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Mark monographic series as complete and clear encumbrance

Discover how to mark a monographic series as complete and clear its encumbrance in WorldShare Acquisitions.

You can mark a monographic series as complete and clear its encumbrance after you have received and invoiced all volumes for the series. Clearing the encumbrance for a monographic series is required if you do not want to transfer it to the next budget period.

 Note: OCLC recommends changing the monographic series Receipt Status from Partially Received to Received before clearing any remaining encumbrance for the series. This will prevent you from adding any more series volumes to the series.

Mark the series as complete and clear the encumbrance 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.

 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.

Mark the series as complete and clear the encumbrance from the Order Item Details screen

When you are preparing to close your budget at the end of a budget period, you can mark the series as complete and clear the encumbrance from the Order Item Details screen.

  1. From the left navigation, click Orders > Order Items.
  2. Click Search. All order items appear.
    Or
    From the list, select an index to search and type the search term(s) in the box. Click Search or press <Enter>.
  3. (Optional) Use one of the following filters to locate any monographic series items for which receiving may need to be completed or the encumbrance may need to be cleared.
    Order item filters - Table
    Filter Description
    Budget Period Select the current budget period to restrict your search to monographic series in the current budget.
    Encumbrance Select More than 0 to see all series where the encumbrance is greater than 0.
    Processing Type Select Monographic Series to view all monographic series items.
    Purchase Status Select Not InvoicedInvoicedPartially Invoiced, and Partially Paid to see all series where you have not cleared the encumbrance.
    Receipt Status Select Not Received and Partially Received to see all series items not completely received.
    Click Apply after selecting value(s) for a filter.

     

  4. Click the Title/Name of the monographic series for which you want to complete receiving or clear the encumbrance. The Order Item Details screen opens.
  5. From the Order Item Details screen:

    Click Series Info > Mark Series as Complete to complete receiving of the series. The Mark Receiving as Complete dialog opens.
    1. From the Mark Receiving as Complete dialog, click Complete Series.
      • This will set the Receipt Status to Received, as long as all series items are received.
      • This marks the series as complete for this subscription period only. Once renewed, you can continue to receive items for the new subscription period.
      • If the monographic series is marked complete by mistake, click Re-open Series in the Series Info tab to re-open the series.
    Or
    Click Budget/Fund > Clear Encumbrance to clear the encumbrance without first completing receiving.
    1. From the Clear Encumbrance dialog, click OK.
      • This will mark copies as paid.
      • This will update the Purchase Status to Paid after all invoices have been paid.
      • If the encumbrance has been cleared before you receive the final volume by mistake, click Restore Encumbrance in the Budget/Fund tab to restore the encumbrance.

 

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