates that there was an error and the order was not sent to the vendor.
        • An order status set to Placed indicates that the order notification was sent to the vendor. For FTP (EDIFACT) orders, this confirms that the order was successfully delivered to the target FTP server. For email (EDIFACT and HTML) orders, the system can only confirm that the notification was accepted by the outgoing SMTP server, but cannot account for other errors, e.g. an incorrect email address.
    2. Print
      1. Click Continue.
      2. From the Print Preview dialog, click Print Order.

Resend order

Before resending an order: Open the order, complete any edits, and click Save Order at the top of the screen.

  1. Click Resend Order.
  2. From the Notify Vendor about Order dialog, fill in the following fields:
    1. Method - The method you choose to notify the vendor of the order.
      1. E-Email (HTML): Send your order via email.
      2. E-Mail (EDIFACT): Send an EDIFACT order message via email. Before using this method, read Send your vendor EDIFACT order information via email for configuration information.
      3. Print: Print your order to send via mail.
      4. FTP (EDIFACT): Send an EDIFACT order message via FTP. Before using this method, read Configure EDIFACT messages for a vendor for configuration information.
    2. To - The person at the vendor who will receive your notification of an order, if you are sending by Print or E-Mail (EDIFACT or HTML).
    3. Reply to - The person at your library that the vendor can contact about your order, if you are sending by Print or E-Mail (HTML).
      • The default is the first person listed on the Contacts page in OCLC Service Configuration (WorldCat Registry > Contacts). 
      • You can set a default method and vendor contact by editing the Acquisitions Settings in the vendor record. For more information, see Acquisitions Settings.
  3. The method you choose determines the next step.
    1. Email (HTML or EDIFACT), or FTP (EDIFACT)
      1. (Optional) To preview the message, select Preview message before sending and then click Continue.
      2. From the Print Preview dialog, click Send Order.
      3. Check the order status to confirm that the order was successful. 
        1. An order status that remains set to Open indicates that there was an error and the order was not sent to the vendor.
        2. An order status set to Placed indicates that the order notification was sent to the vendor. For FTP (EDIFACT) orders, this confirms that the order was successfully delivered to the target FTP server. For email (EDIFACT and HTML) orders, the system can only confirm that the notification was accepted by the outgoing SMTP server, but cannot account for other errors, e.g. an incorrect email address.
    2. Print
      1. Click Continue.
      2. From the Print Preview dialog, click Print Order.

EDIFACT order data

If you choose to send the order by EDIFACT (E-Mail or FTP) message, the following will be included in the order data file you send to the vendor.

EDIFACT order data - Table
EDIFACT element Segment EDIFACT element definition How WMS sets this value Example segment Example values
UNB Library Identifier UNB First of two identifiers in UNB segment. Identifies the library sending the order message. An identifier for the library sending the order message. Can be configured by the library to use the:
  • SAN: Uses qualifier 31B
  • GLN: Uses qualifier 14
  • ISIL: Uses qualifier 92
  • WorldCat Registry ID: Uses qualifier 92
  • Vendor Supplied Identifier: Uses qualifier 91
  • Library Supplied Identifier: Uses qualifier 91
 UNB+UNOC:3+{UNB Library Identifier}:{Library Qualifier}+Vendor SAN:31B+200623:0700+20200623070000' Library SAN: UNB+UNOC:3+Library SAN:31B+Vendor SAN:31B+200623:0700+{Unique Interchange ID}'

Library GLN: UNB+UNOC:3+Library GLN:14+Vendor GLN:14+200623:0700+{Unique Interchange ID}'

etc.
UNB Vendor Identifier UNB Second of two identifiers in UNB segment. Identifies the vendor recipient of the order message. An identifier for the vendor receiving the order message. Can be configured to use the:
  • SAN: Uses qualifier 31B
  • GLN: Uses qualifier 14
  • ISIL: Uses qualifier 92
  • Local vendor Number: Uses qualifier 92
  • Vendor Supplied Identifier: Uses qualifier 91
  • Library Supplied Identifier: Uses qualifier 91
 UNB+UNOC:3+LibrarySAN:31B+{UNB Vendor Identifier}:{Vendor Qualifier}+200623:0700+20200623070000'  Vendor SAN: UNB+UNOC:3+LibrarySAN:31B+Vendor SAN:31B+200623:0700+20200623070000'

Vendor GLN: UNB+UNOC:3+LibraryGLN:14+VendorGLN:14+200623:0700+20200623070000'

etc.
 
Unique Interchange ID UNB Identifier for the message itself in the UNB segment. Unique identifier assigned to each interchange by the system.

Fits pattern: yyyymmddhhmmss		 UNB+UNOC:3+LibrarySAN:31B+VendorSAN:31B+200623:0700+{Unique Interchange ID}' UNB+UNOC:3+LibrarySAN:31B+VendorSAN:31B+200623:0700+20200623070000'
Unique Message ID UNH Identifier for the message itself in the UNH segment. Unique identifier assigned to each message by the system.

Fits pattern: yyyymmddhhmmss		 UNH+{Unique Message ID}+ORDERS:D:96A:UN:EAN008' UNH+20200623070000+ORDERS:D:96A:UN:EAN008'
Type of Order BGM Identifies the type of order that is being sent, including whether the order is a
  • Rush order
  • Continuation order
 If the Shipping Type is “Express” or “Next Day”, WMS will use value 22E (Rush Order)

If all items on the order are Subscriptions, WMS will use value 224 (Continuation Order)

If both conditions above apply, WMS will use 224 (Continuation Order)		 BGM+{Type of Order}+PO-2020-1+9' Rush Order: BGM+22E+PO-2020-1+9'

Continuation Order: BGM+224+PO-2020-1+9'
Order Number BGM Identifier for the order itself in the BGM segment. Unique identifier for the order being sent by WMS. BGM+220+{WMS OrderNumber}+9'  BGM+220+PO-2020-1+9' 
Original Order or Re-transmission BGM Identifies whether order is the original order message sent or a retransmission of a previous message. If the order is the original order, WMS will use value 9.

If the order is a retransmission of a previous order, WMS will use value 7.		 BGM+220+PO-2020-1+{Resend Indicator}'  Original Order: BGM+220+PO-2020-1+9'

Re-transmission: BGM+220+PO-2020-1+7'
Date of Order DTM Identifies the date of the order. Current date the order was sent. DTM+137:{YYYYMMDD}:102' DTM+137:20200623:102'
NAD Library Identifier NAD

(Specifically NAD+BY)		 First of two NAD segment identifiers. Identifies the library sending the order message. An identifier for the library sending the order message. Can be configured by the library to use the:
  • SAN: Uses qualifier 31B
  • GLN: Uses qualifier 14
  • ISIL: Uses qualifier 92
  • WorldCat Registry ID: Uses qualifier 92
  • Vendor Supplied Identifier: Uses qualifier 91
  • Library Supplied Identifier: Uses qualifier 91
 NAD+BY+{NAD Library Identifier}::{Library Qualifier}' SAN: NAD+BY+LibrarySAN::31B'

GLN: NAD+BY+LibraryGLN::14'

etc.
NAD Vendor Identifier NAD

(Specifically NAD+SU)		 Second of two NAD segment identifiers. Identifies the vendor recipient of the order message. An identifier for the vendor receiving the order message. Can be configured to use the:
  • SAN: Uses qualifier 31B
  • GLN: Uses qualifier 14
  • ISIL: Uses qualifier 92
  • Local vendor Number: Uses qualifier 92
  • Vendor Supplied Identifier: Uses qualifier 91
  • Library Supplied Identifier: Uses qualifier 91 
 NAD+SU+{NAD Vendor Identifier}::{Vendor Qualifier}' SAN: NAD+SU+VendorSAN::31B'

GLN: NAD+SU+VendorGLN::14'

etc.
Account Number RFF

(Specifically RFF+API)		 Identifies the account number to be used for the order. Account number configured and selected by the user for the order. RFF+API:{Account Number}' RFF+API:123456-1'
Currency Code CUX Identifies the currency used on the order. The ISO code identifying the currency used on the order. CUX+2:{Currency Code}:9' CUX+2:USD:9'
Line Number LIN Identifies the individual line item on an order. Sequential number identifying the line item on the order. LIN+{Line Number}++1234567890123:EN’ LIN+1++1234567890123:EN’
Book or Serial Identifier (ISBN or ISSN) LIN

PIA		 Contains the book (ISBN) or serial (ISSN) identifier for the item being ordered. Preferred ISBN or ISSN selected by the user in WMS.
 

 Note:

  • IS is used for PIA qualifier if ISSN is used
  • If no preferred ISBN or ISSN is selected, the field is left blank
 LIN+1++{Preferred ISBN}:EN’

PIA+5+{Preferred ISBN}:IB’

Or

LIN+1++{Preferred ISSN}:EN’

PIA+5+{Preferred ISSN}:IS’		 LIN+1++1234567890123:EN’

PIA+5+1234567890123:IB’

Or

LIN+1++1234-5678:EN’

PIA+5+1234-5678:IS’
Resource Information IMD Identifies information about the resource being ordered, including:
  • Title
  • Author
  • Edition
  • Publisher
  • Date of Publication
 Resource information retrieved from WorldCat, including:
  • Title
  • Author
  • Edition
  • Publisher
  • Date of Publication
 IMD+L+010+:::{Author}'

IMD+L+050+:::{Title of Book}’

IMD+L+065+:::{Author}’

IMD+L+100+:::{Edition}’

IMD+L+120+:::{Publisher}’

IMD+L+170+:::{Date of publication}’		 IMD+L+050+:::American Indians and the market economy, 1775-1850'

IMD+L+065+:::Lance Greene'

IMD+L+120+:::Tuscaloosa ?: University of Alabama Press, ©2010.'

IMD+L+170+:::©2010'
Quantity QTY Identifies the quantity of the item being ordered.

Repeated in GIR segment below.		 Quantity as entered by the user in WMS. QTY+21:{Quantity}’ QTY+21:1’
Branch GIR Identifies the branch where the item when received will be located. Identifier from the WorldCat Registry of Branch selected as the home location of this item. GIR+L01+1:LQT+{Branch ID}:LLO+MAIN-STACKS:LSQ+BKS,100:LFN’ GIR+L01+1:LQT+12345:LLO+MAIN-STACKS:LSQ+BKS,100:LFN’
Shelving Location GIR Identifies the shelving location where the item when received will be located. Identifier configured by the library and selected on the order to indicate the specific shelving location of this item as its home branch. GIR+L01+1:LQT+12345:LLO+{Shelving Location}:LSQ+BKS,100:LFN’ GIR+L01+1:LQT+12345:LLO+MAIN-STACKS:LSQ+BKS,100:LFN’
Fund Code GIR Identifies the fund where the item will be charged in the library's budget. Code for the fund to be used when encumbering money for the item on the library's budget. GIR+L01+1:LQT+12345:LLO+MAIN-STACKS:LSQ+{Fund Code},100:LFN’ GIR+L01+1:LQT+12345:LLO+MAIN-STACKS:LSQ+BKS,100:LFN’
Note for Vendor FTX Note for the vendor processing the order. Note entered by the user and specified to be for the vendor.  Can have multiple values. FTX+LIN+++{Vendor Note 1}’
FTX+LIN+++{Vendor Note 2}’
FTX+LIN+++{Vendor Note 3}’		 FTX+LIN+++This is a note’
Pricing PRI Pricing of various types provided for the linPricing of various types provided for the line item. Price calculated in different ways based on the values entered by the user in WMS:
  • Price of type AAA: UnitPrice - Discount Amount + Service Charges + Shipping
  • Price of type AAB: Unit Price
  • Price of type AAE: UnitPrice + Tax Amount
  • Price of type AAF: UnitPrice - Discount Amount + Tax Amount + Service Charges + Shipping
 PRI+AAA:{UnitPrice - Discount Amount + Service Charges + Shipping}:CA’

PRI+AAB:{UnitPrice}:CA’

PRI+AAE:{UnitPrice + Tax Amount}:CA’

PRI+AAF:{UnitPrice - Discount Amount + Tax Amount + Service Charges + Shipping}:CA’

PRI+AAA:30.97:CA'

PRI+AAB:29.99:CA'

PRI+AAE:32.09:CA'

PRI+AAF:33.14:CA'
Line Item Identifier RFF

(Specifically RFF+LI)		 Line item identifier provided by the library management system. Unique system-generated identifier for the order item in WMS. RFF+LI:{Order Item Number}’ RFF+LI:PO-2020-1-1’
Fund Code RFF

(Specifically RFF+BFN)		 Identifies the fund where the item will be charged in the library's budget. Code for the fund to be used when encumbering money for the item on the library's budget. RFF+BFN:{Fund Code}’ RFF+BFN:BKS’
Number of line items CNT Count of the line items on the order. Count of the line items on the order. CNT+2:{Number of Line Items}’ CNT+2:5’
Number of segments UNT Number of segments in the order message. N/A UNT+{Number of Segments}+20200623070000’ UNT+23+20200623070000’
Unique Message ID UNT Repeat of unique message ID in UNH segment. Unique identifier assigned to each message by the system.

Fits pattern: yyyymmddhhmmss		 UNT+23+{Unique Message ID}’ UNT+23+20200623070000’
Number of Messages UNZ Number of messages in file. N/A UNZ+{Number of Messages}+20200623070000’ UNZ+1+20200623070000’
Unique Interchange ID UNZ Repeat of unique interchange ID in the UNB segment. Unique identifier assigned to each interchange by the system.

Fits pattern: yyyymmddhhmmss		 UNZ+1+{Unique Interchange ID}’ UNZ+1+20200623070000’

Sample message

 Note: 

  • Uses the SAN for the vendor identifiers and a library-supplied identifier for the library identifiers
  • Bolded portions are specified in the table above
  • UNA:+.? '
    UNB+UNOC:3+1234:92+1234567:31B+200623:1546+20200623154616'
    UNH+20200623154616+ORDERS:D:96A:UN:EAN008'
    BGM+220+PO-2017-3478+9'
    DTM+137:20200623:102'
    RFF+API:03487239847'
    NAD+BY+1234::92'
    NAD+SU+1234567::31B'
    CUX+2:USD:9'
    LIN+1++9780817317140:EN'
    PIA+5+9780817317140:EN'
    IMD+L+050+:::American Indians and the market economy, 1775-1850'
    IMD+L+065+:::Lance Greene'
    IMD+L+120+:::Tuscaloosa ?: University of Alabama Press, ©2010.'
    IMD+L+170+:::©2010'
    QTY+21:2'
    GIR+L01+2:LQT+125569:LLO+EUS (Shelving Location):LSQ+books:LFN'
    FTX+LIN+++This is a note.'
    PRI+AAA:5.99:CA'
    PRI+AAB:0:CA'
    PRI+AAE:0:CA'
    PRI+AAF:6.11:CA'
    RFF+LI:PO-2017-3478-1'
    RFF+BFN:books'
    LIN+2++9780806141756:EN'
    PIA+5+9780806141756:EN'
    IMD+L+050+:::After Moctezuma ?: indigenous politics and self-government in Mexico City, 1524-1730'
    IMD+L+065+:::William F. Connell'
    IMD+L+120+:::Norman ?: University of Oklahoma Press, ©2011.'
    QTY+21:1'
    GIR+L01+1:LQT+125569:LLO+EUS (Shelving Location):LSQ+books:LFN'
    PRI+AAA:30.97:CA'
    PRI+AAB:29.99:CA'
    PRI+AAE:32.09:CA'
    PRI+AAF:33.14:CA'
    RFF+LI:PO-2017-3478-5'
    RFF+BFN:books'
    LIN+3++9780812242973:EN'
    PIA+5+9780812242973:EN'
    IMD+L+050+:::Civil rights advocacy on behalf of the poor'
    IMD+L+065+:::Catherine M. Paden'
    IMD+L+120+:::Philadelphia ?: University of Pennsylvania Press, 2011.'
    IMD+L+170+:::2011'
    QTY+21:5'
    GIR+L01+5:LQT+125569:LLO+EUS (Shelving Location):LSQ+books:LFN'
    PRI+AAA:14.78:CA'
    PRI+AAB:0:CA'
    PRI+AAE:0:CA'
    PRI+AAF:15.52:CA'
    RFF+LI:PO-2017-3478-4'
    RFF+BFN:books'
    LIN+4++9781438436319:EN'
    PIA+5+9781438436319:EN'
    IMD+L+050+:::The anarchist bastard ?: growing up Italian in America'
    IMD+L+065+:::Joanna Clapps. Herman'
    IMD+L+120+:::Albany ?: Excelsior Editions/State University of New York Press, ©2011.'
    IMD+L+170+:::©2011'
    QTY+21:3'
    GIR+L01+3:LQT+125569:LLO+EUS (Shelving Location):LSQ+books:LFN'
    PRI+AAA:8.94:CA'
    PRI+AAB:0:CA'
    PRI+AAE:0:CA'
    PRI+AAF:9.21:CA'
    RFF+LI:PO-2017-3478-2'
    RFF+BFN:books'
    LIN+5++9780826219046:EN'
    PIA+5+9780826219046:EN'
    IMD+L+050+:::Brothers to the Buffalo Soldiers ?: perspectives on the African American militia and volunteers, 1865-1917'
    IMD+L+065+:::Bruce A. Glasrud'
    IMD+L+120+:::Columbia, Missouri ?: University of Missouri Press, ©2011.'
    IMD+L+170+:::©2011'
    QTY+21:4'
    GIR+L01+4:LQT+125569:LLO+EUS (Shelving Location):LSQ+books:LFN'
    PRI+AAA:11.87:CA'
    PRI+AAB:0:CA'
    PRI+AAE:0:CA'
    PRI+AAF:12.35:CA'
    RFF+LI:PO-2017-3478-3'
    RFF+BFN:books'
    UNS+S'
    CNT+2:5'
    UNT+80+20200623154616'
    UNZ+1+20200623154616'