Receive and invoice monographs at the same time
Discover how to receive and invoice single-part and multi-part monographs in WorldShare Acquisitions.
Receive and invoice monographs
- From the left navigation, click Receive and Invoice.
- In order to receive and invoice items, you must select an invoice or create a new invoice.
Create a new invoice- From the Receive and Invoice panel, click New Invoices.
- Enter the Vendor, Invoice Number, and Invoice Date of the invoice.
- Click Save. This invoice will then be automatically selected for use and you can skip to step 7.
Select an existing invoice- Select the vendor.
- Enter the vendor name into the Vendor search box in the left panel. As you type, a list will appear showing the vendors in use that match your search.
- If a vendor does not appear, make sure the vendor is listed as In use in Vendors.
- Enter the vendor name into the Vendor search box in the left panel. As you type, a list will appear showing the vendors in use that match your search.
- Select the invoice.
- Type the invoice number into the Invoice Number search box. As you type, a list will appear showing the vendors in use that match your search.
- Click View Items.
- Find the items you want to receive and invoice.
Find a specific item- Select a search filter from the Search drop-down list.
- Enter the barcode, ISBN, ISSN, OCLC number, or title, using the Search Text form field. Search results appear automatically when you stop typing or hit enter.
- To return to the list of outstanding items, delete all text from the Search Text form field.
Note: Barcode searches are possible only after importing shelf ready data. See Import invoice and/or shelf-ready data files.
Find all items on an order- Select Order Number from the Search drop-down list.
- Enter the full order number (PO number), including "PO" and dashes (-), in the Search Text form field. Search results appear automatically when you stop typing.
- To return to the list of outstanding items, delete all text from the Search Text form field.
- You may also narrow your search by one of the filters below.
- In the Call#, Barcode column, fill in the call number fields. Follow local practice.
- Fill in the barcode field (use scanner or type barcode). If you type in the barcode, press <Enter> to receive and invoice the item (the cursor must be in the barcode field when you press <Enter>):
- Next steps:
- Optionally you can Print labels for received items.
- To pay the invoice, see Pay an invoice.
- To edit the item record, click the barcode.
View the WorldCat record for an order item
You can view the WorldCat bibliographic record for an order item in WorldShare Record Manager or your WorldCat Discovery instance. This allows you to verify that the record for a received item is correct by:
- Viewing the metadata and, if needed, editing a record before receiving (Record Manager)
- Viewing the patron-facing record (WorldCat Discovery)
Note: This functionality does not apply to items with either of the following processing types
- Electronic Product
- Local
- From the Receive and Invoice screen, hover over the information icon (
) next to the order item title.
- The information pop-up window provides the following links:
- View/Edit Metadata - Click to open the full MARC 21 bibliographic record in Record Manager. This link only appears if you have permission to view Metadata.
- View in WorldCat Discovery - Click to open the bibliographic record in your WorldCat Discovery instance.