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OCLC Support

WorldShare Acquisitions Release Notes, September 2020

 

Release Date: September 24, 2020

Introduction

This release of WorldShare Acquisitions provides 8 new features and enhancements in addition to numerous bug fixes. These features will help you manage more complex workflows, including:

  • Importing of EDIFACT shelf-ready data
  • Viewing of Total Remaining Balance for a fund
  • Receiving of shelf-ready items using Circulation's SIP2 service
  • Defaulting the number of items displayed on order or invoice
  • Importing of vendor notes via MARC records
  • Importing of MARC invoice and shelf-ready data using the WMS order item number
  • Transmitting External Order ID in order message to vendor
  • Searching for multiple OCLC Numbers in Discover Items

Many of these enhancements are the direct result of your feedback.

Recommended actions

For this release, we recommend that you review the following checklists and complete the relevant tasks so that you can adjust your policies and workflows and train your staff. These checklists identify updates that we have determined as significant for most institutions. We encourage you to review all of the items in the release notes to determine whether there are other items that might require additional action or follow up by your institution.

Administrative actions

These items require immediate action or decisions.

Action

None at this time.

Follow-up actions

In an effort to keep your staff informed of new features and changes, you may also want to consider these items.

Action

Enable the Total Remaining Balance column on the budget page.

Coordinate with your shelf-ready vendor to supply shelf-ready data via EDIFACT order response message.

New features and enhancements

Import of EDIFACT shelf-ready data

You can now import shelf-ready data using the EDIFACT order response message.   This enables you to import shelf-ready data from vendors who only support this standard.  Previously, you could import shelf-ready data using MARC records, but not all vendors support this format.  Now, you can import shelf-ready data in either MARC or EDIFACT format.  

Some important points to note:

  • The import of shelf-ready data via EDIFACT will use the EDIFACT order response message with the BGM value of 23C.  If the order response message does not have a BGM value of 23C, it will not be accepted. 
  • Shelf-ready data is transmitted within the GIR segment of a line item.  Each copy within a GIR segment must be identified with either a single 3 digit number (e.g. 001, 002, etc.) or by the letter C and a number (e.g. C01, C02, etc.)  Examples below use the letter C and a number.
  • Each item must be identified using either a WMS order item number in the RFF+LI segment or the vendor order item number in the RFF+SLI segment.  These values are used to match the shelf-ready data to the appropriate order item in WMS.
  • You cannot import a shelf-ready item that has more copies (unique GIR segments) than you have copies in WMS that are available for receiving.  Available to receive copies are copies that have the Order Status of Ordered (rather than Cancelled) and the Receipt Status of Not Received or Returned.  
  • If you import the same file twice, it will erase the existing shelf-ready data and import the shelf-ready data from the file.  On the other hand, if you import two different files both containing the same item, the system will attempt to import the shelf-ready data for both items, appending the data of the second item to any un-received copies in the system.
  • The barcode will be transmitted in the LAC field of the GIR segment, e.g. GIR+C04+0:LCO+BAR20200824abc_504:LAC.  You cannot import a barcode that duplicates an existing copy in the system.
  • The classification number will be transmitted in the LCL field of the GIR segment, e.g.   GIR+C04+0:LCO+BAR20200824abc_504:LAC+ClassNumber:LCL+München:LSM+35.99:LCV'
  • The suffix will be transmitted in the LFS field of the GIR segment, e.g. GIR+C04+GARTHDEE.UNASSIGNED:LLO+GEN-RES-BOOKS:LFN+Reh:LFS+Uhu:LSQ'
  • The prefix will be transmitted in either the LSQ or LSZ field of the GIR segment.  The user must choose whether they want to use one of these options or not import a prefix field at all before they upload the file.  Further instructions are below.
  • If no classification number is provided in the LCL, but a value is transmitted in the LSM field of the GIR segment, this value will be placed in the classification number field in WMS and all other parts of the call numbers (suffix and prefix) will be ignored.  This is because the LSM field is used to transmit the entire call number, including suffix and prefix.
  • It is highly recommended to instruct your vendor to provide any prefix values in the LSQ or LSZ fields.  This is because if they provide these prefix values in the LCL field instead, then the prefix value will go into the classification number field in WMS.  This will result in WorldShare reports that group by classification number grouping items by their prefix rather than their classification number.  

To import EDIFACT shelf-ready data:

  1. Coordinate with your vendor for them to provide shelf-ready data in the EDIFACT order response message in the appropriate GIR fields.
  2. Once you obtain a shelf-ready data file, go to the vendor page for that vendor. (Vendors > Vendor Name)
  3. Open the Partner Exchange Services accordion and click Upload File.  

    upload-file.png

  4. Select Import Shelf-ready Data (EDIFACT) from the Type dropdown. 

    import-shelf-ready-data.png

  5. Select how you want to import prefix data.  Options include:
    • Do not import a call number prefix - If this option is selected, it is assumed that you are either not importing a call number prefix or that it is being included in the classification field using either the LCL or LSM field.

       Note: If possible with your vendor, it is not recommended to use the LCL or LSM field for importing the prefix, as this will place the Prefix in the Classification field in WMS.  This may disturb reports that depend on a proper classification number for sorting items by subject.

    • Use LSZ segment for the call number prefix - This option will look for the call number prefix in the LSZ segment.  
    • Use LSQ segment for the call number prefix - This option will look for the call number prefix in the LSQ segment.

      prefix-option.png

  6. Click choose file to attach the file and click Upload.  
  7. View logs below or look for an e-mail notification with the status of the import.
  8. In the logs, you will additionally see links to Receive specific order items that have been imported.  If you click on these Receive links, you will be taken to the Receive and Invoice screen with these copies selected and ready to receive.  

    receive-links.png

In addition to importing a file manually, you can also set up an automated job to import EDIFACT shelf-ready data files.  To use this functionality:

  1. Go to Automated Jobs > Jobs.
  2. Click on New Job.  Enter a Job Name and select Job Type Shelf-ready Import (EDIFACT).

    job.png

  3. Click Save. 
  4. On the subsequent job configuration screen, first configure the FTP details for the vendor.

     Note: Vendor FTP link must be secure FTP (either FTPS or SFTP) to configure the job.  

    vendor-ftp-details.png

  5. Configure the prefix options just as you did above when uploading a file manually.

    prefix-options-for-jobs.png

  6. Schedule the job or alternatively run it manually using the Run button at the top of the screen.

 

Viewing the Total Remaining Balance for a fund

On the budget page, there is a new column for Total Remaining Balance that you can enable.  This column shows you the sum of the remaining balance for that fund and all its child funds.  This can enable you to place the budgeted amount with the parent fund while assigning the child funds to the order item or invoice item.  For example, you could have a parent fund for Department of Philosophy with 3 child funds: Serials, Books, and E-Products.  You could then assign the entire Budgeted Amount to the parent fund of Department of Philosophy with 0.00 assigned to the child funds.  However, when assigning the fund to an order or invoice item, you could assign one of the child funds.  This will over-encumber or over-expend the child fund, since its budgeted amount is 0.00.  But when you view the Total Remaining Balance of the parent fund, it will reflect the total amount remaining from the parent fund.  Previously, you would have to calculate the Total Remaining Balance of a parent fund by hand.  Now, you can view the Total Remaining Balance of a parent fund right within the application.

To view the Total Remaining Balance of a fund:

  1. Go to the Budget page for the budget you want to view.
  2. Click on the gear icon in the top-right of the fund table and select the Total Remaining Balance checkbox.

    total-remaining-balanace.png

  3. This will enable the Total Remaining Balance column, which will appear between the Budgeted and Remaining Balance columns. 

    new-column.png

Receiving of shelf-ready items using SIP2

In addition to a new way to import shelf-ready data, Circulation will also be releasing with their September 26, 2020 release the ability to receive shelf-ready items using the SIP2 service.   This enhancement provides a way to simplify and speed up the receiving process for libraries who have invested in shelf-ready services and automated materials handling (AMH).  

To view more details about this enhancement, see the Circulation release notes for September 2020

Defaulting the number of items displayed on the order or invoice

You can now automatically default the number of items displayed on the order or invoice based on the previous selection from your computer and browser.  This saves you time and effort having to change the number of rows displayed on the order or invoice page each time you view an order or invoice.  Previously, when you visited the order or invoice page and you wanted to see more than 5 items on the page, you had to set your number of rows to the appropriate amount (up to 50).  However, now the system will save whatever your previous setting for this field is in your browser and display that number of items on the order or invoice.  This way, you can set the number of items you want to view on the order or invoice just once, and it will keep for future sessions.

To default the number of items displayed on the order or invoice:

  1. Open the order or invoice.
  2. To the top-right of the items table, use the number of rows dropdown to set the number of rows you wish to display on the order or invoice.

    number-of-rows.png

  3. This will automatically default the order or invoice to that number of rows.
  4. Repeat the same process for both the order and invoice to have it default on both pages.  (Defaults can be different between order and invoice.)

 Note: If you have two orders or invoices open with a different number of rows selected, the last one you have open will be used as the default for future orders and invoices.

Import of vendor notes via MARC order records

You can now import notes for your vendor using MARC order data.  This functionality is used with the workflow whereby the library imports order data from their vendor and then re-transmits that data to the vendor using an EDIFACT order message.  Sometimes with this workflow, the vendor will provide important notes with the item that need to be re-transmitted to the vendor upon ordering of the item.  For example, they may place special information regarding licensing and platform options for ebooks in the notes field.  This information must be sent back in the EDIFACT order message for the vendor to properly process the item.  Previously, you could import notes for library staff into the order item using the MARC order import, but not notes for the vendor.  Now, you can import both.

To import notes for vendors using the MARC record import:

  1. Work with your vendor to have them provide these notes in the 981 $v field of the MARC order records.
  2. Once a file is obtained, upload it using either the manual Upload File option under Partner Exchange Services for that vendor or using an Order Import Automated Job.  
  3. After importing, the note will appear for the order item with Type Vendor. 

    note-for-vendor.png

Import of MARC invoice and shelf-ready data using the WMS order item number

You can now import invoice and shelf-ready data using the MARC format with the WMS order item number as your match point.   This allows libraries who order using EDIFACT to import invoice and shelf-ready data using the MARC format.  This is because many times the WMS order item number is the only identifier the vendor can provide in this case.  Previously, you could only utilize the vendor order item number as the match point when importing MARC invoice and shelf-ready data.  Now, you can use either the vendor order item number or the WMS order item number to match to the correct order item when importing this data.

To import MARC invoice and shelf-ready data using the WMS order item number:

  1. Work with your vendor to have them provide the WMS order item number in the 981 $y field of the invoice and shelf-ready data MARC records.
  2. Once a file is obtained, upload it using either the manual Upload File option under Partner Exchange Services for that vendor or using an Invoice and Shelf-ready Import (MARC) Automated Job.
  3. The system will match items imported to a WMS order item using the WMS order item number.  If both the vendor order item number (981 $z) and WMS order item number (981 $y) are provided, then the WMS order item number will be used for mapping.

Transmission of External Order ID in order message to vendor

You can now send the External Order ID in the order message to the vendor.  This allows you to send your External Order ID to the vendor without having to use other fields not designed for this use like the Vendor Order Number field.  Previously, the External Order ID field was available on the order, but it was not transmitted to the vendor in the order message.  Now, it is.

 Note: As also mentioned in the Known Issues below, this feature is not working for non-English languages currently.  The External Order ID will display on the order message for non-English languages, but it will appear in English.   We are currently investigating this issue and will attempt to remedy as soon as possible.

To transmit the External Order ID in the order message to the vendor:

  1. Open an order and enter an External Order ID in the External Order ID field on the order page.

    external-order-id.png

  2. Place the order, making sure to select Notify the Vendor.

    notify-vendor.png

  3. Select Method "E-mail (HTML)" or "Print" and, if desired, preview the e-mail before sending it.

    notify-vendor-2.png

  4. The External Order ID will display in the order message. 

    external-order-id-on-notify-page.png

Searching for multiple OCLC Numbers in Discover Items

You can now search for multiple OCLC Numbers using the Discover Items search in Acquisitions.  This enables you to locate multiple WorldCat records by entering their OCLC Numbers separated by spaces. Previously, the functionality was only available in Record Manager, but now, is also available in Discover Items for Acquisitions as well.

To search for multiple OCLC Numbers in Discover Items:

  1. Go to Discover Items in the left menu of Acquisitions.
  2. Select OCLC Number from the search index dropdown.
  3. Enter multiple OCLC Numbers in the search box separated by spaces.  

    multiple-ocns.png

  4. Click Search. 
  5. The results will show any WorldCat records associated with those OCLC Numbers.  

    ocns-displayed.png

 

Bug fixes

Can export more than 50 invoices at a time

You can now export more than 50 invoices at a time using the new invoice export feature under Automated Jobs.  Previously, the system would only import the first 50 ready invoices when the invoice export job ran. Now, it will export all invoices marked as ready when the invoice export job runs.  

No more error message from Platform API when paying an already paid invoice

You can now pay an already paid invoice using the Platform API and have it not return an error message.  Previously, when attempting to pay an already paid invoice using the Platform, the system would respond with an error message stating that the invoice was already paid.  This was making it hard for libraries to distinguish between this error message (which had no negative consequences) and more serious error messages.  For this reason, we removed this error message from the system.  Now, if you attempt to pay an already paid invoice, the system will:

  1. Give a success message, if no date paid is provided.
  2. If a date paid is provided that is after the invoice date, it will give a success message and update the date paid if needed.
  3. If a date paid is provided that is before the invoice date, it will give a 400 error message stating that the invoice date cannot be after the date paid.

Receive item button working for DDA and Approval Plan Items from Collection Manager

You can now click on the Receive button when adding a Collection Manager item to a DDA Plan or Approval Plan and be successfully taken to the Receive and Invoice screen with that item selected.  This receive button was not taking you to the Receive and Invoice screen previously.  This was happening only for collection manager items being added to Plan orders, however.  Now, when adding any type of item to a Plan order, you can use the Receive button to navigate to the Receive and Invoice screen.

Can read vendors using Platform API with Chinese language selected

You can now read vendor information using the Platform API for vendors with Chinese language selected. Previously, if you attempted to read these vendors' data, it would not be readable via the Platform.  Now it is, but Platform users will need to regenerate their Platform client using the new schema.

Known Issue(s)

External Order ID not display on order message in non-English languages

Unfortunately, the External Order ID does not appear in its translated form on order messages in non-English languages.  If sending orders to vendors in non-English languages,  the External Order ID will still appear on the message in English.  This obviously limits the usefulness of this new field on the order, and we will be investigating this issue to fix it with the next release.

Important links

Support website(s)

Support information for this product and related products can be found at: