Release Date: March 25, 2021
This release of WorldShare Acquisitions provides 5 new features and enhancements. These features will help you manage more complex workflows, including:
Many of these enhancements are the direct result of your feedback.
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.
These items require immediate action or decisions.
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None at this time. |
In an effort to keep your staff informed of new features and changes, you may also want to consider these items.
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Consider setting the default reply-to contact for your shipping addresses. |
You can now use a number of new features related to the bulk subscription renewal process. This includes:
These features are described below in more detail.
You can now add individually selected items from a search result to a renewal list. This allows you to add a handful of items from a search result, rather than having to add all the items from a search result. Previously, you could only add all order items in your search result to a renewal list. Now, you can add only selected items to a renewal list, saving you time in constructing a search query that only shows the results you want to add to your renewal list.
To add individually selected items to a renewal list:
You can now use the order price instead of the payment price as the source price when renewing order items. This allows you more flexibility when renewing items. Previously, you could only use the payment price as the source price, but now, you can choose between order price and payment price.
To use the order price instead of payment price as your source price:
You can now enter the percentage increase for the renewal list with up to two decimal places. This allows you to enter a more precise percentage for your renewal list. Previously, you could only enter percentages without decimal places for the percentage increase, but now, you can enter a more precise percentage increase.
To enter a percentage with up to 2 decimal places:
You can now update the target budget period mapping for your fund mapping table as part of the renewal process. This allows you to map older budget periods to either the current or next budget period as you prefer. Previously, budget periods for the order items being renewed were mapped by default to the earliest budget period enabled for use, but now, you can choose to which budget period you want to map each budget period.
To update the target budget period mapping:
You can now have the system automatically place the orders created upon renewal. This allows you to not have to locate the orders created and place them manually. Previously, orders were created by the renewal process, but they were not placed, so you had to visit each order individually and place it to complete the renewal process. Now, you can select the option to automatically place orders upon renewal, saving you much time and effort.
To automatically place order(s) upon renewal:
The system will now refresh the fund mapping and order items being renewed tables automatically when the renewal list is renewed. This means that you do not have to manually refresh these tables upon completion of the renewal process. Previously, if you wanted to see the results of the renewal in the Order Items Being Renewed table, for example, you would have to manually refresh the table. Now the table refreshes automatically upon the renewal process being completed.
To refresh the fund mapping and order items being renewed tables:
Fixing a known issue with the last release, the system now properly calculates the price of monographic series based on the price of the volumes. Previously, when using payment price as the source price, the system would set the price of monographic series items to 0.00 despite the fact that their volumes had invoices with a total greater than 0.00. Now, upon renewal, the system takes the prices of all volumes of a monographic series, sums them up, and then divides the total by the order item quantity. The system does this for the Unit Price, Service Charges, and Shipping. For the Tax 1 and Tax 2, the system takes the tax rate for the earliest invoice item for the monographic series.
You can now configure new user preferences and institution settings related to the addresses listed on the order. This allows you to save time and effort setting this information for every order, and instead, use helpful defaults for these fields. Previously, you had to manually select information like the shipping address, billing address, and reply-to contact for every order, but now, you can set personal or institution defaults for these fields, allowing you to save time setting these fields manually.
You can now set the default reply-to contact to use for an order based on the order's shipping address. This allows you to save time having to select the reply-to contact for every order when sending the order to the vendor. Previously, the default reply-to contact was set using the first contact in the Registry for the main institution. If you wanted to use a different reply-to contact, you had to select one manually when placing the order. Now, you can assign a default reply-to contact for each shipping address, so that when you select the shipping address for the order, you are also automatically assigning a default reply-to contact for the order.
To assign a default reply-to contact for an order:
You can now set a default shipping and billing address to use for your user account when creating new orders. This save you the time and effort of setting this shipping and billing address manually when you create orders. This is especially useful if you typically create orders for the same shipping and billing address. Previously, the order would always default to the main institution for the shipping and billing address. Now you can assign a user preference for your account that determines the shipping address and billing address that is used when creating new orders.
To assign user preferences for shipping and billing address:
You can now import MARC orders to the next budget period rather than the current budget period. This allows you to start importing order data for your next budget period before you have closed the current budget period. Previously, when importing MARC order data, the orders created were always for the current budget period. Now, when importing MARC order data, you can choose to import the order data using the next bookable budget period.
To import MARC order data using the next budget period:
You can now import the external order ID using MARC order data. Because of this, if you are using external order IDs in your outgoing orders, you may not need to manually enter the external order ID into the orders, instead simply importing this data from the vendor. Previously, you could manually enter the External Order ID on the order, but not import this data using MARC order data. Now, you can choose whether you want to import the External Order ID or manually input this value.
To import the external order ID using MARC order data:
You can now import up to 100 invoices when importing EDIFACT invoices, rather than the previous limit of 50. This saves you time and effort uploading EDIFACT data multiple times. Previously, when importing EDIFACT invoice data, if you attempted to import more than 50 invoices, the system would only import the first 50 invoices. Now, you can import up to 100 invoices in an EDIFACT invoice data file.
Support information for this product and related products can be found at: