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Return a monograph

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Discover how to return damaged or incorrect items from the One Time Items screen in WorldShare Acquisitions.

You can return specific copies or all copies of an item that was ordered and received in WorldShare Acquisitions.

Return specific copies of an item

You can return one or more copies of an item that you have not yet marked as received from the Copies tab. When you return one or more copies of an item, you will need to select a reason for return.

 Note: Any related local holdings records for the copy will be removed once it has been returned.

  1. On the left navigation, click Orders > Order Items.
  2. Search for the item you have not yet marked as received and you now want to return. See Search and filter order items.
  3. Click the Title/Name of the item to open the Order Item Details page.
  4. From the Order Item Details page, click the Copies tab. The Copies tab displays information about all of the copies for the item you have selected.
    Copies tab table columns - Table
    Copies tab column Description
    Copy Number The number assigned by the library that distinguishes one copy of the title from another identical copy.
    Barcode The barcode assigned to the copy.
    Call Number The call number assigned to the copy.
    Branch The branch that ordered the copy.
    Location The shelving location where the copy was delivered.
    Receipt Status
    Status Description
    Not Received Copy has not been received
    Partially Received Copy has been partially received
    Received Copy has been received
    Returned Copy has been returned
    Withdrawn Copy has been withdrawn.
    Return reason The reason the copy was returned. 
    Returned Indicates whether the copy has been returned (Yes or No).
    Date Received The date the copy was received.
    Purchase Status
    Status Description
    Invoice Item is invoiced
    Not Invoiced Item is not invoiced
    Paid Item is paid
    Partially Invoiced Item is partially invoiced
    Partially Paid Item is partially paid
    Invoices The invoice on which the copy appears. Click Invoices to view the invoice.

     

  5. From the Copies tab, select one or more copies that you want to return and click Return.
  6. From the Return Copies dialog:
    1. (Optional) Select a reason for return from the Reason drop-down list. For more information, see Return reasons.
    2. Select whether you want to Keep barcode and call number data in Acquisitions. Selecting this check box will retain the barcode and call number data stored in Acquisitions for this item, even while removing this information from the corresponding local holding record in WorldCat. This is only necessary when you have imported shelf-ready data for this copy and you want to keep it for when the returned item comes back from the vendor.
    3. Select whether you want to Notify vendor about this return. This option is selected by default if you have selected a delivery method of E-mail (HTML) or Print in the notification settings for the vendor.
    4. If you did not select to notify the vendor about this return, click Return and skip to step 8.
      Or
      If you did select to notify the vendor about this return, click Continue. The Notify Vendor about Return dialog opens.
  7. From the Notify Vendor about Return dialog:
    1. Select the method you want to use to notify the vendor from the Method drop-down list.
      • Print
      • E-mail (HTML)
    2. Select the vendor contact from the To drop-down list. 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. Select the library contact for Reply to. This is the person at your library who the vendor can contact about the return.
       Note: The default is the first person listed in the OCLC WorldCat Registry for your library.
      1. (Optional) Change the Reply to contact.
        1. If you want to change the library contact, you can click Change to select a different contact person.
        2. Click the Choose field to search through all users. Use the text field to search for a name, or select a name from the list.
        3. Click a name in the list to make them the library contact.
    4. If configured, select custom return text to use at the top of the vendor notification from the Custom Return Text drop-down list. For more information on configuring return text, see Custom notification text.
    5. In the Additional Comment field, enter any comments you want to send to the vendor.
    6. (Optional) Select the Preview email before sending check box to view the email before sending it to the vendor.
    7. If you selected Print, click Continue. From the Print Preview dialog, verify all information is correct and then click Print Return or Cancel to complete the return.
      Or
      If you selected E-mail (HTML) with preview, click Continue. From the Print Preview dialog, verify all information is correct and then click Send Return to complete the return.
      Or
      If you selected E-mail (HTML) with no preview, click Send Return to complete the return.
  8. Click Send Return.

The following fields will change for the selected copies in the Copies tab table:

  • Receipt Status = Returned
  • Returned = Yes
  • Return reason = Reason for return you selected from the drop-down list

Return all copies of an item

You can return all copies of damaged or incorrect items from either the Order Items screen or the One Time Items screen.

 Note: In order to prevent you from accidentally removing the local holding record for multiple received items, you can only return one item at a time.

  1. On the left navigation:
         Click Orders > One Time Items.
         Or
         Click Orders > Order Items.
  2. Search for the item you received and you now want to return. See Search and filter order items.
  3. Select the check box next to the item.
  4. At the top of the screen, click Receive > Return.
  5. From the Return dialog:
    1. (Optional) Select a reason for return from the Reason drop-down list. For more information, see Return reasons.
    2. Select whether you want to Keep barcode and call number data in Acquisitions. Selecting this check box will retain the barcode and call number data stored in Acquisitions for this item, even while removing this information from the corresponding local holding record in WorldCat. This is only necessary when you have imported shelf-ready data for this copy and you want to keep it for when the returned item comes back from the vendor.
    3. Select whether you want to Notify vendor about this return. This option is selected by default if you have selected a delivery method of E-mail (HTML) or Print in the notification settings for the vendor.
    4. If you did not select to notify the vendor about this return, click Return and skip to step 7.
      Or
      If you did select to notify the vendor about this return, click Continue. The Notify Vendor about Return dialog opens.
  6. From the Notify Vendor about Return dialog:
    1. Select the method you want to use to notify the vendor from the Method drop-down list.
      • Print
      • E-mail (HTML)
    2. Select the vendor contact from the To drop-down list. 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. Select the library contact for Reply to. This is the person at your library who the vendor can contact about the return.
       Note: The default is the first person listed in the OCLC WorldCat Registry for your library.
      1. (Optional) Change the Reply to contact.
        1. If you want to change the library contact, you can click Change to select a different contact person.
        2. Click the Choose field to search through all users. Use the text field to search for a name, or select a name from the list.
        3. Click a name in the list to make them the library contact.
    4. If configured, select custom return text to use at the top of the vendor notification from the Custom Return Text drop-down list. For more information on configuring return text, see Custom notification text.
    5. In the Additional Comment field, enter any comments you want to send to the vendor.
    6. (Optional) Select the Preview email before sending check box to view the email before sending it to the vendor.
    7. If you selected Print, click Continue. From the Print Preview dialog, verify all information is correct and then click Print Return or Cancel to complete the return.
      Or
      If you selected E-mail (HTML) with preview, click Continue. From the Print Preview dialog, verify all information is correct and then click Send Return to complete the return.
      Or
      If you selected E-mail (HTML) with no preview, click Send Return to complete the return.
  7. Click Return.
    • If there is a local holding record and the Display in WorldCat box is checked, then any bar code or call number information will be deleted from the local holding record, and it will be returned to the status of On-Order.
    • If there is a local holding record and the Display in WorldCat box is not checked, then any local holding records will be deleted.