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Notes for serials

You can add notes to items in WorldShare Acquisitions. When a note is added to an item, the system records the author of the note and the date and time the note was saved. You also have the option to have order item notes appear as a pop-up message when you receive and/or pay for the item. If the order item has an Acquisitions Type of Subscription, you also have the ability to attach the note to only the order item or the order item and all prior and subsequent renewals. Additionally, invoice item notes can appear as a pop-up message when you pay for the item.

In WorldShare Acquisitions, notes can be added to items where the Add Note button (Add Note button) or the Add/Edit Note button (Add/Edit Note button) are found.

Search

  1. In the left hand panel choose Orders.
  2. Click Search.
  3. Click Order Items. In the Order items screen select the following filters:
    • Acquisitions Type - Subscription
    • Processing Type - Serial
  4. Add or view a note for a subscription item by using the Notes column.

When you click on Serial title there is there is also a Notes tab. An existing Note will display. Click the Add Note button to create a new note as above.

In Missing Order items you can also do the same search and use the Notes column or the Notes tab as above.

Add a note to an item

  1. Find the item you want to add a note to.
  2. In the Notes column, click the Add Note button (Add Note button). If a note has already been added to the item, click the Add/Edit Note button (Add/Edit Note button).
  3. If notes have already been added to the item, you will need to click Add Note on the Notes window.
  4. Fill in the fields:
    1. In the Type field, select whether the note is a Staff or Vendor note.
    2. In the Note field, enter the note.
    3. Only applicable to order items that are Subscriptions. In the Attach to field, select whether you want the note to display on This order item only or This order item and all prior and subsequent renewals.
    4. (Optional). In the Show on field, select whether the note should be displayed as a pop-up message on payment, receiving, or receiving and payment.
  5. Click Save.

You can edit notes that were added to a fund, invoice item, or order item.

Receiving issues with a note

Edit notes

  1. Find a fund, invoice item, or order item with notes.
  2. In the Notes column, click the Add/Edit Note button (Add/Edit Note button).
  3. On the Notes window, click the pencil button () next to the note you want to edit.
  4. Edit the fields. See Add notes for information on the fields.
  5. Click Save.

View notes

You can view notes that were added to an item. If notes have been added to an item, the Add/Edit Note button (Add/Edit Note button) displays along with the number of notes that have been added to the item. When you view a note, the author, type of note, date the note was added or last edited, and whether the note appears on receiving, payment, none, or both are also displayed. 

  1. Find a fund, invoice item, or order item with notes.
  2. Click the Add/Edit Note button (Add/Edit Note button).
  3. The Notes window appears, and the notes added to the item are visible.
  4. Click Close or the x in the upper right corner to close the Notes window.
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