Overview

Introduction to managing subscriptions in WorldShare Acquisitions and this guide.

Expand section

 Learn more in a Community Center presentation: WorldShare Acquisitions Best Practices: Managing subscriptions (Requires Community Center login)

There is increasing value in managing subscriptions in WorldShare Acquisitions, including:

  • Providing a clear record of ordering, renewal, cancellation, receiving, and invoicing of subscribed resources.
  • Managing subscription-related workflows.
  • Keeping all financial transactions in one place (rather than in spreadsheets, etc.).
  • Ability to reference acquisition data later (e.g. Did I pay for the invoice for that subscription?).
  • Can run reports and analytics on subscription data.
  • Can import EDIFACT invoices for subscriptions to save time.
  • Can synchronize invoices in WMS with your campus system (via APIs or the Accounting System Invoice Connector)
  • Can ensure you do not go over your budget for subscriptions.
  • Can track how much you spend on each department for subscriptions.

Subscription resources you can order include:

  • WorldCat resources (print periodicals)
  • Knowledge Base eResources (ePeriodicals, eBooks, eCollections)
  • Local resources (supplies, memberships, etc.)

How to use this guide

This interactive learning path allows you to:

  • Navigate linearly: Work through each section in order using the sidebar navigation
  • Jump to specific topics: Click any section in the sidebar to go directly to that content
  • Expand/collapse sections: Use the buttons at the top to expand or collapse all sections at once
  • Search within the page: Use Ctrl+F (or Cmd+F on Mac) to find specific information
  • Track your progress: The progress indicator shows how many sections you've viewed

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:

  • It allows you to pre-fill information saved in the template to that order item.
  • It enables the Item details accordion for the item, allowing you to add item details at the time of adding the item to the order rather than having to save and return to the item.
  • Some vendors, e.g. EBSCO, can provide a file that includes your subscription information as barcodes, which can be used to scan in information.

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.

 Note: Branch-based acquisitions users can only manage orders for a branch where they have the appropriate permissions. See About branch-based acquisitions.

Search for order

  1. On the left navigation, click Orders > Orders.
  2. Click Search. All orders and plans appear.
    • Results are sorted alphabetically by name.
    • To change the sort order, click any column heading.
    • To customize the column headings that appear, see Show/hide columns. By default, not all column headings are visible.
  3. Click the Order Name or Order # to view or edit the order or plan. For details, see View and edit an order.

 Note: Placing orders cannot be done from a plan. Plans automatically have the status Placed.

Place order

Before placing an order: Open the order, complete any edits, and click Save Order at the top of the screen.

  1. Click Place Order.
  2. In the Place Order window, follow local practice to determine whether you check the box to notify the vendor about this order.

     Note: Reasons for notifying the vendor about an order vary. For example, if you have already placed the order on the vendor's website or the order is part of a current subscription, you don't need to notify the vendor. Otherwise, you may want to notify the vendor from WMS.

    • Yes - Place order and notify the vendor
      1. Select the checkbox.
      2. Click Continue.
      3. Go to step 3.
    • No - Place order, but do not notify the vendor
      1. Do not check the box.
      2. Click Place Order
      3. The order is placed.
  3. In the Notify Vendor about Order window, fill in the following fields:
    1. Method - The method you choose to notify the vendor of the order.
      1. E-Mail (EDIFACT): Send an EDIFACT order message via email. Before using this method, read Configure EDIFACT messages for a vendor for configuration information.
      2. E-Mail (HTML): Send your order via email.
      3. Print: Print your order to send via mail.
      4. FTP (EDIFACT): Send an EDIFACT order message via FTP. Before using this method, read Configure EDIFACT messages for a vendor for configuration information.
    2. To (E-Mail or Print) - The person or department at the vendor who will receive your notification of an order.
    3. Reply to (E-Mail (HTML) or Print) - The person at your library that the vendor can contact about your order.
      • The default is the first person listed on the Contacts page in OCLC Service Configuration (WorldCat Registry > Contacts).
      • You can set a recurring contact for when vendors reply to an order in the Institution Settings for your system. For more information, see Create a recurring reply-to contact.
      • You can set a default method and vendor contact by editing the Acquisitions Settings in the vendor record. For more information, see Acquisitions Settings.
  4. The method you choose determines the next step.
    1. Email (EDIFACT and HTML) and FTP (EDIFACT)
      1. (Optional) To preview the message, select Preview message before sending and click Continue.
      2. Click Send Order.
      3. Check the order status to confirm that the order was successful. 
        • An order status that remains set to Open indicates that there was an error and the order was not sent to the vendor.
        • An order status set to Placed indicates that the order notification was sent to the vendor. For FTP (EDIFACT) orders, this confirms that the order was successfully delivered to the target FTP server. For email (EDIFACT and HTML) orders, the system can only confirm that the notification was accepted by the outgoing SMTP server, but cannot account for other errors, e.g. an incorrect email address.
    2. Print
      1. Click Continue.
      2. From the Print Preview dialog, click Print Order.

Resend order

Before resending an order: Open the order, complete any edits, and click Save Order at the top of the screen.

  1. Click Resend Order.
  2. From the Notify Vendor about Order dialog, fill in the following fields:
    1. Method - The method you choose to notify the vendor of the order.
      1. E-Email (HTML): Send your order via email.
      2. E-Mail (EDIFACT): Send an EDIFACT order message via email. Before using this method, read Send your vendor EDIFACT order information via email for configuration information.
      3. Print: Print your order to send via mail.
      4. FTP (EDIFACT): Send an EDIFACT order message via FTP. Before using this method, read Configure EDIFACT messages for a vendor for configuration information.
    2. To - The person at the vendor who will receive your notification of an order, if you are sending by Print or E-Mail (EDIFACT or HTML).
    3. Reply to - The person at your library that the vendor can contact about your order, if you are sending by Print or E-Mail (HTML).
      • The default is the first person listed on the Contacts page in OCLC Service Configuration (WorldCat Registry > Contacts). 
      • You can set a default method and vendor contact by editing the Acquisitions Settings in the vendor record. For more information, see Acquisitions Settings.
  3. The method you choose determines the next step.
    1. Email (HTML or EDIFACT), or FTP (EDIFACT)
      1. (Optional) To preview the message, select Preview message before sending and then click Continue.
      2. From the Print Preview dialog, click Send Order.
      3. Check the order status to confirm that the order was successful. 
        1. An order status that remains set to Open indicates that there was an error and the order was not sent to the vendor.
        2. An order status set to Placed indicates that the order notification was sent to the vendor. For FTP (EDIFACT) orders, this confirms that the order was successfully delivered to the target FTP server. For email (EDIFACT and HTML) orders, the system can only confirm that the notification was accepted by the outgoing SMTP server, but cannot account for other errors, e.g. an incorrect email address.
    2. Print
      1. Click Continue.
      2. From the Print Preview dialog, click Print Order.

EDIFACT order data

If you choose to send the order by EDIFACT (E-Mail or FTP) message, the following will be included in the order data file you send to the vendor.

EDIFACT order data - Table
EDIFACT order data Segment EDIFACT element definition How WMS sets this value Example segment Example value
UNB Library Identifier UNB First of two identifiers in UNB segment. Identifies the library sending the order message. An identifier for the library sending the order message. Can be configured by the library to use the:
  • SAN: Uses qualifier 31B
  • GLN: Uses qualifier 14
  • ISIL: Uses qualifier 92
  • WorldCat Registry ID: Uses qualifier 92
  • Vendor Supplied Identifier: Uses qualifier 91
  • Library Supplied Identifier: Uses qualifier 91
 UNB+UNOC:3+{UNB Library Identifier}:{Library Qualifier}+Vendor SAN:31B+200623:0700+20200623070000' Library SAN: UNB+UNOC:3+Library SAN:31B+Vendor SAN:31B+200623:0700+{Unique Interchange ID}'

Library GLN: UNB+UNOC:3+Library GLN:14+Vendor GLN:14+200623:0700+{Unique Interchange ID}'

etc.
UNB Vendor Identifier UNB Second of two identifiers in UNB segment. Identifies the vendor recipient of the order message. An identifier for the vendor receiving the order message. Can be configured to use the:
  • SAN: Uses qualifier 31B
  • GLN: Uses qualifier 14
  • ISIL: Uses qualifier 92
  • Local vendor Number: Uses qualifier 92
  • Vendor Supplied Identifier: Uses qualifier 91
  • Library Supplied Identifier: Uses qualifier 91
 UNB+UNOC:3+LibrarySAN:31B+{UNB Vendor Identifier}:{Vendor Qualifier}+200623:0700+20200623070000'  Vendor SAN: UNB+UNOC:3+LibrarySAN:31B+Vendor SAN:31B+200623:0700+20200623070000'

Vendor GLN: UNB+UNOC:3+LibraryGLN:14+VendorGLN:14+200623:0700+20200623070000'

etc.
 
Unique Interchange ID UNB Identifier for the message itself in the UNB segment. Unique identifier assigned to each interchange by the system.

Fits pattern: yyyymmddhhmmss		 UNB+UNOC:3+LibrarySAN:31B+VendorSAN:31B+200623:0700+{Unique Interchange ID}' UNB+UNOC:3+LibrarySAN:31B+VendorSAN:31B+200623:0700+20200623070000'
Unique Message ID UNH Identifier for the message itself in the UNH segment. Unique identifier assigned to each message by the system.

Fits pattern: yyyymmddhhmmss		 UNH+{Unique Message ID}+ORDERS:D:96A:UN:EAN008' UNH+20200623070000+ORDERS:D:96A:UN:EAN008'
Type of Order BGM Identifies the type of order that is being sent, including whether the order is a
  • Rush order
  • Continuation order
 If the Shipping Type is “Express” or “Next Day”, WMS will use value 22E (Rush Order)

If all items on the order are Subscriptions, WMS will use value 224 (Continuation Order)

If both conditions above apply, WMS will use 224 (Continuation Order)		 BGM+{Type of Order}+PO-2020-1+9' Rush Order: BGM+22E+PO-2020-1+9'

Continuation Order: BGM+224+PO-2020-1+9'
Order Number BGM Identifier for the order itself in the BGM segment. Unique identifier for the order being sent by WMS. BGM+220+{WMS OrderNumber}+9'  BGM+220+PO-2020-1+9' 
Original Order or Re-transmission BGM Identifies whether order is the original order message sent or a retransmission of a previous message. If the order is the original order, WMS will use value 9.

If the order is a retransmission of a previous order, WMS will use value 7.		 BGM+220+PO-2020-1+{Resend Indicator}'  Original Order: BGM+220+PO-2020-1+9'

Re-transmission: BGM+220+PO-2020-1+7'
Date of Order DTM Identifies the date of the order. Current date the order was sent. DTM+137:{YYYYMMDD}:102' DTM+137:20200623:102'
NAD Library Identifier NAD

(Specifically NAD+BY)		 First of two NAD segment identifiers. Identifies the library sending the order message. An identifier for the library sending the order message. Can be configured by the library to use the:
  • SAN: Uses qualifier 31B
  • GLN: Uses qualifier 14
  • ISIL: Uses qualifier 92
  • WorldCat Registry ID: Uses qualifier 92
  • Vendor Supplied Identifier: Uses qualifier 91
  • Library Supplied Identifier: Uses qualifier 91
 NAD+BY+{NAD Library Identifier}::{Library Qualifier}' SAN: NAD+BY+LibrarySAN::31B'

GLN: NAD+BY+LibraryGLN::14'

etc.
NAD Vendor Identifier NAD

(Specifically NAD+SU)		 Second of two NAD segment identifiers. Identifies the vendor recipient of the order message. An identifier for the vendor receiving the order message. Can be configured to use the:
  • SAN: Uses qualifier 31B
  • GLN: Uses qualifier 14
  • ISIL: Uses qualifier 92
  • Local vendor Number: Uses qualifier 92
  • Vendor Supplied Identifier: Uses qualifier 91
  • Library Supplied Identifier: Uses qualifier 91 
 NAD+SU+{NAD Vendor Identifier}::{Vendor Qualifier}' SAN: NAD+SU+VendorSAN::31B'

GLN: NAD+SU+VendorGLN::14'

etc.
Account Number RFF

(Specifically RFF+API)		 Identifies the account number to be used for the order. Account number configured and selected by the user for the order. RFF+API:{Account Number}' RFF+API:123456-1'
Currency Code CUX Identifies the currency used on the order. The ISO code identifying the currency used on the order. CUX+2:{Currency Code}:9' CUX+2:USD:9'
Line Number LIN Identifies the individual line item on an order. Sequential number identifying the line item on the order. LIN+{Line Number}++1234567890123:EN’ LIN+1++1234567890123:EN’
Book or Serial Identifier (ISBN or ISSN) LIN

PIA		 Contains the book (ISBN) or serial (ISSN) identifier for the item being ordered. Preferred ISBN or ISSN selected by the user in WMS.
 

 Note:

  • IS is used for PIA qualifier if ISSN is used
  • If no preferred ISBN or ISSN is selected, the field is left blank
 LIN+1++{Preferred ISBN}:EN’

PIA+5+{Preferred ISBN}:IB’

Or

LIN+1++{Preferred ISSN}:EN’

PIA+5+{Preferred ISSN}:IS’		 LIN+1++1234567890123:EN’

PIA+5+1234567890123:IB’

Or

LIN+1++1234-5678:EN’

PIA+5+1234-5678:IS’
Resource Information IMD Identifies information about the resource being ordered, including:
  • Title
  • Author
  • Edition
  • Publisher
  • Date of Publication
 Resource information retrieved from WorldCat, including:
  • Title
  • Author
  • Edition
  • Publisher
  • Date of Publication
 IMD+L+010+:::{Author}'

IMD+L+050+:::{Title of Book}’

IMD+L+065+:::{Author}’

IMD+L+100+:::{Edition}’

IMD+L+120+:::{Publisher}’

IMD+L+170+:::{Date of publication}’		 IMD+L+050+:::American Indians and the market economy, 1775-1850'

IMD+L+065+:::Lance Greene'

IMD+L+120+:::Tuscaloosa ?: University of Alabama Press, ©2010.'

IMD+L+170+:::©2010'
Quantity QTY Identifies the quantity of the item being ordered.

Repeated in GIR segment below.		 Quantity as entered by the user in WMS. QTY+21:{Quantity}’ QTY+21:1’
Branch GIR Identifies the branch where the item when received will be located. Identifier from the WorldCat Registry of Branch selected as the home location of this item. GIR+L01+1:LQT+{Branch ID}:LLO+MAIN-STACKS:LSQ+BKS,100:LFN’ GIR+L01+1:LQT+12345:LLO+MAIN-STACKS:LSQ+BKS,100:LFN’
Shelving Location GIR Identifies the shelving location where the item when received will be located. Identifier configured by the library and selected on the order to indicate the specific shelving location of this item as its home branch. GIR+L01+1:LQT+12345:LLO+{Shelving Location}:LSQ+BKS,100:LFN’ GIR+L01+1:LQT+12345:LLO+MAIN-STACKS:LSQ+BKS,100:LFN’
Fund Code GIR Identifies the fund where the item will be charged in the library's budget. Code for the fund to be used when encumbering money for the item on the library's budget. GIR+L01+1:LQT+12345:LLO+MAIN-STACKS:LSQ+{Fund Code},100:LFN’ GIR+L01+1:LQT+12345:LLO+MAIN-STACKS:LSQ+BKS,100:LFN’
Note for Vendor FTX Note for the vendor processing the order. Note entered by the user and specified to be for the vendor.  Can have multiple values. FTX+LIN+++{Vendor Note 1}’
FTX+LIN+++{Vendor Note 2}’
FTX+LIN+++{Vendor Note 3}’		 FTX+LIN+++This is a note’
Pricing PRI Pricing of various types provided for the linPricing of various types provided for the line item. Price calculated in different ways based on the values entered by the user in WMS:
  • Price of type AAA: UnitPrice - Discount Amount + Service Charges + Shipping
  • Price of type AAB: Unit Price
  • Price of type AAE: UnitPrice + Tax Amount
  • Price of type AAF: UnitPrice - Discount Amount + Tax Amount + Service Charges + Shipping
 PRI+AAA:{UnitPrice - Discount Amount + Service Charges + Shipping}:CA’

PRI+AAB:{UnitPrice}:CA’

PRI+AAE:{UnitPrice + Tax Amount}:CA’

PRI+AAF:{UnitPrice - Discount Amount + Tax Amount + Service Charges + Shipping}:CA’

PRI+AAA:30.97:CA'

PRI+AAB:29.99:CA'

PRI+AAE:32.09:CA'

PRI+AAF:33.14:CA'
Line Item Identifier RFF

(Specifically RFF+LI)		 Line item identifier provided by the library management system. Unique system-generated identifier for the order item in WMS. RFF+LI:{Order Item Number}’ RFF+LI:PO-2020-1-1’
Fund Code RFF

(Specifically RFF+BFN)		 Identifies the fund where the item will be charged in the library's budget. Code for the fund to be used when encumbering money for the item on the library's budget. RFF+BFN:{Fund Code}’ RFF+BFN:BKS’
Number of line items CNT Count of the line items on the order. Count of the line items on the order. CNT+2:{Number of Line Items}’ CNT+2:5’
Number of segments UNT Number of segments in the order message. N/A UNT+{Number of Segments}+20200623070000’ UNT+23+20200623070000’
Unique Message ID UNT Repeat of unique message ID in UNH segment. Unique identifier assigned to each message by the system.

Fits pattern: yyyymmddhhmmss		 UNT+23+{Unique Message ID}’ UNT+23+20200623070000’
Number of Messages UNZ Number of messages in file. N/A UNZ+{Number of Messages}+20200623070000’ UNZ+1+20200623070000’
Unique Interchange ID UNZ Repeat of unique interchange ID in the UNB segment. Unique identifier assigned to each interchange by the system.

Fits pattern: yyyymmddhhmmss		 UNZ+1+{Unique Interchange ID}’ UNZ+1+20200623070000’

Sample message

 Note: 

  • Uses the SAN for the vendor identifiers and a library-supplied identifier for the library identifiers
  • Bolded portions are specified in the table above

UNA:+.? '
UNB+UNOC:3+1234:92+1234567:31B+200623:1546+20200623154616'
UNH+20200623154616+ORDERS:D:96A:UN:EAN008'
BGM+220+PO-2017-3478+9'
DTM+137:20200623:102'
RFF+API:03487239847'
NAD+BY+1234::92'
NAD+SU+1234567::31B'
CUX+2:USD:9'
LIN+1++9780817317140:EN'
PIA+5+9780817317140:EN'
IMD+L+050+:::American Indians and the market economy, 1775-1850'
IMD+L+065+:::Lance Greene'
IMD+L+120+:::Tuscaloosa ?: University of Alabama Press, ©2010.'
IMD+L+170+:::©2010'
QTY+21:2'
GIR+L01+2:LQT+125569:LLO+EUS (Shelving Location):LSQ+books:LFN'
FTX+LIN+++This is a note.'
PRI+AAA:5.99:CA'
PRI+AAB:0:CA'
PRI+AAE:0:CA'
PRI+AAF:6.11:CA'
RFF+LI:PO-2017-3478-1'
RFF+BFN:books'
LIN+2++9780806141756:EN'
PIA+5+9780806141756:EN'
IMD+L+050+:::After Moctezuma ?: indigenous politics and self-government in Mexico City, 1524-1730'
IMD+L+065+:::William F. Connell'
IMD+L+120+:::Norman ?: University of Oklahoma Press, ©2011.'
QTY+21:1'
GIR+L01+1:LQT+125569:LLO+EUS (Shelving Location):LSQ+books:LFN'
PRI+AAA:30.97:CA'
PRI+AAB:29.99:CA'
PRI+AAE:32.09:CA'
PRI+AAF:33.14:CA'
RFF+LI:PO-2017-3478-5'
RFF+BFN:books'
LIN+3++9780812242973:EN'
PIA+5+9780812242973:EN'
IMD+L+050+:::Civil rights advocacy on behalf of the poor'
IMD+L+065+:::Catherine M. Paden'
IMD+L+120+:::Philadelphia ?: University of Pennsylvania Press, 2011.'
IMD+L+170+:::2011'
QTY+21:5'
GIR+L01+5:LQT+125569:LLO+EUS (Shelving Location):LSQ+books:LFN'
PRI+AAA:14.78:CA'
PRI+AAB:0:CA'
PRI+AAE:0:CA'
PRI+AAF:15.52:CA'
RFF+LI:PO-2017-3478-4'
RFF+BFN:books'
LIN+4++9781438436319:EN'
PIA+5+9781438436319:EN'
IMD+L+050+:::The anarchist bastard ?: growing up Italian in America'
IMD+L+065+:::Joanna Clapps. Herman'
IMD+L+120+:::Albany ?: Excelsior Editions/State University of New York Press, ©2011.'
IMD+L+170+:::©2011'
QTY+21:3'
GIR+L01+3:LQT+125569:LLO+EUS (Shelving Location):LSQ+books:LFN'
PRI+AAA:8.94:CA'
PRI+AAB:0:CA'
PRI+AAE:0:CA'
PRI+AAF:9.21:CA'
RFF+LI:PO-2017-3478-2'
RFF+BFN:books'
LIN+5++9780826219046:EN'
PIA+5+9780826219046:EN'
IMD+L+050+:::Brothers to the Buffalo Soldiers ?: perspectives on the African American militia and volunteers, 1865-1917'
IMD+L+065+:::Bruce A. Glasrud'
IMD+L+120+:::Columbia, Missouri ?: University of Missouri Press, ©2011.'
IMD+L+170+:::©2011'
QTY+21:4'
GIR+L01+4:LQT+125569:LLO+EUS (Shelving Location):LSQ+books:LFN'
PRI+AAA:11.87:CA'
PRI+AAB:0:CA'
PRI+AAE:0:CA'
PRI+AAF:12.35:CA'
RFF+LI:PO-2017-3478-3'
RFF+BFN:books'
UNS+S'
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It is recommended to use the bulk receive option in the order item search when receiving subscriptions. 

Partially receive multiple items

Partially receiving items will indicate that you have started, but not fully received, the content for the subscription.

You can view the WorldCat bibliographic record for an order item from the following screens:

  • Order Item Details screen
  • Receive and Invoice - Monographs screen
  • Receive and Invoice  - Serials screen

This allows you to verify that the record for a received item is correct by:

  • Viewing the metadata and, if needed, editing a record before receiving (Record Manager)
  • Viewing the patron-facing record (WorldCat Discovery)

To view the WorldCat record for an order item:

  1. Hover over the information icon (Information icon) next to the order item title.
  2. The information pop-up window provides the following links:
    • View/Edit Metadata - Click to open the full MARC 21 bibliographic record in Record Manager. This link only appears if you have permission to view Metadata.
    • View in WorldCat Discovery - Click to open the bibliographic record in your WorldCat Discovery instance.

 

Receive multiple items

Receiving items will indicate that the entire subscription has been received.

  1. Search order items using the instructions under Search and filter order items.
  2. Select the checkboxes next to the items you want to update. If you want to update all items in the table, select the checkbox at the top of the table.
  3. At the top of the screen, click Receive > Receive.
  4. From the Receive dialog, click Receive.

Do not track receipt status

You can choose Do Not Track when you do not want to track the receipt status of your subscriptions. This receipt status can be inherited when renewing so that you do not need to re-set it each year.

 Note: The Do Not Track action can only be applied to items with the Processing Type of Serial or E-Product. Monographs cannot have the Receipt Status of Not Tracked.

  1. Search order items using one of the methods described on the Search and filter order items page.
  2. Select the checkboxes next to the items you want to not track. If you want to not track all items in the table, select the checkbox at the top of the table.
  3. At the top of the screen, click Receive > Do Not Track.
  4. From the Do Not Track dialog, click Do Not Track.

You can add items that you previously ordered to an invoice. This process occurs on the receive and invoice screen in Acquisitions and is different than adding items that you have not ordered to an invoice. To see how to add items directly to an invoice (without ordering first), see Add items directly to an invoice (without ordering first).

 

Find ordered items to invoice

  1. In the Receive and Invoice panel, select a processing type from the Processing Type drop-down list.
    • E-Product - All e-products
    • Local - One Time - A physical or nonphysical item that does not belong in WorldCat or the knowledge base (e.g., membership, furniture, office supplies, technology, etc.) that is received in a single transaction
    • Local - Subscription - A physical or nonphysical item that does not belong in WorldCat or the knowledge base (e.g., membership, furniture, office supplies, technology, etc.) that is received continually
    • Monograph - Monographs where only one barcode is applied
    • Serial - Print serials and multi-part monographs where multiple barcodes are applied
  2. Select Invoice from the Action drop-down list.
  3. Click View Items.
  4. Click the Search Text form field and then press <Enter>.
  5. Find the item(s) you want to invoice using one of the following methods:

    Find a specific item
    1. Select a search filter from the Search drop-down list.
    2. Enter the search criteria in the Search Text form field. Search results appear automatically when you stop typing.
    3. To return to the list of outstanding items, delete all text from the Search Text form field.

       Note: Barcode searches are possible only after importing shelf ready data. See Import invoice and shelf-ready data.

    Find all items on an order
    1. Select Order Number from the Search drop-down list.
    2. Enter the full order number (PO number), including "PO" and dashes (-), in the Search Text form field. Search results appear automatically when you stop typing.
    3. To return to the list of outstanding items, delete all text from the Search Text form field.
  6. You may also narrow your search by one of the filters below.
    Search filters - Table
    To search by Use retrieval method
    Search Select an index with which to limit your search from the list:
    • Keyword
    • Title (default)
    • Copy Number
    • Barcode
    • OCLC Number
    • Invoice Number
    • ISBN
    • ISSN
    • Order Item Number
    • Order Number
    Content Type Select the content type of the item from the list.
    • To return to the list of all items, select the blank space in the list.
    Branch Select the branch the item is to be delivered to from the list.
    • The branch is in the Location column on the order.
    • To return to the list of outstanding items, select the blank space in the list.
    Order Status (not available for editing when action is set to Receive) Select the degree to which the order has been placed:
    • Ordered
    • Cancellation requested
    • Not cancelled
    • Cancelled
    Receipt Status Select the degree to which the order has been completed. Differs by processing type.
    Purchase Status Select the degree to which invoicing has been completed:
    • Not invoiced
    • Partially invoiced
    • Invoiced
    • Partially paid
    • Paid

 

Select new or existing invoice on which to add ordered items

In order to invoice items, you must either create a new invoice, which would then be selected by default, or select an existing invoice.

Create a new invoice

  1. From the left navigation, click Receive and Invoice.
  2. From the Receive and Invoice panel, click New Invoice.
  3. Enter the Vendor, Invoice Number, and Invoice Date of the invoice.
  4. Click Save. This invoice will then be automatically selected for use.

​Select an existing invoice

  1. From the left navigation, click Receive and Invoice.
  2. Enter the vendor name into the Vendor search box in the left panel. As you type, a list will appear showing the vendors in use that match your search.
    • If a vendor does not appear, make sure the vendor is listed as In use in Vendors.
  3. Type the invoice number into the Invoice Number search box. As you type, a list will appear showing the vendors in use that match your search.

​Add a previously ordered item to invoice

You can invoice all copies of an order item or only some copies of an order item. Invoicing only some copies of an item will leave the order price of the un-invoiced copies still encumbered on the budget (as long as the order is of type Purchase Order).

There are five invoice item types:

  • Full invoice items: These cover 100% cost of the copies being invoiced. When the invoice is paid, the entire order price of the copies is dis-encumbered.
  • Partial invoice items: These cover a percentage of the copies being invoiced. When the invoice is paid, any percentage not invoiced is still encumbered for the ordered items.
  • Credit invoice items: These allow the vendor to provide a credit that you can use to purchase future items from them.
  • Refund invoice items: These are similar to credit items, but in this case, the vendor refunds the money paid to the library for use in any way they wish, not just to purchase items from them.
  • Supplemental invoice items: These cover any additional costs for an item that was already invoiced previously. You can only create a supplemental invoice item for an item whose invoice percentage is 100%.

Fully invoice items

This describes the process for invoicing an item fully (see definition of Full invoice items at top of this section). This is the typical way of invoicing an item.

  1. Select the invoice and find the ordered item(s) to invoice.
  2. In the Invoiced column, click Add to Invoice.
  3. The Add Item to Invoice dialog window opens, with the Pay Option Pay in full selected by default.
  4. Click Add in the Add Item to Invoice window. The item moves to be the new first line of the Items processed in this session. 100% appears in the invoice column.

Partially invoice items

This describes the process for invoicing an item partially (see definition of Partial invoice items at top of this section). This method of invoicing is used when you are paying for an item in installments and only want part of the order price to be disencumbered upon payment.

Partially invoice item by percentage

You can partially invoice an item based on the percentage assigned to the invoice item. The encumbrance for the copy is reduced by the percentage of the invoice item.

  1. Select the invoice and find the ordered item(s) to invoice.
  2. In the Invoiced column, click Add to Invoice.
  3. In the Add Item to Invoice dialog window, select Pay by percentage for Pay Option.
  4. Enter the % to be invoiced at this time or select using the arrow keys. You can select 0-100%.
  5. Click Add.
    • The open Item moves to Items processed in this session area at bottom of screen.
    • The Invoiced column will display the invoice item percentage you selected.

Partially invoice item by amount

You can partially invoice an item based on the amount paid for the order item. The encumbrance for the copy is reduced by the amount paid on the invoice.

This is useful when processing items that are invoiced multiple times or in multiple parts and the price of each part is uncertain.

 Note: If there are multiple funds on the order item, the encumbrance for each fund is reduced proportional to the amount or percentage allocated to that fund. For example, if you invoiced an order item with two funds with $100.00 allocated to each fund, and the invoice amount was $100.00, the remaining encumbrance for each fund would be $50.00 upon payment of the invoice.

  1. Select the invoice and find the ordered item(s) to invoice.
  2. In the Invoiced column, click Add to Invoice.
  3. In the Add Item to Invoice dialog window, select Pay by amount for Pay Option. The amount encumbered for the item is displayed as well as a Unit Price text field.
  4. Enter the Unit Price for the item being invoiced.
  5. Click Add.
    • The open Item moves to Items processed in this session area at the bottom of the screen.
    • The Invoiced column will display --- as the item is disencumbered based on the amount paid on the invoice rather than on percentage.
Invoice the same item by amount

You can invoice the same item by amount multiple times. This is useful when processing items that are invoiced multiple times or in multiple parts and the price of each part is uncertain.

  1. From the left navigation, click Receive and Invoice.
  2. Select Monograph or Serial from the Processing Type drop-down list.
  3. Select Invoice from the Action drop-down list.
  4. Click View Items.
  5. Select Partially Paid from the Purchase Status drop-down list.
  6. Locate the item you previously invoiced.
  7. Select Add Debit to Invoice from the Select Action drop-down menu.
  8. In the Add Item to Invoice dialog window, the amount still encumbered for the item is displayed as well as a Unit Price text field.
  9. Enter the Unit Price for the item being invoiced.
    Or
    If this is the final part for this item, click the Clear encumbrance and mark copies as paid checkbox. If you select this checkbox:
    • Any remaining encumbrance for the order item will be immediately cleared and set to 0.00.
    • Once all invoices are paid for the item, the resulting copies will be marked as Paid rather than Partially Paid.
  10. Click Add.

Credit items

This describes the process for creating credit invoice items (see definition of Credit invoice items at the top of this section). A credited item decreases the amount paid from the fund upon payment of invoice. You can only apply a credit to items with the Purchase Status of Paid.

  1. Select the invoice and find the ordered item(s) to invoice.
    • When searching for ordered items to credit, filter by Purchase Status of Paid.
  2. In the Invoiced column, click the Select Action drop-down list and select Add Credit to Invoice.
  3. On the Add Item to Invoice window, select the Amount to be credited: 
    1. Full price of the item per copy (default) 
    2. Enter amount
  4. Click Add.
  5. The item moves to the Item(s) processed in this session area.

Refund items

This describes the process for creating refund invoice items (see definition of Refund invoice items at the top of this section). A refunded item decreases the amount paid from fund upon payment of invoice. You can only apply a refund to items with the Purchase Status of Paid.

  1. Select the invoice and find the ordered item(s) to invoice.
    • When searching for ordered items to refund, filter by Purchase Status of Paid.
  2. In the Invoiced column, click the Select Action drop-down list and select Add Refund to Invoice.
  3. On the Add Item to Invoice window, select the Amount to be refunded:
    1. Full price of the item per copy (default) 
    2. Enter amount
  4. Click Add.
  5. The item moves to the Item(s) processed in this session area.

Supplemental items

This describes the process for creating supplemental invoice items (see definition of supplemental invoice items at the top of this section). This method of invoicing is often used when a vendor has accidentally invoiced you for less than the full price of the item. You can only use this option if the item is already 100% invoiced and has the Purchase Status of Paid.

  1. Select the invoice and find the ordered item(s) to invoice.
    • When searching for ordered items to supplement, filter by Purchase Status of Paid.
  2. In the Invoiced column, click the Select Action drop-down list and select Add Supplement to Invoice.
  3. On the Add Item to Invoice window, edit the Amount:
    1. Amount - Enter the amount from the vendor per copy.
  4. Click Add.
  5. The item moves to the Item(s) processed in this session area.

Fully invoice all copies

This describes the process for invoicing item fully. This is the typical way of invoicing an item.

  1. After finding the ordered item to invoice and selecting the invoice, you will need to add the item to the invoice.
  2. In the Invoiced column, click Add to Invoice. The Add Item to Invoice dialog window opens, with the Pay Option Pay in full selected by default.
  3. Click Add in the Add Item to Invoice window. The item moves to be the new first line of the Items processed in this session. 100% appears in the invoice column.

Partially invoice items

You can also choose to partially invoice items. This method of invoicing is used when you are paying for an item in installments and only want part of the order price to be disencumbered upon payment. For instructions on partially invoicing items, please see the following sections:

  1. On the left navigation, click Orders.
  2. Click Subscription Items.
  3. Use the search box to search for subscription items.
    1. Type the search term in the box.
    2. Click Search or press <Enter>.
  4. Apply filters to subscription items. You may want to add a budget period filter with the current budget period selected, or filter by end date to show items approaching the subscription end date.
    1. Click the filter name.
    2. Select the values you want to apply. You can select one or more. When more than one value is selected, the system searches for any of the selected values.
    3. Click Apply. Once the filter is applied, you can hover over the filter name to view the selected values.
  5. (Optional) Click Save Search.
    1. On the Save Search window, enter a name for the search.
    2. Click Save. The search name appears in the page title and displays in a search tab.
  6. To execute the saved search in the future, click Orders > Order item searches in the left navigation. Then click the name of the saved search.
Title Description
WorldShare Acquisitions Best Practices: Renewing subscriptions

This 56-minute session focuses on recommended ways to renew subscriptions.  

Requires access to the OCLC Community Center. See Sign in to the OCLC Community Center for more information.
Receive and invoice serials subscriptions This six-minute video shows how to receive and invoice serials subscriptions in WorldShare Management Services.
Serials issues management This fourteen-minute video goes through the steps for serials issues management for a new serial subscription, including selecting a bibliographic record, adding issues metadata, and more.