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WorldShare Acquisitions release notes, June 2017

Release Date: June 11, 2017

Introduction

This release of WorldShare Management Services Acquisitions provides six new features and enhancements, in addition to numerous bug fixes. These features will help you manage more complex workflows, including:

  • Unique receiving processes for serials, eproducts, and monographs
  • Dividing the cost of more expensive items among multiple funds
  • Processing invoices with many items
  • And more . . .

Many of these enhancements are the direct result of your feedback.

Recommended actions

For this release, we recommend that you review the following checklists and complete the relevant tasks so that you can adjust your policies and workflows and train your staff. These checklists identify updates that we have determined as significant for most institutions. We encourage you to review all of the items in the release notes to determine whether there are other items that might require additional action or follow up by your institution.

Administrative actions

These items require immediate action or decisions.

Action

Adjust all internal documentation related to these enhancements.

Follow-up actions

In an effort to keep your staff informed of new features and changes, you may also want to consider these items.

Action

Consider contacting vendors to let them know larger invoices are now supported

If you use software to synchronize invoices with your campus financial accounting system, you will want to make sure this software can handle invoice items that are split among multiple funds by amount or using multiple budget periods.

New Features

Split Costs By Amount and Budget Period

You can now split costs among multiple funds by amount, rather than only percentage, and you can use funds from different budget periods for the same item. This will reduce staff time and avoid current workarounds by allowing you to:

  • Specify the exact amount assigned to each fund (in your currency) for an invoice item
  • Assign funds from two different budget periods to a subscription that crosses budget periods

Previously, to assign a specific amount, you had to adjust your percentage until it matched the desired amount. To assign funds from different budget periods, you had to create two separate subscriptions for each budget period, forcing you to track twice the number of items and renew them twice as often. Neither of these workarounds are necessary anymore.

Split Cost by Amount

Here are the steps for splitting an invoice item among multiple funds by amount:

1. Select “Assign multiple funds” next to the fund on the invoice page. (This now appears in the column itself, rather than dropdown.)

This will open a Budget and Fund Assignment dialog:

2. Select by amount.

When selecting amount, the amount for each fund becomes editable and percentage is read only.

3. Add the funds needed using the plus icon and enter the amounts for each fund.

The amounts for each fund must add up to the total price of the item. The Amount Unassigned is displayed near the top of the dialog.

Note! If you want, you may even choose to distribute any remaining amount unassigned evenly among all funds with a zero amount.

4. Save the amounts.

Note! Amounts that do not add up to total cannot be saved.

You can now also select funds from multiple budget periods.

Note! Toggling between the “By Amount” or “By Percentage” options may change the percentage assigned to each fund due to rounding issues when switching between these two modes of assigning costs.

Split Cost Among Budget Periods

To select funds from different budget periods for an invoice item, use the Budget Period dropdown menu that now displays in the Multiple Funds dialog.

Note! You can always select the current budget period, but the next budget period is only available if you have enabled it for use. To do this, go to the next budget and select the “Enabled for Use” checkbox.

Enhancements

You now have more control over the receiving process for all material types, allowing you to correct receiving mistakes, utilize new receipt status values, and adopt new receiving workflows. With these new receiving enhancements, you can:

  • Un-receive mistakenly received items
  • Return damaged or incorrect items
  • Receive an item without a barcode
  • Not track the Receipt Status for serials and eproducts
  • Receive or Partially Receive multiple items at once (for example, based on invoice)

This involves a number of changes to Acquisitions and your workflows.

  • Un-Receiving: Previously, if your received an item in error, you could not correct your mistake. Now, you can easily revert the item back to Not Received, even modifying your library’s holdings automatically at the same time.
  • Returning: To return an item before, you had to track this status outside of Acquisitions. Now, you can mark both not received and previously-received items as returned as well as automatically modifying the local holding record if required.
  • Receiving without a barcode: If you split your receiving workflows into two steps – an initial step to register the item as received and a subsequent cataloging step – you can now mark the item as Received in the system without also supplying a call number and barcode. This will also set the Date Received value. Before, you had to supply a barcode and call number when receiving monographs.
  • Do not track serials and eproducts: Previously, you had to track the Receipt Status for serials and eproducts in Acquisitions, even if that was not part of your library’s workflows. Now, you can mark the Receipt Status of serial and eproduct items as Not Tracked.
  • Receive and partially receive multiple items: If you do want to track the Receipt Status of serials and eproducts, you can easily update this status for multiple items at the same time. For example, you can search for all items on a specific invoice and update the status to Received.

Un-receive an item

To un-receive an item, you need to:

1. Open an order item search page from one of your saved searches or an order item search in the left-hand menu.

2. Search for the order item you wish to un-receive. (You can set your Receipt Status filter to Received.)

3. Select the item using the checkbox on the left-hand side of the screen and click the down arrow next to the Receive button at the top of the page.

This will bring up a list of new actions related to receiving.

4. Select Un-Receive from the list. (See above)

A dialog will appear that allows you to view the items you are about to un-receive.

5. You can choose whether to “Keep the barcode and call number data” for the item in Acquisitions. (This 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. You would use this option if you imported shelf-ready item data for this title.)

6. When you are done, click Un-Receive to un-receive the item. If there is a local holding record for the item, it will be either deleted or set to On-Order. The status of the items (and all its copies) will be set to Not Received.

Note! In order to prevent you from accidentally un-receiving multiple items, you can only un-receive one item at a time. If you attempt to un-receive multiple items, it will display an error message stating that “You can only un-receive or return one item.”

Return an item

Returning an item is very similar process to un-receiving an item. Start by following the instructions above for searching and selecting an item. But, instead of selecting Un-receive, select Return from the list of receiving actions:

Note! Like with un-receiving, you can only return a single item at a time. This prevent you from accidentally removing the local holding record for multiple received items.

Receive an item without a barcode

To receive an item without a barcode, you need to again first search for and select the items. This is the same as Un-receive and Return. However, for receiving an item without a barcode, you can select multiple items. For example, you can select all items on a specific invoice. Once you have selected the items, simply select Receive from the list of receiving actions:

As with un-receiving and returning, you will need to confirm your choice to receive, but note: you cannot receive items that are cancelled. If you attempt to receive a cancelled item, you will receive an error:

Do not track serials and eproducts

To not track the Receipt Status of a serial or eproduct item, you again need to search for and select the item. (See instructions for Un-receive above). Once selected, then select Do Not Track.

This new status will be applied to all items you have selected. This way, you do not even need to track the Receipt Status of certain serials and eproducts.

Note! The “Do Not Track” action can only be applied to items with the Processing Type of Serial or eProduct. Monographs cannot have the Receipt Status of “Not Tracked.”

Receive or partially receive multiple items

You can also update the Receipt Status of multiple serials or eproducts to Received or Partially Received.. Follow the instructions above and then select Receive or Partially Receive from the list of receiving actions.

This will update the Receipt Status of these items. Like with monographs, you can do this for one more items based on their Purchase Status or Invoice Number, among other fields.

Receiving of loose-leaf and pocket parts

You can now more effectively manage the receipt and claiming of loose-leaves and pocket parts, even if the title to which they belong are not classified as serials or integrating resources in WorldCat. This helps you to save time receiving these types of items while also helping make sure you receive all parts or issues of the title.

Previously, when clicking on the link for a non-serial title in Discover Items, you would be given links to the Details, Copies, and Holds pages but no link to the Issues page. (This is where you are able to receive and predict issues of the title.) However, now, the Issues link now displays for all titles in Discover Items – as long as you have one of the Serials roles (e.g. Serials Admin, Serials Receiving, or Serials Claiming.) This is true even when the title is classified as a book or other non-serial type.

Close all tabs

You can now close all open tabs for many of the left-hand menu sections using a single click. This saves time and streamlines workflows. Previously, you had to close each tab one-at-a-time.

The Close All Tabs option appears in all of the following menu sections:

  • Discover Items (present before this release)
  • Discover Collections (present before this release)
  • Orders
  • Serial Issues
  • Invoices
  • Budgets

Note! Close All Tabs closes all tabs within that menu section, including your complete search history and any items, orders, invoices, or budgets you have open.

Date Created and Date Last Updated for order

You can now view the Date Created and Date Last Updated for orders. These appear below the Order Name and Order Number and allow you to know when the order was created and last modified, providing information not available previously.

Date Last Updated on invoice

You can now view the Date Last Updated on the Invoice. This allows you to see when the last modification was made to an invoice, saving time investigating this information elsewhere.

Layout changes to the order and invoice pages

The order and invoices pages now use an improved layout that saves time and locates user actions in a more consistent way across Acquisitions.

Some of the changes to the order page include:

  • Moving the save, request quote and place order buttons to the top of the page
  • Moving order item actions such as delete, tax, discount, service charges, and shipping above the list of order items
  • Changing the Select All functionality for order items from a link at the bottom of the table to a checkbox in the top-left of the order item table

Some of the changes to the invoice page include:

  • Moving the save, mark as ready, and pay invoice buttons to the top of the page
  • Moving order item actions such as add, delete, tax, discount, service charges, and shipping above the list of invoice items
  • Changing the Select All functionality for invoice items from a link at the bottom of the table to a checkbox in the top-left of the invoice item table

Edit display in WorldCat Local / Discovery after placing order

You can now toggle the display of an on-order item in WorldCat Local or Discover even after the order has been placed. This allows you to correct mistakes with this setting after placing the order. Previously, this value could not be changed after the order was placed.

To change this value, go either to the Order screen and enable the Display in WC Local column or go to the order item details page (by clicking on the title of an item from the order page or order item search) and select the Display in WorldCat Local checkbox.

Order item number now supports exact match

You can now search by order item number in the order item search using an exact match search criteria rather than starts with search. This helps in locating order items by order item number, since you do not find multiple order items that start with the same alphabetical sequence when you only desire to find one. For example, previously, a search for PO-2016-1-1 would also find the following items:

  • PO-2016-1-10
  • PO-2016-1-11
  • PO-2016-1-12
  • Etc.

This would lead to confusing results when the user would have expected to find only a single item.

Select user preferences for Discover Items search

You can now set your user preferences when using the search under Discover Items in Acquisitions. This allows you to save time by defaulting searches according to your preferences. Previously, this was only possible for the Advanced Search.

To set your user preferences, click on the gear icon next to the search box under Discover Items.

This will open a dialog where you can set user preferences.

Fewer steps when starting or finishing receiving of serials and eproducts

You can now start and finish receiving serials and eproducts from within Acquisitions with fewer steps, by-passing the configuration of issue receiving settings. This saves you time and avoids confusing the receiving workflow in Acquisitions with the serial issue receiving configuration.

Previously, when starting or finishing receiving of an ordered item, a dialog would appear allowing you to also configure the receiving and claiming settings of the serial issues. See previously-displayed dialog below:

Sometimes, you would even see an error message in this dialog.

Now, the start or finish action does not bring up any dialog and immediately changes the Receipt Status of the serial or eproduct.

Improved keyboard navigation of notes on order

Your cursor will now be returned to the note icon when using the escape key to close the notes dialog. This will allow you to save time modifying items on an order by allowing you to use only the keyboard to navigate through the items. Previously, you could add a note using only your keyboard, but if you attempted to use the escape key to close the dialog, your cursor would not be returned to the notes icon. Now, the cursor does return to the notes icon, allowing you to proceed tabbing through the page.

Automatically select order when renewing

If you create a new order when renewing an item, you now do not have to select the order manually. Instead the system selects the order for you automatically. This saves you time in selecting the order yourself.

Filters do not show for invoice search

The Filters button on the invoice search is no longer present. It was not needed because there were only two available filters on the page anyway and sometimes served to confuse users, thinking it was another filter rather than providing a way to enable or disable filters.

Improved search criteria for encumbered link

When clicking on the encumbered amount link on the budget page, it now takes you to only order items that are currently encumbered. This ensures that you only see the items encumbered instead of all order items for this fund. Previously, the linked search would display some items that had been assigned to that fund but were not encumbered. These included:

  • Items on an order of type Plan (These are not encumbered.)
  • Items that were cancelled.

To do this, we set two additional search criteria to the linked search:

  • Order Type: Purchase Order
  • Order Status: Ordered, Cancellation Requested

Note! You can still modify the search criteria to show these additional order items, if you wish.

Bug fixes

Correct time displays in Partner Exchange Service logs

The time listed in the Date field of the Partner Exchange Services Logs now show the correct time. Previously, it was showing a time five hours offset from the actual time of the log event.

Empty note message does not display for serials

You now do not see the notes message on the receiving screen for serial issues, if there are no notes marked as “Show on receiving.” Previously, a notes message widget displayed even when the note itself was empty. See below.

Filters and Save Search buttons display correctly on searches

The Filters and Save Search buttons are no longer shifting down when the user adds filters to the search. This was happening before and creating a confusing user experience.

Fixed date format for German language claim messages

The date format for German-language claiming messages is now correctly. Previously, it was showing the month first and then the date and year. Now, it shows the date first, then month, then year.

Known issues

There are no known issues with this release.

Important links

Post release sessions

To help you become familiar with the new features, enhancements and improvements included in this release, there are two update sessions scheduled. Please note the session time zones when registering. The sessions will be recorded and archived for future viewing on the OCLC Community Center. Please register, even if you are unable to attend, to receive a link to the recorded session.

WMS Release Update Session

Date: Wednesday, June 14, 2017, 12:00 pm, Eastern Daylight Time (New York, GMT-05:00)

Registration: https://oclc.webex.com/oclc-en/k2/j....1f55c0dc3f63b0

Support website(s)

Support information for this product and related products can be found at:

Notices

©2017 OCLC, Inc. All rights reserved. The following product, service and business names are trademarks or service marks of OCLC, Inc.: OCLC, WorldCat, WorldShare and "Because what is known must be shared." In addition, the WorldCat and WorldShare symbols are service marks of OCLC. Third-party product service names are trademarks or service marks of their respective owners. OCLC grants permission to photocopy this publication as needed.