WorldShare Acquisitions release notes, April 2020

Configure invoice export job

 Note: There is a minimal one-time implementation fee to turn on this service. Please contact OCLC Support or use the online form to purchase this service for your institution.

In order to enable export of invoice data to your OCLC file exchange account, you must first configure an invoice export automated job in Acquisitions. To do this:

1. Go to Automated Jobs > Jobs in the left-hand menu.

   

2. Click on New Job at the top of the Jobs page.

   

3. In the new job dialog, enter a name for the job and select Invoice Export as the Type. 

   

4. Click save.
5. Configure the Invoice Status setting from the Job Detail page. 

   

   There are two options for this setting:

   1. Awaiting Payment: This will set any "Ready for Payment" invoice(s) to the new status "Awaiting Payment" upon export. This will ensure that invoices are not exported twice, while also indicating to the user that invoices   Using this method, invoices will not be marked as paid until you upload a subsequent payment import file. This will then trigger the marking of invoices as paid. This allows you to only mark invoices as paid either once they have been transferred to the financial system or even when payment has been transmitted by the financial system.
   2. Paid: This setting immediately marks the invoices as Paid upon export. This is for use by those institutions that do not want to import a file of paid invoices back to WMS. This method assumes that all invoices exported will be transferred to the accounting system, and that any problems with this process will be handled manually by staff unpaying the invoice and then mark them as "Ready for Payment" again in order for them to be re-exported.
6. Configure the schedule under which you want to export invoice data. 

   

   Options include:

   • Inactive: Job is not currently in use and will not be run until activated.
   • Daily: You can specify the job to run daily at a specific time.
   • Weekly: You can specify a time and day of the week for the job to run.
   • Monthly: You can specify a time and day of the month for the job to run.
   • Manual only: You can run this job manually at times you choose by clicking on the Run button at the top of the screen.

Mark invoices that you want to export as ready for payment

Once you have configured the invoice export job, all invoices that are marked as ready for payment will be exported on your pre-defined schedule to your OCLC file exchange account. To make sure invoices are exported, you need to first mark them as ready for payment. To do this:

1. Open an invoice.
2. Click Mark as Ready at the top of the invoice page. 

   

3. This will mark the invoice as ready for payment. When the invoice export jobs runs, it will pick up all these invoices and export a file of this invoice data to your OCLC file exchange account, simultaneously marking the invoices as Awaiting Payment or Paid based on your Invoice Status setting for the job.
4. If you want to view when an invoice was exported by the system, return to the Invoices search (Invoices > Invoices) and select Date Exported from the gear icon in the top-right of the table.

   

5. You can also search invoices by the Date Exported.  To do this, simply click on the Filters link in the top-right of the table and select the Date Exported filter.

   

   

6.  

Note: If you want to 

Retrieve exported file from your OCLC file exchange account 

Now that all ready invoices are exported to your OCLC file exchange account, you will need to retrieve these files.  To do this:

1. Sign into your OCLC file exchange account using an SFTP client or Linux command line. (This can be a manual process or you can program software to retrieve these files on a pre-defined schedule.) See File exchange account credentials for information about OCLC file exchange URLs and login information.
2. Navigate to the root directory of the server.

   

3. Navigate to the following folder xfer > wms > out > acq > invoices.

   

4. A list of all files exported to that folder in the last 90 days will display.  File names are structured as follows: wms.[oclc symbol].out-acq-invoices.D[Date].T[Time].  Retrieve the file with the date and time of the export. 

   

5. Once you have retrieved the file, you can transform the file to the required data format and import into your financial system.  The file contains data from:
   • Invoices
   • Invoice items
   • Orders
   • Order items
   • Resource (e.g. WorldCat record)
   • Vendor

   This is all packaged into a single file for ease of processing. For detailed specifications on the fields supported and the associated JSON schema, please consult the OCLC Developer Network.

(Optional) Upload payment import file to your OCLC file exchange account

If you selected the Invoice Status setting of Awaiting Payment for your invoice export job, then the invoices will then be marked as Awaiting Payment upon export. This means you will need to somehow mark these invoices as paid. Normally, this would be done by uploading a payment import file to your OCLC file exchange account. This file communicates the specific invoices that need to be marked as paid.  In this file, you can also provided updated values for the following fields:

• Date Paid: This field is now editable and can be different from the date on which the system changed the status to paid. See Setting a date paid manually below.
• Payment Reference ID: This is a new field and represents the check or payment transaction number used for the actual payment transmitted to the vendor.
• External Invoice ID: This is a new field and contains a unique invoice ID used by a system external to WMS (e.g. the financial system), if different from the invoice ID used by WMS.
• Invoice Item Total: This allows you to over-write the total of the invoice item to the exact total used in the financial system for the item. This will override the calculated total used in the system for the item.

Details about the schema for the payment import file and the supported fields can be found on the OCLC Developer Network. (The schema for the payment import file and the invoice export file are largely the same, so one strategy for creating a payment import file is just to modify the invoice export file and upload it.)

To upload the payment import file:

1. Sign into your OCLC file exchange account using an SFTP client or Linux command line. (This can be a manual process or you can program software to retrieve these files on a pre-defined schedule.) See File exchange account credentials for information about OCLC file exchange URLs and login information.
2. Navigate to the root directory of the server.

   

3. Navigate to the following folder xfer > wms > in > acq > payments.

   

4. Upload your payment import file to this folder.  (As noted above, this is normally done after you have imported the exported invoice data into your financial system.  Sometimes, you may even wait until the financial system has submitted payment for these invoices before uploading the payment import file for these invoices.)

5. The OCLC file exchange system will then pick up this file and pass it on to Acquisitions for processing. When this happens (which should be almost immediately), the file will disappear from the payments folder upon refresh.

(Optional) View activity logs for export and import processes

If you want to view the status of either an invoice export activity or a payment import activity, you can use the Activity Logs on the Jobs page. To do this:

1. Search for the invoice export job from the jobs search page (Automated Jobs > Jobs).
2. Open the job.
3. Open the Activity Log.

   

4. Click on View Details to view more details about the process. Example of an invoice export process below:

   

 Note: In a subsequent release, we will also have the ability to receive an e-mail notification of the invoice export and payment import processes. This will augment the logs and allow you to quickly see what the status of a particular invoice export or payment import activity is.

Return specific copies of an order item

Now, you can select specific copies of an order item to return, rather than returning all copies of an order item. To do this:

1. Go to the Copies tab of an order item. (See instructions above.)
2. Select one or more copies using the checkbox to the left of each copy.

   

3. Click the Return button at the top of the page. 

   

4. This will open the dialog for returning a copy.  

   

5. (Optional) Select a reason and whether you want to notify vendor about this return. (Instructions on these actions are below.)
6. Click Return.
7. The copy(s) will be marked as returned on the Copies tab.  

   

Select a reason when returning copies

You can also select a reason when returning a copy.  You can do this when returning individual copies of an order item or when returning all copies of an order item.

To return all copies of an order item, follow the existing process for returning items by searching for the order item in the order item search (Orders > Order Items), selecting the item, and clicking Receive > Return at the top of the screen.

To return individual copies of an order item, follow the instructions documented above in the section "Return specific copies of an order item."

Both of these processes will bring you to return dialog. From here, you need to:

1. Open the Reason dropdown menu.  (Nothing is selected by default.)

   

2. Select the appropriate reason from the dropdown. 

   

   The default reasons include:

   • Damaged item
   • Delivered too many copies
   • Item already owned by library
   • Item not accepted (ordered on approval)
   • Item ordered by mistake
   • Wrong edition
   • Wrong item
3. Click Return. For instructions on notifying the vendor when returning a copy, see instructions below.

 Note: In addition to being stored in Acquisitions for future reference, the return reason will be communicated to the vendor in the language of the vendor, if the notify vendor option is chosen.  

Notify the vendor of the return

You can also now notify the vendor of the return by e-mailing them or printing a return slip. To do this:

1. Follow the instructions above for returning copies. (Like with selecting a return reason, you can return items by selecting them from the order item search or by selecting individual copies from the copies tab of the order item.)
2. After selecting a reason, if desired, select "Notify vendor about this return."  (This be selected by default if you have selected a delivery method of E-mail (HTML) or Print in the notification settings for that vendor. Instructions for this below.) 

   

3. Select Continue.
4. Within the subsequent dialog, select the appropriate options and click Send Return. 

   

   Options for notifying the vendor include:

   • Method: E-mail (HTML) and Print are supported.
   • To: Vendor contact to which to send the return notification.
   • Reply-to: Library contact to use as the reply-to on the return notification.
   • Custom return text: Custom return text to use at the top of the vendor notification, if configured.
   • Additional Comment: Additional user comment that you want to add to the return message.

Configure custom reasons for your library

You can also configure custom reasons to use for your library. These will display to staff on the Copies tab as well as be displayed to vendors if the notify vendor option is used for the return. 

To configure custom reasons for returns:

1. Click on Settings > Institution Settings. 

   

2. Click on the Return Reasons section of the page. 

   

3. A list of both default and custom reasons will display below. Default reasons are shown just for reference. They cannot be edited or deleted.
4. To create a new custom reason, click on Create Reason.

   

5. This will open the Create Reason dialog.  Enter a reason.  

   

6. You can also enter translations for this return reason by selecting a language and entering the translations. To add new translations, click on the green plus icon. To delete a translation, click on the red minus icon. 

   

7. Click Create to create the reason.
8. You can also edit previously created custom reasons by returning to the Return Reasons screen and clicking on the link of the reason and making your edits in the subsequent dialog. If you do this, however, it will update all copies using this reason with the new reason.  
9. You can delete previously created reasons as long as they are not in use. To do this, go back to the Return Reasons screen and click the delete icon to the right of the reason.