Overview

Introduction to the Acquisitions workflow and this guide

Expand section

This learning path will guide you through the general recommended workflow in WorldShare Acquisitions. This learning path is a good place to start if you would like an introduction and detailed overview of the Acquisitions process, whether you are considering using it for the first time, or you are a current user looking to brush up on your knowledge.

What this learning path covers

This learning path aims to:

  • Introduce you to the main features and processes of WorldShare Acquisitions
  • Familiarize you with the steps you should take before using Acquisitions for the first time
  • Outline a recommended day-to-day Acquisitions workflow
  • Familiarize you with additional resources
Note

The processes your library uses may differ from those described in this learning path. This learning path is not meant to be exhaustive or definitive on using Acquisitions. When relevant, links are included to guide you to more resources and advanced actions you can take as you continue to use Acquisitions.

How to use this learning path

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

Before you begin using WorldShare Acquisitions, several key decisions should be made about your library's workflow, staff responsibilities, and system configuration.

Set-up

Make decisions about staff responsibilities:

  • Who can assign roles in general?
  • Who can order materials?
  • Who can receive and invoice materials?
  • Do accounting guidelines require that these staff be separate?

Ordering and Receiving

Choose which type of ordering you will use:

  • EDI
  • Vendor ordering website
  • Third-party service (Amazon, thrift books, etc.)

Decide what the length of your in-process status should be for different locations:

  • Refer to Collection Type Policy
  • Consider the length of time that may be needed to process and catalog a title

Make decisions on how cataloging will be incorporated into your workflows:

  • Decide who will select the record for an order item
  • For single-part monographs, decide who will review this record and when they will review it (i.e., before receiving or after receiving)
    • Changing the record in Acquisitions will update it elsewhere as well
  • For multi-parts, decide who will create LHRs/item records and how they will be notified when to do so
  • Decide if record selection will be reviewed by cataloging, and if so, at what time (i.e., before receiving or after receiving)

Invoicing

Decide if you will mark items as ready before marking them as paid:

  • If yes, choose a reviewer on your staff who will finalize the invoice status

Decide whether you would like to export your data to import into your campus accounting system:

Tip

Document these decisions in a shared location accessible to all acquisitions staff. This will help maintain consistency in your workflow and onboard new staff members more efficiently.

Familiarize yourself with key terms used throughout WorldShare Acquisitions. Understanding this terminology will help you navigate the system and communicate effectively with colleagues.

Order types

Order Type Definition Create for Workflow Funds
Approval Plan List of items received as part of an agreement with a vendor to send items based on a profile. The library retains the right to return items not needed.

Each plan and vendor with which you have an agreement to receive items.

You can name the Approval Plan to reflect the vendor, year the plan covers, and type of material (e.g. YBP New Fiction 2015)
  1. Add items to an Approval Plan when they are received from the vendor.
  2. Receive and invoice items.
 Funds are not encumbered. You can designate a fund for these items in a budget. Funds are expended when items are invoiced and paid.
Blanket Order List of items received as part of an agreement with a vendor to send items based on a profile. Vendors do not allow the return of items.

Each plan and vendor with which you have an agreement to receive items.

You can name the Blanket Order to reflect the vendor, the year the plan covers, and the type of material (e.g. Ingram Philosophy Books 2015).
  1. Add items to a Blanket Order when they are received from the vendor.
  2. Receive and invoice items.

This workflow is the same as the workflow for Approval Plans.

 Funds are not encumbered. You can designate a fund for these items in a budget. Funds are expended when items are invoiced and paid.
DDA (Demand Driven Acquisitions) Plan List of items received as part of an agreement with a vendor to trigger purchase of online materials based on patron usage. Also known as Patron Driven Acquisitions (PDA).

Each e-book agreement you maintain.

You can name the DDA Plan to reflect the vendor, year the plan covers, and type of material (e.g. EBL Custom Collection 2015). 
  1. Add items to a DDA Plan after the purchase is triggered.
  2. Receive and invoice items.
 Funds are not encumbered. You can designate a fund for these items in a budget. Funds are expended when items are invoiced and paid.
Gift/Donation List List of items received from a specific person or organization for free or at little cost to the library. Create one list for all gifts/donations received, or create a list for each donor.
  1. Add items to a Gift/Donation List when they are received from the donor.
  2. Receive items.
 N/A
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. Titles received from federal or state agencies that distribute publications at no cost to the depository library.
  1. Add items to a Legal Deposit List when they are received. Or add items to claim through Missing order items.
  2. Receive items.
 N/A
Purchase Order List of items created by the library to be submitted to a vendor. Each group of items that you plan to order from a vendor.

Two options:

1a. Place an order with the vendor.

1b. Track the order through WorldShare Acquisitions.

 

2a. Place an order in WorldShare Acquisitions.

2b. Notify the vendor through WorldShare Acquisitions.

 Placing an order in WorldShare Acquisitions encumbers funds. Funds are expended when the invoice is paid.
Standing Order

List of items received as part of an agreement with a vendor to send items belonging to a series or specific publication.

Use standing orders only when the items in the series are cataloged separately (each having a unique bibliographic record).

If you are using a single bibliographic record for the series or publication, do not create a Standing Order. Add the item to a Purchase Order using the processing type Serial.

Each book series or publication received from a vendor as new titles or editions are published.

The Standing Order name should reflect the name of the publication or series (for example, Literary Marketplace or Methods in Enzymology).
  1. Add annual or reference publications using a record for the year or edition.
  2. Add volumes in a book series published with unique titles in addition to the series title using a record for the unique title.
  3. Receive and invoice items.
 Funds are not encumbered. You can designate a fund for these items in a budget from which funds are expended when items are invoiced and paid.

Acquisitions types

Acquisitions types Use when ordering Purchase is complete Example items
One-Time Specific titles and number of copies. In a single transaction. Books, e-books, DVDs, journal back files.
Subscription Serials or continuing online resources. After a designated period of time or number of issues. Journals, e-journals, aggregated databases.

Processing types

Processing types Use for Examples
Electronic Product All e-products.
  • E-periodicals
  • E-books
  • E-collections
Local A physical or nonphysical item that does not belong in WorldCat or the knowledge base (e.g., membership, furniture, office supplies, technology, etc.). On the receiving screen, the Local resource processing type is split into the following types based on the related Acquisitions Type:
  • Local - One Time
  • Local - Subscription
  • SMART board
  • Table and chairs
  • Professional organization membership
  • Whiteboard markers
Monographic Series Monographs released in successive volumes by a single publisher. Each volume in the series has a unique title and ISBN, but all volumes share a common series title.  
Serial Print serials and multi-part monographs where multiple barcodes are applied.
  • Reference book that is published in two volumes
  • Audio CD that consists of two discs, which each have their own barcode
Monograph Monographs where only one barcode is applied.
  • Book that is complete in a single volume
  • DVD or DVD set that is circulated as a single item
 

Before beginning with WorldShare Acquisitions, there are some important steps to take to prepare it for your library's use. These include:

  • Reviewing and modifying relevant settings
  • Setting up local data for vendors you plan to order from
  • Setting up your first budget

Review Acquisitions settings

Before using any WorldShare Acquisitions features, review the options under Settings > Administration to determine if any changes should be made. Below are some key settings that are recommended to review. To view details about all available administration settings, see Administer your institution configuration for WorldShare Acquisitions.

Budget and Pricing

  1. Click Budget and Pricing accordion to open the accordion.
  2. For Default Budget Period Duration, select the default duration for new budget periods created from the drop-down list.
    • 6 months
    • 1 year
    • 2 years

     Caution: This field is not currently working as expected. OCLC recommends not using it to set a budget period duration at this time.
  3. For Institution Currency, confirm that the selected currency in the drop-down menu is correct. If the listed currency is incorrect, contact OCLC Support in order to request a correction.
  4. For Default Tax Handling, select the default tax handling to be used on new orders and new invoices from the drop-down list.
    • Tax item cost - Tax is calculated based only on the item cost, rather than the sum of the item price with service charges and shipping.
    • Tax item, shipping, and service costs - Tax is calculated based on a percentage of the sum of the item price along with the service charges and shipping costs.  Use when service charges and shipping costs are also taxed.
    • Include taxes in costs - Tax is included in the unit price of the item itself.

     Note: The default tax handling can be overridden manually in an order or invoice.

Receiving and Local Holding Record

  1. Click Receiving and Local Holding Record to open the accordion.
  2. For Default Shelving Scheme, select the shelving scheme to use for new local holdings records created by Acquisitions during receiving from the drop-down list. Your selection also determines which call number from the bibliographic record to pull into the Receiving and Invoicing screen in Acquisitions.
    • Dewey Decimal - Also pulls in the Dewey Decimal call number from the bibliographic record into the Receive and Invoice screen.
    • Library of Congress - Also pulls in the Library of Congress call number from the bibliographic record into the Receive and Invoice screen.
    • MARC Code
    • National Library of Medicine - Also pulls in the NLM call number from the bibliographic record into the Receive and Invoice screen.
    • Other
    • Shelved Separately
    • Shelving Control Number
    • Superintendent of Documents
    • Title
    • Unknown
  3. For Local Holding Record Pricing, select how the price of any local holding records created by Acquisitions is calculated.
    • None - No price is set when creating the Local Holding Record.
    • Unit Price, plus Taxes, Shipping, and Service Charges - Sets the price of the Local Holding Record based on the total price of the order item, including unit price, taxes, shipping, and service charges. 
    • Unit Price - Sets the price of the Local Holding Record based only on the unit price of the order item.
  4. For Set Arrival Date, select the checkbox to display the dialog to set the arrival date after receiving an item.
  5. For Receiving Alerts:
    • Select the Holds checkbox to receive an alert when an item being received has a hold on it.
    • Select the Requestor checkbox to receive an alert when an item being received has a requestor.
  6. For Expected Fulfillment Period, enter the number of days after an item is ordered (for purchase order items) or added to the order (for plan orders) to set for the Expected Fulfillment Date. This can be set for:
    • One-Time Monographs
    • One-Time E-Products 

       Note: If you leave blank, the expected fulfillment date will not be set by default unless you assign an Expected Fulfillment Period for the vendor.

  7. For Use most recent call number for additional copies of order item, select the checkbox to have the call number of subsequent copies in an order pre-filled with the call number from previously received copies of the same order.

Set up order shipping and billing defaults

You can set a default shipping and billing address to be assigned to all new orders. All addresses included in the drop-down lists are populated from the WorldCat Registry information entered for the institution in OCLC Service Configuration. For more information, see Name and Location.

  1. On the left navigation, click Settings > User Preferences.
  2. From the Shipping and Billing Defaults accordion:
    1. Set a default shipping address.
      • Select a default shipping branch from the Shipping Branch drop-down list.
      • Select a default shipping address name from the Shipping Address Name drop-down list.
    2. Set a default billing address.
      • Select a default billing branch from the Billing Branch drop-down list.
      • Select a default billing address name from the Billing Address Name drop-down list.
        Or
      • Select the Same as shipping address check box to set your default shipping address as your default billing address.
  3. Click Save. The next time you create an order, the default shipping and billing address will be set based on your selections.

Manage vendors

The process of creating or enabling a vendor and editing local vendor fields is required before you can perform WMS Acquisitions transactions such as ordering and invoicing. For each vendor you plan to use you will need to enable them for use and add your library's local data. You will only need to create a new vendor if it does not already exist in the system. Before creating a new vendor, Search for the vendor to make sure the vendor does not already exist.

Watch a video

Manage vendors

Run time: 11;00

This video shows how to enable a vendor for transactions, how to edit local fields in a vendor record, and how to add a new vendor in WorldShare Acquisitions.

Watch Manage vendors

 

(Optional) Create a vendor record

 Caution: Ideally, another library has already created the vendor record you need. Before creating a vendor record, Search for a vendor to make sure the vendor does not already exist. Only create a new vendor record if the vendor does not already.

To create a new vendor:

  1. In the left navigation, click Vendors > New Vendor.
  2. Fill in the relevant fields in the sections that make up the vendor information (General, Links & Logins, Addresses, Contacts, etc.). Follow local practice. Most fields are self explanatory. See Vendor fields for more information.

     Note: The vendor will be automatically selected for use.

  3. When finished, scroll to the upper-right corner of the screen and click Save.
  4. To share the vendor record with other libraries, click Publish. See Publish a vendor.

     Note: A vendor must be saved before it can be published. Once it has been published, it cannot be unpublished.

 Note:

  • Asterisks (*) indicated required fields.
  • All vendor fields have a character limit of up to 255 characters.
  • Contacts and Acquisitions Settings are the most common settings that need to be configured.
  • Interacting with vendor records will differ for branch-based acquisitions users. See About branch-based acquisitions.
General

If you have published a vendor record (shared it with other libraries in your region), any edits to General information affect all libraries using this vendor. 

Field Description
Vendor name* The name of the vendor.
Country The country of the vendor.
Roles The role the vendor plays for libraries (e.g. publisher, retailer, etc.). Click Show Options to select a role.
Language The language used for communication with the vendor.
Relationships Use to indicate relationships between different companies, units within a company, or other corporate relationships (distributor, etc.).
Links & Logins

List URLs to vendor services/products, along with User IDs and passwords, if needed. 

Some fields need explanation:

Field Description
Active (check box) (only editable after saving)

Checked: Link is relevant to library and displays on the Active tab

Unchecked: Use to indicate the link is no longer relevant, link moves to the Inactive tab
Addresses
Some fields need explanation:
Field Description
Active (check box)

Checked: Address is current for the vendor and displays on the Active tab

Unchecked: Use to indicate address is no longer relevant, address moves to the Inactive tab
Address role Use to indicate the kind of address (e.g. billing, shipping). Click Show Options to select a role.
Default (check box) Select the check box to indicate the default address.
Contacts
Some fields need explanation:
Field Description
Active (check box)

Checked: Contact is relevant to library and displays on the Active tab

Unchecked: Use to indicate contact is no longer relevant, contact moves to the Inactive tab
Contact short name Name preferred by contact.
Language

The language used by the contact. Notifications will be sent to the contact in the selected language.

Available languages include:

  • Arabic
  • German
  • English
  • Spanish
  • French
  • Italian
  • Japanese
  • Korean
  • Dutch
  • Chinese Simplified
  • Chinese Traditional
Allocated address An address allocated to a contact.
Partner Exchange Services (upload files)

For information on uploading files, see Import.

Identifiers

These identifiers are unique to the vendor.

Identifier Description
WMS Vendor ID The identifier used in API calls by your library or by library partners. This is generated automatically, and cannot be edited. This field is included as part of the WMS Accounting System Invoice Connector .json file export.
URL The Uniform Resource Locator (URL) value(s) for the vendor.
Tax Number Tax number(s) for the vendor.
Previous Vendor Name Previous name(s) for the vendor.
Alternate Vendor Name Alternate name(s) for the vendor.
FEIN The Federal Employer Identification Number (also known as Federal Tax Identification Number) is a nine-digit number issued by the Internal Revenue Service to track a business's tax returns.
SAN The Standard Address Number (SAN) is a seven-digit numeric identifier used to identify organizations and businesses interacting with the publishing industry (including book and serial manufacturers, libraries, publishers.)
OCLC Symbol The three or five-character code assigned by OCLC to identify a member institution.
ISBN Prefix The ISBN prefix for the vendor.
Additional Identifiers Select an additional identifier from the Type drop-down list and then enter the associated value.
 
Type Description
GLN Global Location Number A number used to uniquely identify a physical, functional, or legal entity. This number is also referred to as the International Location Number (ILN).
ILN International Location Number A unique number used to identify a physical, functional, or legal entity.
ISIL International Standard Identifier for Libraries A unique identifier assigned to libraries and related organizations, such as archives and museums, by the International Standard Identifier for Libraries and Related Organizations (ISIL), ISO 15511.
MARC Marc Organisation Code A short alphabetic code used to represent names of libraries, organizations, and institutions that need to be identified in cataloging and in bibliographic control. See MARC Code List for Organizations for more information.
NCES Identifier of National Center for Education Statistics The unique identifier assigned to an LEA or school by the National Center for Education Statistics (NCES).
WorldCat knowledge base ID The collection ID assigned to a knowledge base collection.
Local identifiers

These identifiers are unique to your library.

Local Identifier Description
Vendor Number An ID number assigned by your instance of WMS, in the same way order numbers are assigned.
Match Codes

Used when a code is needed to identify (match) vendors in other systems. Using the same match code for the same vendor in both WMS and other systems facilitates sharing vendor information between systems.
Accountancy System ID Used to track the identifier used by your parent institution's financial system. OCLC recommends using this field for your enterprise resource planning (ERP) system. This field is included as part of the WMS Accounting System Invoice Connector .json file export.
ILS Supplier Number Used to track the identifier used by your previous ILS. 
GST Registration Number A unique, 15-digit identification number issued to a business registered under the Goods and Services Tax (GST) on the basis of the PAN number of the business. The last digit is a checksum number. This field is included as part of the WMS Accounting System Invoice Connector .json file export.
PST Registration Number A unique, 11-character identification number (e.g., PST-1234-5678) issued to a business registered under the Provincial Sales Tax (PST). This field is included as part of the WMS Accounting System Invoice Connector .json file export.
Bank Account Info
Some fields need explanation:
Field Description
Payment Recipient The name of the payment recipient for the vendor.
Bank Code The numeric code assigned by the central financial institution to all of its licensed member banks or financial institutions.
Account Number A unique number of several (often eight or nine) digits used to identify the account at a financial institution.
Bank Identifier Code (BIC) / SWIFT codes A unique identification code for both financial and non-financial institutions assigned by the Society for Worldwide Interbank Financial Telecommunication (SWIFT).
International Bank Account Number (IBAN) An internationally-established unique number consisting of up to 34 alphanumeric characters comprising: a country code; two check digits; and a number that includes the domestic bank account number, branch identifier, and potential routing information.
Customer/Account Numbers

Numbers used to indicate how orders are handled (monograph, serials, rush handling, children's materials, etc.)

Acquisitions Settings

Some settings need explanation:

Acquisitions Setting Description
Currency The currency the vendor uses.
Expected Fulfillment Period For Expected Fulfillment Period, enter the number of days after an item is ordered (for purchase order items) or added to the order (for plan orders) to set for the Expected Fulfillment Date. This can be set for:
  • One-Time Monographs
  • One-Time E-Products 

     Note: If you leave blank, the expected fulfillment date will not be set by default unless you assign an Expected Fulfillment Period for the vendor on the Administration page.
Default Contact The default contact at the vendor.
Default Delivery Method The default delivery method of the vendor.
Specific Notification Settings
Notification Setting Description
Action The action you want to notify the vendor about (Ordering, Cancellation, etc.).
Contact The vendor staff person who should receive the notification. 
Delivery Method The delivery method used to notify the vendor (E-Mail, Print, FTP, etc.).
FTP Profile The FTP profile associated with the notification.
Edifact Notification Settings See EDIFACT messages for vendors.
Notes

Click Add Note to enter a free text note about the vendor.

(Optional) Publish vendor

After you create a new vendor record, save the information and publish it to share with other libraries. Publishing a vendor allows other libraries to order from it without having to repeat the work you did to create it.

  1. When finished creating the vendor, click Publish in the upper-right corner of the screen.
  2. On the Publish Vendor screen, choose the vendor addresses and contacts you want to publish.

     Note: After publishing, you cannot change the vendor name or addresses and contacts you published, and you cannot unpublish the vendor.

  3. Click Publish Vendor for Use by All Libraries.
  4. On the Publish Vendor window, click Publish.

Set up a budget

Before you can start using WorldShare Acquisitions, you must set up your first budget. Even if you or someone at your institution has already set up your budget, it’s useful to understand the budget structure and fund levels before you begin ordering.

Watch a video

WorldShare Acquisitions Best Practices: Setting up a budget

 Note: You must have access to the OCLC Community Center in order to view this workshop. For more information, see Sign in to the OCLC Community Center.

Run time: 50:07

This 50-minute session focuses on planning a budget, entering it into the system, creating funds, and reviewing the budget after creation.

View a recorded session

Setting up a budget

Run time: 19:45

This video demonstrates the recommended best practices for setting up a budget in WorldShare Acquisitions.

This workflow describes the steps to take when setting up a budget for the very first time, in addition to important facts to keep in mind when creating your budget.

 Note: Branch-based acquisitions users may only create a budget for a branch they have the appropriate permissions for. See About branch-based acquisitions for more details.

Step 1: Decide when you want to start using WorldShare Acquisitions for ordering

The first thing you must do before you begin to create your budget is to decide when you want to starting using WorldShare Acquisitions for ordering. Specifically, do you want to start at the beginning of the next fiscal period, or do you want to start part of the way through the current fiscal period? There is some added complexity when starting a budget in the middle of a fiscal period (noted below), but if you choose to start at the beginning of the next fiscal period, you will likely have to duplicate your effort by receiving items previously ordered in your old acquisitions system while adding newly ordered item records in WMS.

Step 2: Create a budget

Once you have decided when to start using WorldShare Acquisitions for ordering, you can create your budget.

  1. On the left panel, click Budgets.
  2. Click New Budget.

Step 3: Enter the start and end date

On the budget you created, enter the start date and end date of the budget period. You can do this by setting the start date and selecting the appropriate time period (typically one year).

If you are creating a budget for the next fiscal period:

  1. Enter the Start Date and select the budget period (6 months, 1 year, or 2 years). The End Date for the fiscal period will then be automatically populated.

If you are creating a budget for the current fiscal period, you have two options:

  • Set the Start Date to today's date or any date on which you want to begin using Acquisitions and manually adjust the End Date to match the current fiscal period's end date after creating the budget, or
  • Set the Start Date to the date the fiscal period actually began (in the past) and set the Period to the appropriate value.

Step 4: Create funds

See Create funds.

 Note: As soon as you create the first fund, your budget will be immediately enabled for use.

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 a video

Purchase requests

Run time: 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.

 

Overview

There are several options for ordering in WorldShare Acquisitions. In general, you will follow these steps:

  1. Search for an item, collection, or subscription to order
  2. Add the item to an order or plan
  3. Place the order

For more information on purchase orders and the different types of plan orders, see Order types.

Below you will find instructions for ordering items using Discover Items and Discover Collections. For more information on ordering and order items, see Orders and order items.

Watch a video

Add item from WorldCat

Search Discover Items

Use Discover Items in the left navigation to search through WorldCat for print or other physical format monographs and serials. For more information, see Search WorldCat.

You will need to find a record in WorldCat for both ordering and adding holdings for items you have in hand, or for items that you have acquired outside of the WMS Ordering process (e.g. gifts).

  1. Choose the search Scope to limit your search. See Basic search.
  2. Select a search Index. See Basic search.
  3. Enter your search term(s) in the text box.
  4. Click Search or press <Enter>.
  5. To switch between results views, click the View Enhanced Search Results or View Condense Search Results button above the search results list.

Check your library's holdings before ordering

On the search results screen, the middle column indicates whether your library holds the item, as below.

  • Held by my library: Your library holds the item.
  • Not Held by my library: Your library does not hold the item
  • Libraries own this item: The number of libraries that own the item

See details about an item

To see detailed information about an item, click View Enhanced Search Results above the results list. Place your cursor over the information icon (Information icon) for an item in the search results. A window appears listing information, which varies, depending on the type of item:

Discover Items Discover Collections
Item:
  • Author
  • Copies ordered: Number of copies ordered, but not received
  • Copies Owned
  • Copies selected: Total number of copies in open orders
  • Current Publication Frequency (serials only)
  • Date of publication and/or sequential designation (serials only)
  • Dewey Call Number
  • Edition
  • Language of cataloging
  • Library of Congress Call Number
  • ISBN/ISSN
  • OCLC number
  • Number of holds (if applicable)
  • Physical description
  • Publisher
  • Series
  • Source of cataloging
Collection:
  • Available Titles
  • Collection ID
  • Material Type
  • Provider
  • Selected Titles
Title:
  • Collection
  • Content Availability
  • Material Type
  • Provider Name and Website

To close the window, move the cursor away from the information icon (Information icon).

Add item to a new order or plan

 Note: You cannot currently search Discover Collections for a monographic series.

  1. From the search results, find the item you want to order and click Add to > Order.

     Note: Monographs must be added to an order one at a time from the results list.

  2. On the Add Item to Order window, change the settings as needed.
    Add Item to Order fields - Table
    Setting Description

    Acquisition Type

    One-Time: A one-time order.

    Subscription: An order for an item that is published in an ongoing manner (no end date), but typically purchased by period. Usually requires renewal by the purchaser at the end of the period.
    ISBN/ISSN The ISBN/ISSN that WMS sends to the vendor.
    Processing Type

    Select a processing type:

    • Electronic Product - A nonphysical, electronic title. May be a single item or multi-part item. May be issued in parts indefinitely.
    • Monograph - Monographs where only one barcode is applied.
    • Serial - Print serials and multi-part monographs where multiple barcodes are applied.
    Period Select the length of the subscription period: 6 months, 1 year, 2 years or 3 years.

     Note: This option only displays if Acquisition Type is set to Subscription.
    Start Date

    Select the date that the subscription should begin.

     Note: This option only displays if Acquisition Type is set to Subscription.
    End Date

    Select the date that the subscription should end.

     Note: This option only displays if Acquisition Type is set to Subscription.
  3. (Optional) Apply a template (available for orders only). From the Apply Order Template list, click the template you want to apply.
  4. Click New Order.
  5. In the Add New Order dialog, complete the fields.
    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)
    Order Type Description
    Approval Plan List of items received as part of an agreement with 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 supplier to trigger 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 library to be submitted to supplier.
    Standing Order List of items received as part of an agreement with 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 other 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 volume to the newly created order.
  8. (Optional) Click the Order Name to enter details for the order item (e.g., Fund, Location, Price, etc.).
  9. Click Close.

Add item to an existing order or plan

 Note: You cannot currently search Discover Collections for a monographic series.

  1. From the search results, find the item you want to order and click Add to > Order.

     Note: Monographs must be added to an order one at a time from the results list.

  2. On the Add Item to Order window, change the settings as needed.
    Add Item to Order fields - Table
    Setting Description

    Acquisition Type

    One-Time: A one-time order.

    Subscription: An order for an item that is published in an ongoing manner (no end date), but typically purchased by period. Usually requires renewal by the purchaser at the end of the period.
    ISBN/ISSN The ISBN/ISSN that WMS sends to the vendor.
    Processing Type

    Select a processing type:

    • Electronic Product - A nonphysical, electronic title. May be a single item or multi-part item. May be issued in parts indefinitely.
    • Monograph - Monographs where only one barcode is applied.
    • Serial - Print serials and multi-part monographs where multiple barcodes are applied.
    Period Select the length of the subscription period: 6 months, 1 year, 2 years or 3 years.

     Note: This option only displays if Acquisition Type is set to Subscription.
    Start Date

    Select the date that the subscription should begin.

     Note: This option only displays if Acquisition Type is set to Subscription.
    End Date

    Select the date that the subscription should end.

     Note: This option only displays if Acquisition Type is set to Subscription.
  3. (Optional) Apply a template (available for orders only). From the Apply Order Template list, click the template you want to apply.
  4. Find the existing purchase order to which you want to add the item.
  5. In the Existing Orders table, click Add in the Action column (at right) for the order of your choice:
    • The number in the Items column increases.
    • Items added to plans can also be received immediately. A message will appear confirming that the item was added. Click Receive Item to begin the receiving process. See Receive Monographs or Receive serials and e-products for more information.
  6. Click Close.

Add item from WorldCat knowledge base

Search Discover Collections

Use Discover Collections to search for e-products in the WorldCat knowledge base. You will be searching for either collections or titles. For more information, see WorldCat knowledge base.

  1. Enter your search terms.

     Note: The My Selected Collections check box is automatically selected. If you want to search all of the WorldCat knowledge base, deselect the My Selected Collections check box.

    Use Discover Collections to search for e-products in the WorldCat knowledge base. For more information, see WorldCat knowledge base.

  2. Click Search or press <Enter>
Check your library's holdings before ordering

On the search results screen, the middle column indicates whether your library holds the item, as below.

  • Held by my library: Your library holds the item.
  • Not Held by my library: Your library does not hold the item
  • Libraries own this item: The number of libraries that own the item

Add the collection to an order

  1. In the Results list, click Add to > Order.
  2. On the Add Item to Order window, review the settings and change as needed.
    Add Item to Order fields - Table
    Setting Description

    Acquisition Type

    One-Time: A one-time order.

    Subscription: An order for an item that is published in an ongoing manner (no end date), but typically purchased by period. Usually requires renewal by the purchaser at the end of the period.
    Processing Type
    • Electronic Product - A nonphysical, electronic title. May be a single item or multi-part item. May be issued in parts indefinitely.
    Period Select the length of the subscription period: 6 months, 1 year, 2 years or 3 years.

     Note: This option only displays if Acquisition Type is set to Subscription.
    Start Date

    Select the date that the subscription should begin.

     Note: This option only displays if Acquisition Type is set to Subscription.
    End Date

    Select the date that the subscription should end.

     Note: This option only displays if Acquisition Type is set to Subscription.
  3. (Optional) Apply a template (available for orders only). From the Apply Order Template list, click the template you want to apply.
  4. To add the item to the order or plan, in the Action column (at right), click Add:
    • The number in the Items column increases.
    • Items added to plans can also be received immediately. A message will appear confirming that the item was added. Click Receive Item to begin the receiving process. See Receive Monographs or Receive serials and e-products for more information.
  5. Click Close.

Add item not in WorldCat or the WorldCat knowledge base

If you have searched WorldCat and WorldCat knowledge base, and no record matches the item you are ordering, you can use any of the following methods to handle this situation:

Default branch and shelving location of order items

The default branch and shelving location of order items is set based on material type and depending on how the order item is created. 

 Note: When importing order data, vendors can include the branch and shelving location in the 9xx data.

How item was created Processing Type = E-Product Created using Order Item Template Created using Purchase Request Default Branch Default  Shelving Location
Platform Yes or No N/A N/A Unspecified Unspecified
User Interface No No No Branch selected when logging in First shelving location for selected branch
User Interface No Yes No Branch in order item template Shelving location in order item template
User Interface No No Yes Branch from purchase request Shelving location from purchase request
User Interface Yes No No Unspecified Unspecified
Import (MARC data) No N/A N/A Branch selected when logging in First shelving location for selected branch
Import (MARC data) Yes N/A N/A Unspecified Unspecified

 

 

 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 an 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 element Segment EDIFACT element definition How WMS sets this value Example segment Example values
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'
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    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'
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    RFF+BFN:books'
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    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'
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    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'
    CNT+2:5'
    UNT+80+20200623154616'
    UNZ+1+20200623154616'

 

Overview

Claiming and canceling items is an optional step in the WorldShare Acquisitions workflow. You may need to claim items as missing if you have ordered but not received them. You may need to cancel items for a variety of reasons and can do so if they have not been received. The workflow for claiming and canceling items may differ depending on the item type (i.e. order items or subscription items). This page discusses how to claim order items and cancel one-time items. For more information on other types of claims and cancellations, see Claim and cancel.

Claim order items

To claim using saved searches, see Automate serial issues claiming.

If you have ordered an item, but have not yet received it from the vendor, you can claim the item in the system. When you claim an item in WorldShare Acquisitions, you have the option of notifying the vendor about the claim. Claiming an item increases the number of claims attached to that item and records the date last claimed, which allows you to track previously claimed items.

  1. On the left navigation, click Orders > Missing Order Items.
  2. On the Missing Order Items screen, find the items you want to claim. See Search and filter missing order items for details.
  3. Select the checkboxes next to the issues you want to claim. If you want to claim all items in the table, select the checkbox at the top of the table.
  4. At the top of the screen, click Claim.
  5. If you want to notify the vendor about the claim, go to the next step. If you do not want to notify the vendor about the claim, click Claim Items to finish the workflow.
  6. Select the Notify vendor about this claim checkbox.
  7. Click Continue.
  8. 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. FTP (EDIFACT): Send an EDIFACT order message via FTP. 
      2. E-Mail (EDIFACT): Send an EDIFACT order message via email. 
      3. E-Mail (HTML): Send your order via email.
      4. Print: Print your order to send via mail.
    2. FTP Profile - The FTP profile you'd like to use to send the message if you are sending by FTP (EDIFACT).
    3. 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)
    4. 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 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.
  9. 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 then click Continue.
      2. Click Send Order.
    2. Print
      1. Click Continue.
      2. From the Print Preview dialog, click Print Order.
  10. A confirmation message appears, and the items have been claimed in the system.

Cancel one-time items

If you have been notified by a vendor that they cannot supply you with an item that you ordered, or you have decided that you no longer want to receive an item that you ordered, you can cancel the item in the system. Canceling an item in WorldShare Acquisitions updates its Order Status to Cancelled, and the money that was encumbered for the item returns to the remaining fund balance.

When canceling an item in WorldShare Acquisitions, you also have the option to request a confirmation of the cancellation from the vendor. If confirmation is requested for an item, its Order Status updates to Cancellation Requested, and the money that was encumbered for the item stays encumbered.

 Note: Only when the item is confirmed to be canceled in the system will the money return to the remaining fund balance.

From the One-Time Items screen, you can cancel items, confirm the cancellation, or undo the cancellation. You can perform the same operations on the Missing Order Items screen.

1. Cancel items

Follow the instructions below to cancel items from the One-Time Items screen. One-Time items can also be canceled on the Missing Order Items screen.

  1. In the left navigation, click Orders > One Item Items.
  2. Use the search box and filters to search for an item.
  3. Select the checkboxes next to the items you want to cancel. If you want to cancel all items in the table, select the checkbox at the top of the table.
  4. At the top of the screen, click Cancel > Cancel Items.
  5. The Cancel Items window appears. If you are unable to cancel any copies you selected, it will be noted here.
  6. Determine whether you want to cancel All copies, Copies not received, or Copies not received and not invoiced, and skip to that section of this document.

All copies

Use this option if you want to cancel all the copies you selected. All copies include copies not received and copies not received and not invoiced.

  1. On the Cancel Items window, select All copies.
  2. If you are canceling a subscription item, select if you want to Cancel subscription at the end of the subscription period or Cancel subscriptions on [date]. If you select the latter, you must enter a date manually, or click the calendar icon to select a date.
  3. If you want to notify the vendor about the cancellation and optionally request a confirmation of the cancellation, continue to Notify vendor about the cancellation (and request confirmation).
  4. Otherwise, click Cancel Items.
  5. The copies are canceled in the system and their Order Status changes to Cancelled.

Copies not received

Use this option if you only want to cancel copies that were not received. If any of the copies you selected cannot be canceled, the Copy that Cannot be Canceled accordion will appear. Click the Copy that Cannot be Canceled accordion to view the copies that cannot be canceled and the reason(s) why.

  1. On the Cancel Items window, select Copies not received.
  2. If you are canceling a subscription item, select if you want to Cancel subscription at the end of the subscription period or Cancel subscriptions on [date]. If you select the latter, you must enter a date manually, or click the calendar icon to select a date.
  3. If you want to notify the vendor about the cancellation and optionally request a confirmation of the cancellation, continue to Notify vendor about the cancellation (and request confirmation).
  4. Otherwise, click Cancel Items.
  5. The copies are canceled in the system and their Order Status changes to Cancelled.

Copies not received and not invoiced

Use this option if you only want to cancel copies that have not been received or invoiced. If any of the copies you selected cannot be canceled, the Copy that Cannot be Canceled accordion will appear. Click the Copy that Cannot be Canceled accordion to view the copies that cannot be canceled and the reason(s) why.

  1. On the Cancel Items window, select Copies not received and not invoiced.
  2. If you are canceling a subscription item, select if you want to Cancel subscription at the end of the subscription period or Cancel subscriptions on [date]. If you select the latter, you must enter a date manually, or click the calendar icon to select a date.
  3. In the Quantity to Cancel column, indicate how many copies you want to cancel by entering a quantity, or click the up and down arrows to select a number.
  4. If you want to notify the vendor about the cancellation and optionally request a confirmation of the cancellation, go to Notify vendor about cancellation (and request confirmation).
  5. Otherwise, click Cancel Items.
  6. The copies are canceled in the system and their Order Status changes to Cancelled.

2. Confirm cancellation

Follow the instructions below to confirm the cancellation of items you requested to be canceled. You can only confirm the cancellation for copies that have the Order Status of Cancellation Requested. Once a cancellation has been confirmed, the copies' status changes to Cancelled, and the money that was encumbered for the copies returns to the remaining fund balance.

You can also confirm cancellation on the Missing Order Items screen.

Confirm cancellation using the One Time Orders screen

  1. On the left navigation, click Orders > One Time Items.
  2. Click Search to view all one time order items.
  3. Select the checkboxes next to the items you want to confirm are canceled. If you want to confirm the cancellation of all items in the table, select the checkbox at the top of the table.
  4. At the top of the screen, click Cancel > Confirm Cancellation.
  5. On the Confirm Cancellation window, click Confirm Cancellation.
  6. The copies are canceled in the system, and their Order Status changes to Cancelled.

Confirm cancellation using the Missing Order Items screen

  1. On the left navigation, click Orders > Missing Order Items.
  2. Click Search to view all missing order items.
  3. On the Missing Order Items screen, find the items you want to cancel.
     Note: You may want to filter Order Status to Cancellation Requested.
  4. Select the checkboxes next to the items you want to confirm are canceled. If you want to confirm the cancellation of all items in the table, select the checkbox at the top of the table.
  5. At the top of the screen, click Cancel > Confirm Cancellation.
  6. On the Confirm Cancellation window, click Confirm Cancellation.
  7. The copies are canceled in the system, and their Order Status changes to Cancelled.

 

Overview

The process of receiving and invoicing differs depending on the type of item. This page discusses receiving and invoicing for monographs. To learn about receiving and invoicing for other types of items, see Receive and Invoices.

Receive and invoice monographs

  1. From the left navigation, click Receive and Invoice.
  2. Select Monograph from the Processing type drop-down list.
  3. Select Receive and Invoice from the Action drop-down list.
  4. To receive and invoice items, you must select an existing invoice or create a new invoice.

    Select an existing invoice
    1. Select the vendor.
      • 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 record is listed as In use in Vendors.
    2. Select the invoice.
      • Type the invoice number into the Invoice Number search box.
    3. Continue to step 5.

    Create a new invoice
    1. From the Receive and Invoice panel, click New Invoice.
    2. Enter the Vendor, Invoice Number, and Invoice Date of the invoice.
    3. Click Save. This invoice will then be automatically selected for use and you can skip to step 7.

  5. Click View Items.
  6. Click the Search Text form field and then press <Enter>.
  7. Find the items you want to receive and invoice.

    Find a specific item
    1. Select a search filter from the Search drop-down list.
    2. Enter the barcode, ISBN, ISSN, OCLC number, or title, using the Search Text form field. Search results appear automatically when you stop typing or hit enter.

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

    3. To return to the list of outstanding items, delete all text from the Search Text form field.

    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.

  8. 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
    • 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:
    • Not received
    • Received
    • Returned
    • Withdrawn
    Purchase Status Select the degree to which invoicing has been completed:
    • Not invoiced
    • Partially invoiced
    • Invoiced
    • Partially paid
    • Paid
  9. In the Call#, Barcode column, fill in the call number fields. Follow local practice.
  10. Fill in the barcode field (use a scanner or type barcode). If you type in the barcode, press <Enter> to receive and invoice the item (the cursor must be in the barcode field when you press <Enter>):
    Result
    • The item moves to the Item(s) processed in this session area at the bottom of the screen.
    • The Invoiced column says 100%.
    • The barcode links to the item record.
    • The item is now available in WMS Circulation and WorldCat Local/Discovery.
    • If the item has a hold or a Requestor, the system automatically displays an alert at the top of the screen. Contact OCLC Support or your Implementation Manager to turn off this feature.
    To set the cost of the item

    The cost field (876 $c of the LHR) is filled in automatically with the item's price from the order. When the item is received, its cost is assigned according to either:

    • Total unit cost (including any service charges, shipping, discounts, or taxes). This is the default for all existing and new libraries.
    • Unit cost (excluding any service charges, shipping, discounts, or taxes)
    • No cost is assigned

    To change how item cost is assigned, contact OCLC Support or your Implementation Manager.

  11. Next steps:
    • Optionally you can Print labels for received items.
    • To pay the invoice, see Pay an invoice.
    • To edit the item record, click the barcode.

Watch a video

Receive and invoice monographs

Run time: 8:05

This video shows how to receive and invoice single-part and multi-part monographs in WorldShare Acquisitions.

 

Receive e-products

Update the Receipt Status of multiple e-products to 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.

Update the Receipt Status of multiple e-products to Partially 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 > Partially Receive.
  4. From the Receive dialog, click Partially Receive.

Receive a local resource

  1. On the left navigation, click Receive and Invoice.
  2. Select Local - One Time from the Processing Type drop-down list.
    Or
    Select Subscription from the Processing Type drop-down list.
  3. Select Receive from the Action drop-down list.
  4. Click View Items.
  5. Click the Search Text form field and then press <Enter>.
  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.
    Purchase Status Select the degree to which invoicing has been completed:
    • Not invoiced
    • Partially invoiced
    • Invoiced
    • Partially paid
    • Paid
  7. From the Receipt Status column, click Receive.

Receive serials and multi-parts

Update the Receipt Status of multiple serials to 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.

​ Update the Receipt Status of multiple serials to Partially 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 > Partially Receive.
  4. From the Receive dialog, click Partially Receive.

Watch a video

Receive and invoice serial subscriptions

Run time: 6:06

This video shows how to receive and invoice serials subscriptions in WorldShare Management Services.

Receive a serial issue

 

  1. Search for the serial in Discover Items in the left navigation.
  2. From the search results, click the serial's title.
  3. On the Issues screen, click the Receive Issues tab.
  4. Locate the issue you want to receive. In the issue's Action column, click Receive.
  5. The Receive Issues window appears, listing the library's shelf copies (local holdings records) for the title.
  6. On the Receive Issues window, there are two ways to receive an issue:
    1. Enter a barcode, which automatically receives the issue.
    2. Check the Received box without entering a barcode.
  7. Click Save.
    • The Copies Received column shows the copy has been received.
    • An issue is created for the copy (local holdings record), which appears on the Issues and Copies screens (under Holdings for Selected Copy).

Supplemental, credit and refund items

Some types of invoice items require additional steps:

  • 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%.

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

  1. From the left navigation, click Invoices > Invoices.
  2. Search for an open invoice. To find an invoice, see Search and filter invoices or Search and filter invoice items.
  3. From the search results, click the Invoice Number.
  4. Edit the invoice if needed. See Edit an invoice.
  5. When ready click Pay. The Pay Invoice dialog opens.
  6. From the Pay Invoice dialog:
    1. Enter the date the invoice was paid in the Date Paid field. This date does not need to be the same as the date the invoice payment status changes to Paid and allows you to indicate when payment was submitted to the vendor, rather than when the invoice was marked as paid in Acquisitions.
    2. (Optional) Enter a Payment Reference ID. A payment reference ID is a check or transaction number for the payment actually submitted for this invoice.
    3. (Optional) Enter an External Invoice ID. An external invoice ID is a unique identifier for the invoice used by an external financial system (e.g. such as the campus financial system).
  7. Click Pay.
  8. (Optional) See Unpay an invoice when making corrections after payment.

If the Total Cash Balance will be over-expended by paying the invoice, you will receive a warning message including a table that summarizes the over-expenditure and the option to continue or cancel. You can also Integrate invoice information with your financial system using platform API. 

 

Advanced tasks

The advanced tasks listed below can help supplement your knowledge and lead you to your next steps, allowing you to get the most out of your WMS subscription.

Task Documentation Training Details
Renew your subscription items

 

 Discover the workflows for renewing subscriptions using a renewal list or a bulk renewal method by vendor in WorldShare Acquisitions. Renewing subscriptions is a process commonly done yearly.
Roll-over your budget Before closing your budget, you must set up and configure your budget for the next fiscal period.
EDIFACT messages  
Automated jobs    
Exchange rates    
Custom fields