Best practices for importing vendor data
Overview
Discover tips and best practices for importing vendor data using MARC and EDIFACT formats in WorldShare Acquisitions.
Learn more in a Community Center presentation: WorldShare Acquisitions Best Practices: Importing Vendor Data (Requires Community Center login)
Certain types of data can be imported from vendors directly into WorldShare Acquisitions, saving you the time of entering data manually. Data can be provided in either MARC or EDIFACT formats.
This learning path will help guide you through two supported import methods in detail: Order data and invoice data. In the Additional resources section of this learning path, you will find links to documentation on the other supported import methods.
How to use this guide
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Import basics for order and invoice data
Discover how to set up importing and which import data fields should be included in the data files you receive from your vendor in WorldShare Acquisitions.
Work with your vendor
Make sure your vendor sends correct data fields
Import data fields
The following tables outline the information that should be included in the data files you receive from your vendor. The data files must be set up by you and your vendor before you can import data files into WorldShare Acquisitions. You can provide your vendor with the information on this page to confirm they can supply you with the data in these fields.
MARC order data
EDIFACT invoice data
Import purchase order data from MARC file
Discover how to import purchase order data from a MARC file and how orders are created from imported order data in WorldShare Acquisitions.
Basics of importing order data
You can import order data in MARC format using the 9xx fields in the MARC record. Before importing order data, however, you will need to set up importing with your vendor. This may include sending the MARC order data fields to the vendor.
MARC order data
The following information should be included in the MARC order data file you receive from your vendor.
If decimal points are not used, the system adds them at the end. For example, 56 becomes 56.
Ways to import order data
When importing order data, you can use it to do one of two things:
- Create a new purchase order
- For information on how the system creates orders from imported order data, see how orders are created from imported order data.
- Add to an existing purchase order (to add items to an existing order, you must have the vendor order number in the 981 $n field of the MARC record).
Data delivery
There are two different times at which your data can be delivered to you:
- Time of order (e.g., order data)
- Time of shipment (e.g., invoice data)
If you import order data at the time of shipment, there is a possibility of the order items not being grouped as they are on the order.
Your data also might be delivered to you:
- Directly from the vendor
- Through WorldCat Cataloging Partners
How orders are created from imported order data
Order creation is based on the vendor order number in field 981 $n and the other factors below.
- If field 981 $n contains a vendor order number, the system checks for an unplaced order or plan with same vendor order number:
- Unplaced order exists, the system adds the item to it
- Plan exists, the system adds the item to it
- Placed order exists, an error results
- 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
- 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.
Import an order data file
Follow the instructions below if you are importing an order data file.
Upload order data file
- On the left navigation, click Vendors.
- Search for the vendor whose files you are importing.
- From the vendor search results, click the Vendor Name.
- In the vendor record, click the Partner Exchange Services accordion.
- Click Upload File.
- In the Import Data window, from the Type list, select Import order data (MARC).
- Click Browse.
- Locate the order data file on your computer. Click Open.
- (Optional) Select the budget you want to use when importing the order data file from the Target Budget drop-down list. The budget period enabled by default is selected by default (usually the current budget period).
- (Optional) Select the Display imported items in WorldCat check box if you want all imported items to appear with the status of On Order in WorldCat Discovery after the order is placed.
- (Optional) Select the Verify OCLC Numbers if provided check box if you want the system to use the OCLC number to find the WorldCat record and verify that the bibliographic information of the item matches the record.
- (Optional) Select the Include low confidence matches check box if you want the system to attempt to find a match in WorldCat for your record using all matching protocols. The system will first attempt to find a match using the standard matching protocol, and will then move on to using the following methods:
- An algorithm that searches by standard identifier (using the value of the 020, 022, or 024 fields in the MARC record) and then uses the number of holdings to pick the best candidate record. This algorithm also filters results by Material Type using the value of the Leader/06 and the 008 Form (23 or 29).
- A title/author search.
- Click Upload.
- The system confirms your file has been uploaded.
- Click Cancel or the x in the upper right corner to close the Import Data window.
Review the order
After uploading an order file, you can review the order to check for any errors.
When to review
You can review the records selected during import at several points in your import workflow. There is no right or wrong time to review your records, but there are implications for when you review. You can review:
- Immediately after import (before placing the order)
- Immediately after placing the order
- Before receiving
- After receiving
Important notes about reviewing:
- If you are sending the order to the vendor via EDI or E-mail, make sure the record selected is correct before placing the order.
- If you want the system to display on-order items in WorldCat when placing the order, you may want to review the records selected before users have had time to place holds on these items. This is for two reasons:
- So that users do not place holds on the wrong item.
- So that you do not have to move the holds to the new record after using the Change resource functionality to modify the linked resource.
- As stated above, if you review the records and change the resource after LHRs have been created (either on-order LHRs or received LHRs), the LHRs will move to the new resource, but any title-level holds will stay with the old resource and will need to be moved manually.
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 (
) above the table.
- In the Processing Log, view the status of the import in the Status column. If the upload fails, it will be noted here.
- 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).
- You will also receive an email notification that provides the status of the import and of each item. This email is also viewable by clicking the .html link in the details column of the processing log.
- Make any other edits to the order items if needed.
- 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.
Watch a video
Import Order, Invoice and Shelf Ready Data Files
Run time: 10:09
This video shows how to import order, invoice and shelf ready data files in WorldShare Acquisitions.
Import plan order data from MARC file
Discover how to import plan order data from a MARC file and how orders are created from imported order data in WorldShare Acquisitions.
Basics of importing order data
You can import order data in MARC format using the 9xx fields in the MARC record. Before importing order data, however, you will need to set up importing with your vendor. This may include sending the MARC order data fields to the vendor.
MARC order data
The following information should be included in the MARC order data file you receive from your vendor.
If decimal points are not used, the system adds them at the end. For example, 56 becomes 56.
Ways to import order data
When importing order data, you can use it to do one of two things:
- Create a new purchase order
- For information on how the system creates orders from imported order data, see how orders are created from imported order data.
- Add to an existing purchase order (to add items to an existing order, you must have the vendor order number in the 981 $n field of the MARC record).
Data delivery
There are two different times at which your data can be delivered to you:
- Time of order (e.g., order data)
- Time of shipment (e.g., invoice data)
If you import order data at the time of shipment, there is a possibility of the order items not being grouped as they are on the order.
Your data also might be delivered to you:
- Directly from the vendor
- Through WorldCat Cataloging Partners
How orders are created from imported order data
Order creation is based on the vendor order number in field 981 $n and the other factors below.
- If field 981 $n contains a vendor order number, the system checks for an unplaced order or plan with same vendor order number:
- Unplaced order exists, the system adds the item to it
- Plan exists, the system adds the item to it
- Placed order exists, an error results
- 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
- 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.
Import an order data file
Follow the instructions below if you are importing an order data file.
Upload order data file
- On the left navigation, click Vendors.
- Search for the vendor whose files you are importing.
- From the vendor search results, click the Vendor Name.
- In the vendor record, click the Partner Exchange Services accordion.
- Click Upload File.
- In the Import Data window, from the Type list, select Import order data (MARC).
- Click Browse.
- Locate the order data file on your computer. Click Open.
- (Optional) Select the budget you want to use when importing the order data file from the Target Budget drop-down list. The budget period enabled by default is selected by default (usually the current budget period).
- (Optional) Select the Display imported items in WorldCat check box if you want all imported items to appear with the status of On Order in WorldCat Discovery after the order is placed.
- (Optional) Select the Verify OCLC Numbers if provided check box if you want the system to use the OCLC number to find the WorldCat record and verify that the bibliographic information of the item matches the record.
- (Optional) Select the Include low confidence matches check box if you want the system to attempt to find a match in WorldCat for your record using all matching protocols. The system will first attempt to find a match using the standard matching protocol, and will then move on to using the following methods:
- An algorithm that searches by standard identifier (using the value of the 020, 022, or 024 fields in the MARC record) and then uses the number of holdings to pick the best candidate record. This algorithm also filters results by Material Type using the value of the Leader/06 and the 008 Form (23 or 29).
- A title/author search.
- Click Upload.
- The system confirms your file has been uploaded.
- Click Cancel or the x in the upper right corner to close the Import Data window.
Review the order
After uploading an order file, you can review the order to check for any errors.
When to review
You can review the records selected during import at several points in your import workflow. There is no right or wrong time to review your records, but there are implications for when you review. You can review:
- Immediately after import (before placing the order)
- Immediately after placing the order
- Before receiving
- After receiving
Important notes about reviewing:
- If you are sending the order to the vendor via EDI or E-mail, make sure the record selected is correct before placing the order.
- If you want the system to display on-order items in WorldCat when placing the order, you may want to review the records selected before users have had time to place holds on these items. This is for two reasons:
- So that users do not place holds on the wrong item.
- So that you do not have to move the holds to the new record after using the Change resource functionality to modify the linked resource.
- As stated above, if you review the records and change the resource after LHRs have been created (either on-order LHRs or received LHRs), the LHRs will move to the new resource, but any title-level holds will stay with the old resource and will need to be moved manually.
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 () above the table.
- In the Processing Log, view the status of the import in the Status column. If the upload fails, it will be noted here.
- 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).
- You will also receive an email notification that provides the status of the import and of each item. This email is also viewable by clicking the .html link in the details column of the processing log.
- Make any other edits to the order items if needed.
- 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.
Watch a video
Import Order, Invoice and Shelf Ready Data Files
Run time: 10:09
This video shows how to import order, invoice and shelf ready data files in WorldShare Acquisitions.
Import invoice data from EDIFACT file
Discover how to import invoice data from an EDIFACT file in WorldShare Acquisitions.
Note:
- You can automate file retrieval and import. See Automate file retrieval and import.
- Branch-based acquisitions users with the appropriate permissions for a branch can choose an Acquisitions Branch when importing. See About branch-based acquisitions.
You can import invoice data in EDIFACT format. Before importing invoice data, you will need to set up importing with your vendor. This may include sending important information about what EDIFACT fields are supported.
Basics of importing invoice data
The following tables outline the information that should be included in the data files you receive from your vendor. The data files must be set up by you and your vendor before you can import data files into WorldShare Acquisitions. You can provide your vendor with the information on this page to confirm they can supply you with the data in these fields.
EDIFACT invoice data
The following information should be included in the invoice data file you receive from your vendor.
Although the first column lists the WorldShare Acquisitions fields, the fields are listed in the order they occur in the EDIFACT file.
Notes when setting up invoice data import
- You can choose to import service charges at the invoice level, at the item level, or both.
- Item-level service charges will be included in the invoice item.
- Invoice-level service charges will create a non-bibliographic invoice item for these charges.
- To import item-level service charges, you must use a price of type AAB (see table above).
- The total amount of service charges is divided by the quantity of items to automatically calculate the per-unit service charges.
- If evenly divisible, the resulting number will be entered as the per-unit service charge.
- If not evenly divisible, the service charges setting will be changed to total, and the line-item amount will be entered in the service charges field.
- If the invoice contains non-zero taxes on service charges (separate from any taxes for the item itself), the tax amount will be calculated for the entire item and imported as a total value in Tax 1.
- If only a percentage is provided for a service charge tax, the effective tax amount is calculated based on the percentage and added to the other provided tax values to calculate the total Tax 1 amount.
- Item-level taxes can only be imported as a percentage, not an amount.
- The invoice import process will invoice the most recent order item with that same vendor order item number.
- If there are order items from separate subscription chains (i.e., groups of order items that have been renewed from the previous order item), the system will throw an error and the user will have to remove the vendor order item number from one of the chains.
Import invoice data (EDIFACT) instructions
Upload invoice data file (EDIFACT)
Note: You can upload up to 100 invoices when importing EDIFACT invoices.
- On the left navigation, click Vendors.
- Search for the vendor whose data you are importing.
- From the vendor search results, click the Vendor Name.
- In the vendor record, click the Partner Exchange Services accordion.
- Click Upload File.
- In the Import Data dialog, from the Type list, select Import invoice data (EDIFACT).
- Click Choose File. Locate the invoice file on your computer and then click Open.
- From the Tax Handling drop-down list, select a tax calculation method.
- 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 costs
- Includes taxes in costs - Calculates tax amount by considering it as included in the price, service charges, and shipping
- Click Upload.
- The system confirms your file has been uploaded.
- Click Cancel or the x in the upper right corner to close the Import Data window.
- If you are also importing a shelf-ready MARC file, follow the instructions under Import invoice and shelf-ready data from MARC file.
Review invoice and invoice items
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 () above the table. After you upload the file, you will also receive an email with the file's import details.
- The system creates an invoice for you based on the data you imported.
- 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 taxes will be populated if included in the invoice data file.
- You will also receive an email notification that will give the status of the import and of each item. The email text is also viewable in the Details column in the processing log.
- If there is a line item in the imported EDIFACT invoice for which there is no matching order item in Acquisitions - either based on the order item number (RFF+LI) or vendor order item number (RFF+SLI) - then the line item will not be imported and will display an error in the resulting email notification.
- To pay the invoice, go to Pay invoice.
Additional resources
Discover additional resources related to importing data from vendors in WorldShare Acquisitions.
Explore the resources below to learn more about importing data in WorldShare Acquisitions.
| Title | Description |
|---|---|
| Import EDIFACT order response data | Discover how to import order response data from an EDIFACT file in WorldShare Acquisitions. |
| Import invoice and shelf-ready data from MARC file | Discover how to import invoice and shelf-ready data from a MARC file in WorldShare Acquisitions. |
| Import shelf-ready data from EDIFACT file | Discover how to import shelf-ready data from an EDIFACT file in WorldShare Acquisitions. |
| Automate file retrieval and import | Discover how to configure, run, and delete an automated job in WorldShare Acquisitions. |