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Manage receiving and invoicing of monographic series

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Discover the workflow steps for managing the process of receiving and invoicing your monographic series in WorldShare Acquisitions.

Overview

There are numerous options for managing your monographic series in WorldShare Acquisitions. This documentation serves as a guide to the process of ordering, receiving, invoicing and marking your monographic series as complete. For more information on monographs and monographic series, see Monographs.

Add a monographic series to an order

The first step in managing a monographic series is adding the series to an order. To begin, use Discover Items to search through WorldCat for a monographic series to order. See Search WorldCat.

 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.

If you do not have an existing order, see Add a monographic series to a new order.

Adding and removing volumes from a monographic series

After the monographic series has been ordered, the next step is to add the respective volumes to the monographic series. You may choose to receive and invoice the volumes as you add them, or you can wait and receive the item at a later time. 

You can add a volume to an uncompleted monographic series from Discover Items. An uncompleted monographic series will have the following settings:

  • Processing Type - Monographic Series
  • Order Status - Ordered
  • Receipt Status - Not Received or Partially Received
  1. Search for a bibliographic record for the volume from the monographic series.
  2. From the search results, find the item you want to add and click Add to > Series.
  3. From the Add to Monographic Series dialog window, select the monographic series to which you want to add the volume. You can search for the monographic series using the available indexes and filters.
  4. Click Add to Series. The Item Added to Series dialog window appears with a confirmation message that the volume has been added to the monographic series.
     Note: The location and quantity of the volume will be the same as that of the monographic series.
  5. From the Item Added to Series dialog window, select when you want to receive the item.
    • Receive Item Now - Select to be taken to the Receive and Invoice screen with this volume automatically selected. To receive and/or invoice the item, see Receive and/or Invoice.
    • Receive Later - Select to close the Item Added to Series dialog window and receive the item at a later time.

 Note: The order item number for the series volume will be formatted as follows: [order number]-[sequential integer for order item]:[sequential integer for volume] (e.g., PO-2019-1-1:1)

For more information, see Add a volume to a monographic series from the Order Items detail screen.

Remove volume from a monographic series 

You can remove a volume from a monographic series as long as the volume has not been received or invoiced.

  1. On the left navigation, click Orders > Order Items > Search.
    Or
    On the left navigation, click Orders > Orders > Search.
  2. From the Order Items screen, click the Title/Name of an order item to view the Order Item Details screen.
    Or
    From the Orders screen, click the Order Name to open the Order screen. From the Order screen, click the Title (ISBN/ISSN) of the monographic series for the volume you want to remove. The Order Item Details screen opens.
  3. From the Order Item Details screen, click the Series Info tab.
  4. Locate the volume you want to remove in the series volumes table and click the Delete button in the Action column.
  5. From the Delete Volume dialog window, click Delete to confirm the action. The volume is removed from the monographic series.

Receive and invoice monographic series

After you have added a series volume to a monographic series, you can receive and invoice the series volumes in the same way that you receive and invoice monographs. For monographic series, you can also mark the series as complete and clear the encumbrance during the receiving and invoicing process. 

Mark series as complete and clear encumbrance for monographic series during receiving and/or invoicing

When you know that you are receiving and/or invoicing the final volume in a monographic series, you can mark the series as complete and clear the encumbrance at the time of receiving and/or invoicing. Marking the series as complete will change the Receipt Status to Received. Manually clearing the encumbrance prevents any remaining encumbrance from showing up on your budget or being transferred to the next budget period even after all volumes have been invoiced and paid.

 Note: If you complete receiving or clear the encumbrance before the last volume of a monographic series is received, you can undo either action from the Order Item Details screen.

  1. From the left navigation, click Receive and Invoice.
  2. Receive without invoicing, invoice, or receive and invoice the volume.
  3. The Receiving Series Item dialog appears if you are receiving the last copy of the last volume of a monographic series.
    1. From the Receiving Series Item dialog, select the All items for this subscription period have been received checkbox. The Receipt Status of the series will change to Received, preventing you from adding any additional series volumes to the series.
    2. Click Receive Item.
    Or
    The Add Item to Invoice dialog appears if you are invoicing the last copy of the last volume of a monographic series.
    1. From the Add Item to Invoice dialog, select the Clear encumbrance and mark subscription as paid checkbox. The Purchase Status of the monographic series will change to Paid and any remaining encumbrance will be cleared.
    2. Click Add.
    Or
    The Receiving and Invoicing Series Item dialog appears if you are receiving and invoicing the last copy of the last volume in a monographic series.
    1. From the Receiving and Invoicing Series Item dialog, select the All items for this subscription period have been received checkbox. The Receipt Status of the series will change to Received, preventing you from adding any additional series volumes to the series.
    2. From the Receiving and Invoicing Series Item dialog, select the Clear encumbrance and mark subscription as paid checkbox. The Purchase Status of the monographic series will change to Paid and any remaining encumbrance will be cleared.
    3. Click Receive and Invoice Item.

For more information and options, see Mark series as complete and clear encumbrance.

Cancel monographic series 

  1. From the monographic series results list, select one or more monographic series to cancel.
  2. At the top of the screen, click Cancel > Cancel Items.
  3. The Cancel Items window appears. If you are unable to cancel any monographic series you selected, it will be noted here.
  4. Enter the Quantity to Cancel.
  5. Select if you want to Cancel subscription at the end of the subscription period or Cancel subscription on [date]. If you select the latter, you must enter a date manually or click the calendar icon to select a date.
  6. If you want to notify the vendor about the cancellation and optionally request a confirmation of the cancellation, continue to Notify vendor about cancellation (and request confirmation).
  7. Otherwise, click Cancel Items. The monographic series is cancelled in the system and its Order Status changes to Cancelled.

View additional information about monographic series

Renew monographic series
Monographic series can be renewed like any other subscription. For more information, see Renew subscriptions.
 
Locate and view a specific volume in a monographic series
  1. From the Order Items results list, click the Title/Name to view the Order Item Details screen. The Order Item Details screen provides the following tabs:
    • General (default)
    • Order - Shows the Order Item Number and Series Title for the volume.
    • Location - You can change the location from the default location of the monographic series as long as the volume has not been received.
    • Invoice - Shows the invoice items related to the series volume.
    • Custom Fields

 

View the full payment amount for a monographic series
  1. From the Order Items results list, click Processing Type > Monographic Series > Apply. All monographic series appear.
  2. (Optional) From the drop-down list, select an index to search and type the search term in the box, and then click Search or press <Enter> to search for a specific monographic series.
  3. Click the gray gear button (Gray gear button) above the right-most column.
  4. Select Payment Amount in the Show Columns window and then click anywhere outside of the window to close it. The Payment Amount displays for all monographic series on the screen.

Or

  1. From the Order Items results list, click Processing Type > Monographic Series > Apply. All monographic series appear.
  2. (Optional) From the drop-down list, select an index to search and type the search term in the box, and then click Search or press <Enter> to search for a specific monographic series.
  3. Click the Title/Name to view the monographic series.
  4. From the Order Item Details screen, click the Pricing tab. The Payment Amount can be found near the bottom of the page.
     Note: The Payment Amount will include the total amount paid for all volumes of the monographic series.

 

View series volumes for a specific monographic series
  1. From the Order Items results list, click Processing Type > Monographic Series > Apply. All monographic series appear.
  2. (Optional) From the drop-down list, select an index to search and type the search term in the box, and then click Search or press <Enter> to search for a specific monographic series.
  3. Click the Title/Name to view the monographic series.
  4. From the Order Item Details screen, click the Series Info tab. The Series Info tab displays the series volumes in a table. By default, only series volumes for the current subscription period are displayed.
    • Click a Title/Name in the table to view details about a series volume.
    • Select the Show items for all related subscription periods checkbox to view series volumes for all subscription periods.