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Import invoices and orders

 Note: You can automate file retrieval and import. See Automate file retrieval and import

The following workflow goes through the steps for importing order, invoice, or shelf-ready data files.  Note: Before you import data, you must work with your vendor to set up the import feature. For more information, see Set up importing.

Workflow overview

You can import data for a plan or purchase order. The image below provides an overview of the two procedures.

Acquisitions import workflow

Step 1: Create a purchase order or plan in WorldShare Acquisitions

Your first step is determined by whether you are importing order data for a plan or purchase order. If you are importing order data for a plan you subscribe to, you must create a plan in the system before you import any data. If you are importing order data for a purchase order, you do not have to manually create a corresponding purchase order in the system.

If a purchase order or plan has not been created in the system for the order data, then the system will create new orders as described below. If you do not manually create a plan, the system will group items onto new purchase orders. For a list of plans that can be created in the system, see Order Types.

1a. How orders are created from imported order data

When order data is imported, the system evaluates the data in order to determine whether the order items should be placed on new purchase orders as outlined below. Review the following to determine whether to manually create a purchase order in the system. If you are importing data for a plan, you must create a plan in the system. For details on creating a plan, see 1b. Create a plan below.

How orders are created from imported files

Order creation is based on the vendor order number in field 981 $n and the other factors below.

  1. If field 981 $n contains a vendor order number, the system checks for an unplaced order or plan with same vendor order number:
    • If an unplaced order exists, the system adds the item to it.
    • If a plan exists, the system adds the item to it.
    • If a placed order exists, an error results.
    • If no order exists, the system creates a new order with the vendor order number from field 981 $n and adds all items with that vendor order number to it.
  2. If field 981 $n is empty:
    • The system creates an order using the order name in field 981 $l.
    • If field 981 $l is empty, the system creates an order without a vendor order number or order name and puts all items in the file in it.

One order for all items in an order file

To have WorldShare Acquisitions create one order for all the items in an order data file, make sure each item's record in the order data file has either the same order name (981 $l) or the same order number (981 $n). If both are provided, the system uses the vendor order number to group items on the same order. If neither is provided, then the system groups all such items in the file on to a single order.

1b. Create a plan

You must create a plan in the system before importing any order data associated with a plan. There are six types of plans you can create in WorldShare Acquisitions. See Order Types for details.

  1. From the left navigation, click Orders > Orders.
  2. From the Orders screen, click New Order.
  3. From the Add New Order window, enter an Order Name.
  4. From the Order Type list, select a plan. For details, see Order Types.
  5. Enter the Vendor whose order data you are importing. As you type, the field will suggest vendors. Select the Vendor from the list.
  6. Enter the Vendor PO # (Number).
    • Each item in the order data file you import must have this number in the 981 $n subfield.
    • If this number is missing from the plan, the system will group items onto new purchase orders. See 1a. How orders are created from imported order data above for details.
  7. Click Save.

Step 2: Import order data file

If you are only importing invoice and/or shelf-ready data files skip to Step 4: Import invoice and/or shelf-ready data files.  Note: If your vendor provides you with order, invoice, and shelf-ready data on one file, you will need to upload the file twice (once in this step and once under step 4).

  1. From the left navigation, click Vendors.
  2. Search for the vendor whose files you are importing.
  3. From the vendor search results, click the Vendor Name.
  4. In the vendor record, click the Partner Exchange Services accordion.
  5. Click Upload File.
  6. In the Import Data window, from the Type list, select Import order data (MARC).
  7. Click Browse.
  8. Locate the order data file on your computer. Click Open.
  9. (Optional). Select the Display imported items in WorldCat Local check box if you want all imported items to appear with the status of On Order in WorldCat Local or WorldCat Discovery after the order is placed.
  10. (Optional). Select the Verify OCLC Numbers if provided check box if you want the system to use the OCLC number to find the master record and verify that the bibliographic information of the item matches the record.
  11. Click Upload. The system confirms your file has been uploaded.
  12. Click Cancel or the x in the upper-right corner to close the Import Data window.

Step 3: Review order items

The file you uploaded appears as the first line in the Processing Log. The Processing Log is the table listing all of the files you have uploaded for the vendor. If you do not see the file in the table, click the Refresh button (Refresh button) above the table. After you upload the file, you will also receive an email from the system with the file's import details.

  1. In the Processing Log, view the status of the import in the Status column. If the upload fails, it will be noted here.
  2. The Details column links to any orders created as a result of the upload. Click the PO link in the Details column to view the order (it will be the order number assigned to the purchase order or plan by the system, e.g. PO-2015-100).
  3. On the Order screen, confirm that all items were imported to the order.
  4. If any of the items are multi-part monographs, click on the item's Title. On the Order Item Details screen, from the Processing Type list, select Serial. Click Save.
  5. Make any other edits to the order items, if needed.
  6. If the order is a purchase order, click Place Order. Make sure the Notify Vendor about this order check box is not selected. Click Place Order.
  7. If the order is a plan, the order will already have the status of Placed.

If you are not importing invoice and shelf-ready files, skip to 5a. Receive and invoice (order and/or invoice data import) to receive and invoice the items on the order you imported. Otherwise, continue to step 4.

Step 4: Import invoice and/or shelf-ready data files

Instructions vary, depending on the type of invoice you are importing (MARC or EDIFACT). If your invoice and shelf-ready data are included in one file, you will only need to import the file once. If your invoice and shelf-ready data are on two files, you will need to import each file.

 Note: Shelf-ready data only applies to single-part monographs.

4a. Import invoice and/or shelf-ready data files (MARC)

 Note: If your invoice and shelf-ready data are in one file, you only need to follow this procedure once. If you have two files, you must import each file individually.

  1. From the left navigation, click Vendors.
  2. Search for the vendor whose data you are importing.
  3. From the vendor search results, click the Vendor Name.
  4. In the vendor record, click the Partner Exchange Services accordion.
  5. Click Upload File.
  6. From the Import Data window, from the Type list, select Import invoice / shelf-ready data (MARC).
  7. Click Browse.
  8. Locate the invoice and/or shelf-ready data file on your computer. Click Open.
  9. Click Upload. The system confirms your file has been uploaded.
  10. Click Cancel or the x in the upper-right corner to close the Import Data window.
  11. If you only uploaded invoice data, go to After uploading invoice data.
  12. If you only uploaded shelf-ready data, go to After uploading shelf-ready data.

4b. Import invoice data file (EDIFACT)

  1. From the left navigation, click Vendors.
  2. Search for the vendor whose data you are importing.
  3. From the vendor search results, click the Vendor Name.
  4. In the vendor record, click the Partner Exchange Services accordion.
  5. Click Upload File.
  6. From the Import Data window, from the Type list, select Import invoice data (EDIFACT).
  7. Click Browse.
  8. Locate the invoice file on your computer. Click Open.
  9. Click Upload. The system confirms your file has been uploaded.
  10. Click Cancel or the x in the upper-right corner to close the Import Data window.
  11. If you are also importing a shelf-ready MARC file, follow the instructions under 4a. Import invoice and/or shelf-ready data files (MARC).
  12. Go to After uploading invoice data.

After uploading invoice data

The file you uploaded appears in the first row of the Processing Log. If you do not see the file in the table, click the Refresh button (Refresh button) above the table. After you upload the file, you will also receive an email with the file's import details.

  1. The system creates an invoice for you based on the data you imported.
  2. The Details column links to the invoice created as a result of the upload. In the Details column of your invoice import, click the Invoice: link. This will bring you to the invoice with the items already added.
    • The item amounts, discounts, service charges, and funds will be populated if included in the invoice data file.
  3. To pay the invoice, go to Step 6: Pay invoice.
  4. After paying the invoice, you will still need to receive the items. Go to 5a. Receive and invoice (order and/or invoice data import)

After uploading shelf-ready data

The file you uploaded appears in the first row of the Processing Log. If you do not see the file in the table, click the Refresh button (Refresh button) above the table. After you upload the file, you will also receive an email with the file's import details.

  1. The system fills in the shelf-ready information included in the data file you imported.
  2. The Details column contains links for every shelf-ready item you imported.
  3. Go to 5b. Receive items (shelf-ready data import) for instructions on receiving the shelf-ready items.

Step 5: Receive (and invoice) order or plan items

This section describes how to invoice and receive the items contained in the files you imported. If you imported shelf-ready data, skip to 5b. Receive items (shelf-ready data import), otherwise continue to 5a.

5a. Receive and invoice (order and/or invoice data import)

Create an invoice

  1. From the left navigation, click Receive and Invoice.
  2. Under Receive and Invoice, select the tab:
    • Select Mono for single-part monographs
    • Select Serials for multi-part monographs
  3. From the Action list:
    • If you only imported order data, select Receive and Invoice and continue to step 4

      OR

    • If you imported order and invoice data or only invoice data, select Receive. In the Vendor list, enter the vendor whose files you imported. Go to step 5.
  4. If you need to create a new invoice, follow the steps below. To use an existing invoice, under Vendor, enter the vendor, and under Invoice Number, enter the invoice number.
    1. Click New Invoice.
    2. From the Add New Invoice window, enter an Invoice Number.
    3. Enter the Vendor. As you type, the field will suggest vendors. Select the Vendor from the list.
    4. Edit the Invoice Date by typing a new date, or click the calendar button (Calendar button) to select a new date, if needed.
    5. Click Save.
  5. Click Outstanding Items.

Receive and add items to invoice (single-part monographs)

You must have the Mono tab selected in order to receive single-part monographs. For instructions on receiving multi-part monographs, see Receive and add items to invoice (multi-part monographs) below.

  1. On the Receiving screen, locate the items to receive and add to the invoice.
  2. If needed, search for items using the search boxes and filters at the top of the screen.
  3. For each title:
    1. In the Call#, Barcode column, edit the call number, if needed.
    2. Scan or type the barcode and press <Enter>.
    3. The item appears in the Item(s) processed in this session section at the bottom of the screen. The item is received, a local holdings record is created, and, if applicable, the item is added to the invoice.
  4. Go to Step 6: Pay invoice.

Receive and add items to invoice (multi-part monographs)

You must have the Serials tab selected in order to receive multi-part monographs. For instructions on receiving single part monographs, see Receive and add items to invoice (single-part monographs) above.

  1. On the Receiving screen, locate the items to receive and add to the invoice.
  2. If needed, search for items using the search boxes and filters at the top of the screen.
  3. For each title:
    1. In the Receiving Status column, click Start.
    2. Click Finish if you have received all volumes in the multi-part set.
    3. In the Invoiced column, click Add to Invoice.
    4. On the Add Item to Invoice window, enter the Quantity of items to be added to the invoice by using the up and down arrows or typing in the number.
    5. Select the Pay Option:
      • Pay all
      • Pay in Installments - If you select this option, enter the percent to be invoiced at this time by using the up and down arrows or typing in the number.
    6. Click OK.
    7. The title appears in the Item(s) processed in this session section at the bottom of the screen. Holdings are volumes of a multi-part monograph are added in a separate step.
  4. Go to Step 6: Pay invoice.

5b. Receive items (shelf-ready data import)

 Note: You can skip to step 6 if you are already viewing the Processing Log.

  1. From the left navigation, click Vendors.
  2. Search for the vendor whose files you imported.
  3. From the vendor search results, click the Vendor Name.
  4. In the vendor record, click the Partner Exchange Services accordion.
  5. In the Processing Log, in the Details column, click the first Receive: link. This will bring you to the Receiving screen.
  6. From the left navigation, under Receive and Invoice, in the Action list, select Receive.
  7. For each item:
    1. The call number and barcode of the item will be populated.
    2. Place your cursor in the Barcode field and press <Enter> to receive the item.
    3. The item appears in the Item(s) processed in this session section at the bottom of the screen. The item is received and a local holdings record is created.
  8. Repeat process if there are additional Receive: links listed in the Details column of the Processing Log.
  9. Go to Step 6: Pay invoice.

Step 6: Pay invoice

Depending on whether you imported an invoice, the steps you take to pay an invoice will be different.

6a. Pay invoice (order data import only)

If you only imported order data, follow the below steps to pay the invoice you created under 5a. Receive and invoice (order and/or invoice data import).

  1. From the left navigation, click Invoices.
  2. Click Open Invoices.
  3. Find the invoice in the list of open invoices.
    • Invoices are sorted by invoice number by default.
    • You can sort invoices by column, or search by vendor or invoice number using the search box in the top right of the screen.
  4. Click the Invoice #.
  5. Edit any information, if needed.
  6. Click Mark as Ready or Pay.
  7. (Optional). After marking the invoice as paid, you can unpay the invoice if you need to make edits. To unpay the invoice, click Unpay, at the top of the invoice.

6b. Pay invoice (invoice data import)

If you imported an invoice, the invoice was created automatically for you by the system.

  1. From the left navigation, click Vendors.
  2. Search for the vendor whose files you imported.
  3. From the vendor search results, click the Vendor Name.
  4. In the vendor record, click the Partner Exchange Services accordion.
  5. In the Details column of your invoice import, click the Invoice: link. This will bring you to the invoice with the items already added.
    • The item amounts, discounts, service charges, and funds will be populated if included in the invoice data file.
  6. Edit any information, if needed.
  7. Click Mark as Ready or Pay.
  8. (Optional). After marking the invoice as paid, you can unpay the invoice if you need to make edits. To unpay the invoice, click Unpay, at the top of the invoice.
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