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Search and filter order items

Discover how to search for and filter order items, one-time order items, and subscription items in WorldShare Acquisitions.

 

Order items

View all order items

  1. On the left navigation, click Orders > Order Items.
  2. Click Search. All order items appear.
    • Results are sorted alphabetically by title.
    • 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 Title to view or edit the order item.

View the WorldCat record for an order item

You can view the WorldCat bibliographic record for an order item in WorldShare Record Manager or your WorldCat Discovery instance. 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)

 Note: This functionality does not apply to items with either of the following processing types

  • Electronic Product
  • Local
  1. Click the Title of an order item to open the Order Item Details screen.
  2. From the Order Item Details screen, hover over the information icon (Information icon) next to the order item title.
  3. 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.

Locate and view a specific volume in a monographic series

  1. From the Order Items results list, click the Title/Name to view the Order Item Details screen. The Order Item Details screen provides the following tabs:
    • General (default)
    • Order - Shows the Order Item Number and Series Title for the volume.
    • Location - You can change the location from the default location of the monographic series as long as the volume has not been received.
    • Invoice - Shows the invoice items related to the series volume.
    • Custom Fields

View the full payment amount for a monographic series

  1. From the Order Items results list, click Processing Type > Monographic Series > Apply. All monographic series appear.
  2. (Optional) From the drop-down list, select an index to search and type the search term in the box, and then click Search or press <Enter> to search for a specific monographic series.
  3. Click the gray gear button (Gray gear button) above the right-most column.
  4. Select Payment Amount in the Show Columns window and then click anywhere outside of the window to close it. The Payment Amount displays for all monographic series on the screen.

Or

  1. From the Order Items results list, click Processing Type > Monographic Series > Apply. All monographic series appear.
  2. (Optional) From the drop-down list, select an index to search and type the search term in the box, and then click Search or press <Enter> to search for a specific monographic series.
  3. Click the Title/Name to view the monographic series.
  4. From the Order Item Details screen, click the Pricing tab. The Payment Amount can be found near the bottom of the page.
     Note: The Payment Amount will include the total amount paid for all volumes of the monographic series.

View series volumes for a specific monographic series

  1. From the Order Items results list, click Processing Type > Monographic Series > Apply. All monographic series appear.
  2. (Optional) From the drop-down list, select an index to search and type the search term in the box, and then click Search or press <Enter> to search for a specific monographic series.
  3. Click the Title/Name to view the monographic series.
  4. From the Order Item Details screen, click the Series Info tab. The Series Info tab displays the series volumes in a table. By default, only series volumes for the current subscription period are displayed.
    • Click a Title/Name in the table to view details about a series volume.
    • Select the Show items for all related subscription periods checkbox to view series volumes for all subscription periods.

Search order items

Use the search box to search order items.

  1. From the drop-down list, select an index to search and type the search term in the box.
  2. Click Search or press <Enter>.

Show/hide columns

You can choose the columns that appear.

  1. Click the gray gear button (Gray gear button) above the right-most column.
  2. In the Show Columns window, select or deselect the columns you want to show or hide.
  3. Close the Show Columns window by clicking anywhere outside it.

Available order item columns

Order item columns - Table
Column Description
Budget Period The budget period of the fund assigned to the item. All budget periods (past, present, and future) are options.
Claims Number of times the item has been claimed.
Copies Not Received Number of copies not received.
Copies Ordered Number of copies ordered.
Copies Received Number of copies received.
Create Date Date the item was added to the order.
Currency The currency used by the vendor.
End Date The date the subscription ends.
Last Claimed Date Date the item was last claimed.
Notes

Any notes about the order item.

  • Click the Add Note button (Add Note button) to add a new note.
  • Click the Add/Edit Note button (Add/Edit Note button) to add or edit notes.
Order Name Click Order Name to view or edit the order.
Order Number Number assigned by the system when the order was created. Click the order number to edit the order. For details, see View and edit an order.
Order Status
Status Description
Cancelled Copies have been canceled
Cancelled Request Copies have been requested to be canceled
Open Order not placed
Ordered Order placed
Payment Amount Unit price. The amount is displayed in your institution's currency.
Place Date Date the order item was placed.
Purchase Status
Status Description
Invoiced Item is invoiced
Not Invoiced Item is not invoiced
Paid Item is paid
Partially Invoiced Item is partially invoiced
Partially Paid Item is partially paid
Receipt Status
Status Description
Not Received Copies have not been received
Not Tracked

Copies are not being tracked

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

Partially Received Copies have been partially received
Received Copies have been received
Returned Copies have been returned
Renewal Setting
Setting Description
Renew Subscription has been renewed
Do Not Renew (Canceled) Subscription has been canceled
Do Not Renew (Waiting For Review) Subscription must be reviewed before being renewed
Renewal Status Whether the subscription item has been renewed or not.
Renewals Number of times the item has been renewed. Click the number in the column to view renewal history.
Start Date The date the subscription starts.
Title Click the item's title to view or edit the order item details.
Type The material type of the item represented by an icon. Place the cursor over the icon to see the text definition of the material type.
Unit Price The price of the item.
Vendor To search for a vendor, enter the vendor name into the search box.

One-Time order items

Use the One Time Items screen to search through all order items with an Acquisitions Type of One-Time.

View all one-time order items

  1. On the left navigation, click Orders > One Time Items.
  2. Click Search. All one-time order items appear.
    • Results are sorted alphabetically by title.
    • 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 Title to view or edit the one-time order item.

Search one-time order items

Use the search box to search one-time order items.

  1. From the list, select an index to search and type the search term in the box.
  2. Click Search or press <Enter>.

Show/hide columns

You can choose the columns that appear.

  1. Click the gray gear button (Gray gear button) above the right-most column.
  2. In the Show Columns window, select or deselect the columns you want to show or hide.
  3. Close the Show Columns window by clicking anywhere outside it.

Available one-time order item columns

One-time order item columns - Table
Column Description
Budget Period The budget period of the fund assigned to the item. All budget periods (past, present, and future) are options.
Claims Number of times the item has been claimed.
Copies Not Received Number of copies not received.
Copies Ordered Number of copies ordered.
Copies Received Number of copies received.
Create Date Date the item was added to the order.
Currency The currency used by the vendor.
End Date The date the subscription ends.
Last Claimed Date Date the item was last claimed.
Notes

Any notes about the order item.

  • Click the Add Note button (Add Note button) to add a new note.
  • Click the Add/Edit Note button (Add/Edit Note button) to add or edit notes.
Order Name Click Order Name to view or edit the order.
Order Number Number assigned by the system when the order was created. Click the order number to edit the order. For details, see View and edit an order.
Order Status
Status Description
Cancelled Copies have been canceled
Cancelled Request Copies have been requested to be canceled
Open Order not placed
Ordered Order placed
Payment Amount Unit price. The amount is displayed in your institution's currency.
Place Date Date the order item was placed.
Purchase Status
Status Description
Invoiced Item is invoiced
Not Invoiced Item is not invoiced
Paid Item is paid
Partially Invoiced Item is partially invoiced
Partially Paid Item is partially paid
Receipt Status
Status Description
Not Received Copies have not been received
Not Tracked

Copies are not being tracked

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

Partially Received Copies have been partially received
Received Copies have been received
Returned Copies have been returned
Renewal Setting
Setting Description
Renew Subscription has been renewed
Do Not Renew (Canceled) Subscription has been canceled
Do Not Renew (Waiting For Review) Subscription must be reviewed before being renewed
Renewal Status Whether the subscription item has been renewed or not.
Renewals Number of times the item has been renewed. Click the number in the column to view renewal history.
Start Date The date the subscription starts.
Title Click the item's title to view or edit the order item details.
Type The material type of the item represented by an icon. Place the cursor over the icon to see the text definition of the material type.
Unit Price The price of the item.
Vendor To search for a vendor, enter the vendor name into the search box.

Subscription items

View all subscription items

  1. On the left navigation, click Orders > Subscription Items.
  2. Click Search. All subscription items appear.
    • Results are sorted alphabetically by title.
    • 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 Title to view or edit the subscription item.

Search subscription items

Use the search box to search subscription items.

  1. From the list, select an index to search and type the search term in the box.
  2. Click Search or press <Enter>.

Show/hide columns

You can choose the columns that appear.

  1. Click the gray gear button (Gray gear button) above the right-most column.
  2. In the Show Columns window, select or deselect the columns you want to show or hide.
  3. Close the Show Columns window by clicking anywhere outside it.

Available subscription item columns

Subscription item columns - Table
Column Description
Budget Period The budget period of the fund assigned to the item. All budget periods (past, present, and future) are options.
Claims Number of times the item has been claimed.
Copies Not Received Number of copies not received.
Copies Ordered Number of copies ordered.
Copies Received Number of copies received.
Create Date Date the item was added to the order.
Currency The currency used by the vendor.
End Date The date the subscription ends.
Last Claimed Date Date the item was last claimed.
Notes

Any notes about the order item.

  • Click the Add Note button (Add Note button) to add a new note.
  • Click the Add/Edit Note button (Add/Edit Note button) to add or edit notes.
Order Name Click Order Name to view or edit the order.
Order Number Number assigned by the system when the order was created. Click the order number to edit the order. For details, see View and edit an order.
Order Status
Status Description
Cancelled Copies have been canceled
Cancelled Request Copies have been requested to be canceled
Open Order not placed
Ordered Order placed
Payment Amount Unit price. The amount is displayed in your institution's currency.
Place Date Date the order item was placed.
Purchase Status
Status Description
Invoiced Item is invoiced
Not Invoiced Item is not invoiced
Paid Item is paid
Partially Invoiced Item is partially invoiced
Partially Paid Item is partially paid
Receipt Status
Status Description
Not Received Copies have not been received
Not Tracked

Copies are not being tracked

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

Partially Received Copies have been partially received
Received Copies have been received
Returned Copies have been returned
Renewal Setting
Setting Description
Renew Subscription has been renewed
Do Not Renew (Canceled) Subscription has been canceled
Do Not Renew (Waiting For Review) Subscription must be reviewed before being renewed
Renewal Status Whether the subscription item has been renewed or not.
Renewals Number of times the item has been renewed. Click the number in the column to view renewal history.
Start Date The date the subscription starts.
Title Click the item's title to view or edit the order item details.
Type The material type of the item represented by an icon. Place the cursor over the icon to see the text definition of the material type.
Unit Price The price of the item.
Vendor To search for a vendor, enter the vendor name into the search box.

Filter order items searches

Order items, one-time order items, and subscription items can be filtered using the filters at the top of the page.

  1. Click one of the filter names below.
  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.
  4. (Optional) To remove the filter, click Reset.

Show/hide filters

You can choose the filters that appear. Only some filters appear by default. Selected filters have a check mark next to their name.

  1. Click Filters (at the top right of the screen).
  2. To select or deselect a filter, click on the filter name.
  3. (Optional) You can search through the list of filters by entering a keyword in the search box.

Available order items filters

Available order items filters - Table
Filter Description
Academic Department The academic department assigned to the item.
Acquisition Type
Type Description
One-Time A one-time order.
Subscription An order for an item that is published in an ongoing manner (no end date) but is typically purchased by period. Usually requires renewal by the purchaser at the end of the period.
Budget Period The budget period of the fund assigned to the item. All budget periods (past, present, and future) are options.
Claims Number of times the item has been claimed.
Copies Not Received Number of copies not received.
Currency The currency used by the vendor. Enter the currency name or currency abbreviation by which you want to filter the search results. You can select multiple currencies from the list.
Date Created Date the item was added to the order.
Date Needed Date by which the item is needed.
  1. Select one of the following options:
    • More than ___ days ago - Enter a number in the text field.
    • Within the next ___ days - Enter a number in the text field.
    • Custom date range - Enter a number range in the From and To fields or use the calendar button (Calendar button).
  2. Click Apply.
Date Requested Date the item was requested.
  1. Select one of the following options:
    • More than ___ days ago - Enter a number in the text field.
    • Custom date range - Enter a number range in the From and To fields or use the calendar button (Calendar button).
  2. Click Apply.
Date Returned Date the item was returned.
  1. Select one of the following options:
    • More than ___ days ago - Enter a number in the text field.
    • Within the next ___ days - Enter a number in the text field.
    • Custom date range - Enter a number range in the From and To fields or use the calendar button (Calendar button).
  2. Click Apply.
Disencumbrance Method
Type Description
By Amount Item was invoiced partially and disencumbered items are based on the amount paid for the order item.
By Percentage Item was invoiced partially and disencumbered items are based on the percentage assigned to the invoice item.
Display for Discovery
0ption Description
Display On-Order Items When the order is placed, all order items will appear in Discovery with a status of On Order.
Do Not Display On-Order Items When the order is placed, no order items will appear in Discovery.
Encumbrance The encumbrance amount for the item.
  1. Select one of the following options:
    • More than ___ - Enter a dollar amount in the text field.
    • Custom amount range - Enter a price range in the From and To fields.
  2. Click Apply.
End Date The date the subscription ends.
Invoice Status
Status Description
Open Invoice not paid
Paid Invoice paid
Ready for Payment Invoice ready for payment
Last Claimed Date the item was last claimed.
Material Type The item's material type, as determined in the WorldCat record. You can search for material types by entering a keyword into the search box.
Order Status
Status Description
Cancelled Copies have been canceled
Cancelled Request Copies have been requested to be canceled
Open Order not placed
Ordered Order placed
Order Type
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 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.
Place Date Date the order was placed.
Place Patron Hold Whether the item has a patron hold placed or not.

For the Place Patron Hold feature to function properly, a Location Policy for all holding locations is required. Please see Location Policy, Place Patron Hold for more information.
Processing Type
Type Description
Electronic Product A nonphysical, electronic title. May be a single item or a 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.
Purchase Status
Status Description
Invoiced Item is invoiced
Not Invoiced Item is not invoiced
Paid Item is paid
Partially Invoiced Item is partially invoiced
Partially Paid Item is partially paid
Receipt Sent Whether a receipt for the item has been sent or not.
Receipt Status
Status Description
Not Received Copies have not been received
Not Tracked

Copies are not being tracked

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

Partially Received Copies have been partially received
Received Copies have been received
Returned Copies have been returned
Renewal Setting
Setting Description
Renew Subscription has been renewed
Do Not Renew (Canceled) Subscription has been canceled
Do Not Renew (Waiting For Review) Subscription must be reviewed before being renewed
Renewal Status Whether the subscription item has been renewed or not.
Request Source The source of the purchase request (e.g., Staff).
Request Status Whether the item has been requested or not.
Requestor The person who requested the item.
Resource Type WorldCat resource, Knowledge base collection, Knowledge base title
Return Reason The reason the item was returned.
Review Status
Status Description
Approved Purchase request has been approved.
Pending Purchase request is being reviewed.
Rejected Purchase request has been rejected.
Reviewer The person assigned to review the item.
Sent to Renewal List Whether the item was sent to the renewal list or not.
Shipping Type Standard, Express, Next Day, Other
Start Date The date the subscription starts.
Unit Price The price of the item.
Vendor To search for a vendor, enter the vendor name into the search box.
Volume Whether the item is a part of a series or not.

 

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