Add subscriptions to a new order

WorldShare Acquisitions: Best practices for managing subscriptions step 2 of 7
Discover the best practices for adding subscriptions to a new order in WorldShare Acquisitions.

Add subscriptions to a new order

Begin by searching for an item using the Discover Items, Discover Collections, or Local Resources in the left navigation.

  1. From the search results, find the record for the title you want to order and click Add to > Order.
  2. From the Add Item to Order dialog window, select the following settings:
    • Acquisition Type - Subscription
    • Processing Type 
      • Electronic Product (for all eResources, e.g. ePeriodicals, eBooks, eCollections, etc.)
      • Serial (for print serials)
      • Monographic series (for details on Monographic series, see Add a monographic series to an order)
      • Local
  3. Add any additional information about the order (ISSN, Period, Start Date, and End Date) or apply a template. 

     Note: Start Date and End Date are particularly important fields to add when entering subscriptions. For simplicity, it is recommended to add Start Date and End Date at this point rather than later in the process.

  4. Click New Order.
  5. In the Add New Order dialog, select Purchase Order for Order Type and complete the other fields as needed.
    Add New Order fields - Table
    Field Description
    Order Name (required) Give a meaningful and unique name to avoid confusion with other orders. Follow local practice.
    Order Type (required) Select the type of order from the list:
    Order Type Description
    Approval Plan List of items received as part of an agreement with a supplier to send items based on a profile. The library retains the right to return items not needed.
    Blanket Order List of items received as part of an agreement with a supplier to send items based on a profile. Vendors do not allow the return of items.
    DDA (Demand Driven Acquisitions) Plan List of items received as part of an agreement with a supplier to trigger the purchase of online materials based on patron usage.
    Gift/Donation List List of items received from a specific person or organization for free or at little cost to the library.
    Legal Deposit List List of items received as part of an arrangement with a governmental entity to keep some or all of its publications at the library.
    Purchase Order List of items created by the library to be submitted to the supplier.
    Standing Order List of items received as part of an agreement with a supplier to send items belonging to a series or specific publication.
    Vendor (not required for purchase orders) As you type, the system automatically suggests vendor names from those listed as in use in Vendors.

    Enter the vendor name in quotes (e.g., "Le Jour") to perform an exact phrase search. Exact phrase searching is useful in cases where the vendor name ends in a word that may match several words in a vendor name (e.g., Le Jour matches vendor names that contain the word Journal).
    Vendor PO # (number) Add the order number from the vendor, if known. Follow local practice.
    Tax Handling Select a tax calculation method from the drop-down list.
    Tax calculation method Description
    Tax item cost Calculates tax amount by multiplying tax percentage by the price
    Tax item, service charge, and shipping cost Calculates tax amount by multiplying tax percentage by the price, service charges, and shipping
    Includes taxes in costs Calculates tax amount by considering it as included in the price, service charges, and shipping
    Comments Add any notes about the order. Follow local practice.
  6. Click Save. The new order will appear in the Existing Orders table.
  7. Click Add to add the item to the newly created order.
  8. (Optional) Click the Order Name to enter details for the order item (e.g., Fund, Location, Price, etc.), if not added in the Item Details accordion of a template.

For information on searching by specific type of resource, please see:

Order item templates

Applying an order item template when adding an item to an order can be helpful for several reasons:

To learn how to create a new order item template, see Create an order item template.

 Note: After applying an order item template, you still may override values in the template or enter values not in the template. 

Apply an order item template 

  1. On the Add Item to Order window, change the settings as needed. See Add subscriptions to a new order for more information on available settings.
  2. From the Apply Order Template list, click the template you want to apply.
  3. Check and edit the details in Item Details (Template: [name]). You can edit or apply the following fields to an order item when using an order item template.

     Note: Using the Item Details accordion to add a value in the Vendor Order Item Number field for each item is especially helpful if you plan to import EDIFACT invoices for subscriptions later.

    Available fields in an order item template - Table
    Tab Editable field
    General
    • Requestor
    • Display in WorldCat
    Order
    • Vendor Order Item Number
    Location
    • Quantity
    • Branch
    • Location
    Pricing
    • Unit Price
    • % | Discount
    • % | Service Charges
    • % | Shipping
    • % | Tax 1
    • % | Tax 2
    Budget/Fund
    • Allocate by
    • Budget(s)
    • Fund(s)
    • Percentage
    Notes Any existing notes.
    Custom Fields
    • Staff name
    • Priority
    • Date Returned
    • Academic Department
  4. To add the item to the order, click Add in the Action column (at right).
  5. Click Close.

 Note: If you enter any values in the Item Details section when applying a template, these will remain in effect during your session until you select a new template or manually enter new values.