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(Optional) Purchase requests

WorldShare Acquisitions workflow step 5 of 11
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Discover the workflow for using purchase requests.

Overview

Purchase requests allow specific titles to be submitted for review for purchase. After a purchase request has been created, it remains under Purchase Requests > Pending Requests. From there, it can be reviewed for approval and purchase, or rejection.

Purchase requests are an optional step in the WorldShare Acquisitions workflow. Your library may or may not choose to utilize them as part of your ordering process or use them only some of the time. If you do not want to use purchase requests at this time, move on to Add order items.

WorldShare Acquisitions is great for managing one-time purchases as well as subscriptions to electronic and print resources. For more information, see Best practices for managing subscriptions.

Watch video

Title Length Description
Purchase requests 10:32 This video demonstrates the workflow for purchase requests in WorldShare Acquisitions.

Create a purchase request for review

  1. From the left navigation, click Discover Items.
  2. Perform a basic or advanced search for an item you would like to purchase.
  3. Once you have identified an item, click Add to... and select Purchase Request from the drop-down menu.
  4. From the New Purchase Request dialog, complete the following fields:
    Field Description
    ISBN/ISSN Select an ISBN/ISSN from the drop-down list.
    Acquisition Type (required) Select an acquisition type from the drop-down list. See Acquisitions Types.

     Note: Default selection is made based on the record chosen.
    Processing Type (required) Select a processing type from the drop-down list. See Processing Types.

     Note: Default selection is made based on the record chosen.
    Requestor

    Enter the name of the person who requested the item.

     Note:

    • This is an auto-suggest text field. Auto-suggestions for field-appropriate elements start with the first keystroke in the text field. Auto-suggestions include an email address for the user which is pulled from Delivery Notification of the WorldShare Admin module. If no email exists in the Delivery Notification section, the Library Record email address will be used.
    • The system does not automatically notify the requestor of the status of the request.
    Date Needed Enter the date by which the item is needed.

     Note: Enter the date in the format specific to your language (e.g., MM/DD/YYYY for American English) or use the calendar button (Calendar button).
    Place Patron Hold

    Select this button to place an automatic hold on the item for the patron who requested it.
    Reviewer Enter the name of the staff person who will review the purchase request to approve or reject it.

     Note: This is an auto-suggest text field. Auto-suggestions for field-appropriate elements start with the first keystroke in the text field. Auto-suggestions include an email address for the user which is pulled from Delivery Notification of the WorldShare Admin module. If no email exists in the Delivery Notification section, the Library Record email address will be used.
    Notes Enter any notes about the purchase request.
  5. Click Save.
  6. Click on the hyperlinked text in the Purchase Request Confirmation message to be taken directly to the new purchase request.

Review and approve a purchase request

Approve an item from the Pending Requests screen

 Note: This option allows you to approve multiple items at a time.

  1. Navigate to Purchase Requests > Pending Requests.
  2. Click Search to view all pending purchase requests.
  3. Select the check box for the item(s) you want to approve.
  4. From the Approve drop-down menu, select an approval option.
    • Approve - Approves the item but does not add the request as an item to an order.
    • Approve and Order - Approves the item and directs you to the Add Item to Order window. For more information, see Add item to order.

Approve an item from the Request Details screen

  1. Navigate to Purchase Requests > Pending Requests.
  2. Click Search to view all pending purchase requests.
  3. Click the Title of the item you want to approve.
  4. From the Request Details screen, select an approval option from the Approve drop-down menu.
    • Approve - Approves the item but does not add the request as an item to an order.
    • Approve and Order - Approves the item and directs you to the Add Item to Order window. For more information, see Add item to order.

Reject a purchase request

Reject an item from the Pending Requests screen

 Note: This option allows you to reject multiple items at a time.

  1. Navigate to Purchase Requests > Pending Requests.
  2. Click Search to view all pending purchase requests.
  3. Select the check box for the item(s) you want to reject.
  4. Click Reject.

Reject an item from the Request Details screen

  1. Navigate to Purchase Requests > Pending Requests.
  2. Click Search to view all pending purchase requests.
  3. Click the Title of the item you want to reject.
  4. From the Request Details screen, click Reject.