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Create a new vendor

Discover how to create a new vendor in WorldShare Acquisitions.

Create a vendor

Ideally, another library has already created the vendor you need. Before creating a vendor, do a Search for a vendor to make sure the vendor does not already exist. Only create a vendor if the vendor does not already exist. To create a new vendor:

  1. In the left navigation, click Vendors > New Vendor.
  2. Fill in the relevant fields in the sections that make up the vendor information (General, Links & Logins, Addresses, Contacts, etc.). Follow local practice. Most fields are self explanatory.
  3. When finished, scroll to the upper-right corner of the screen and click Save.
  4. To share the vendor with other libraries, click Publish.
     Note: A vendor must be saved before it can be published.

Complete the vendor fields

 Note:

  • Asterisks (*) indicated required fields.
  • All vendor fields have a character limit of up to 255 characters.
General

If you have published this vendor (shared it globally), any edits to General information affect all libraries using this vendor. 

Field Description
Country The country of the vendor.
Vendor name* The name of the vendor.
Roles The role the vendor plays for libraries. Click Show Options to select a role.
Language The language spoken by the vendor.
Relationships Use to indicate relationships between different companies, units within a company, or other corporate relationships (distributor, etc.).
Links & Logins

List URLs to vendor services/products, along with User IDs and passwords, if needed. 

Some fields need explanation:

Field Description
Active (check box) (only editable after saving)

Checked: Contact is relevant to library

Unchecked: Use to indicate contact is no longer relevant

Addresses
Field Description
Active (check box)

Checked: Contact is relevant to library

Unchecked: Use to indicate contact is no longer relevant

Address role Use to indicate the kind of address. Click Show Options to select a role.
Contacts
Field Description
Active (check box)

Checked: Contact is relevant to library

Unchecked: Use to indicate contact is no longer relevant

Allocated address An address allocated to a contact.
Short name Name preferred by contact.
Partner Exchange Services (upload files)

For information on uploading files, see Import.

Identifiers

List vendor's tax numbers, main URL, previous or alternate names, as well as other additional identifiers.

Local identifiers

These identifiers are unique to your library.

Local Identifier Description
Accountancy System ID Used to track the identifier used by your parent institution's financial system. OCLC recommends using this field for your enterprise resource planning (ERP) system.
GST Registration Number A unique, 15-digit identification number issued to a business registered under the Goods and Services Tax (GST) on the basis of the PAN number of the business. The last digit is a checksum number.
ILS Supplier Number Used to track the identifier used by your previous ILS.
Match Codes Used when a code is needed to identify (match) vendors in other systems. Using the same match code for the same vendor in both WMS and other systems facilitates sharing vendor information between systems.
PST Registration Number A unique, 11-character identification number (e.g., PST-1234-5678) issued to a business registered under the Provincial Sales Tax (PST).
Vendor number* An ID number assigned by your instance of WMS, in the same way order numbers are assigned.
Bank Account Info
Field Description
Name of Financial Institution The name of the financial institution associated with the vendor.
Location of Financial Institution The location of the financial institution associated with the vendor.
Payment Recipient The name of the payment recipient for the vendor.
Bank Code The numeric code assigned by the central financial institution to all of its licensed member banks or financial institutions.
Account Number A unique number of several (often eight or nine) digits used to identify the account at a financial institution.
Bank Identifier Code (BIC) / SWIFT codes A unique identification code for both financial and non-financial institutions assigned by the Society for Worldwide Interbank Financial Telecommunication (SWIFT).
International Bank Account Number (IBAN) An internationally-established unique number consisting of up to 34 alphanumeric characters comprising: a country code; two check digits; and a number that includes the domestic bank account number, branch identifier, and potential routing information.
Customer/Account Numbers

Numbers used to indicate how orders are handled (monograph, serials, rush handling, children's materials, etc.)

Acquisitions Settings

Some settings need explanation:

Acquisitions Setting Description
Currency The currency of the vendor.
Default Contact The default contact of the vendor.
Default Delivery Method The default delivery method of the vendor.

 

Notification Setting Description
Action The actions you want to be notified about.
Contact The vendor staff person who provides the notification.
Delivery Method The method the vendor staff person uses to notify you.

Watch a video

Manage vendors (13:37)

This video shows how to search, edit and create new vendors in WorldShare Acquisitions.

 

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