WorldShare Acquisitions Release Notes, April 2021

Add items to a single order

When renewing a renewal list, you can now add all new items to a single order you created, rather than having the system create orders automatically based on the orders used by the order items being renewed.  This provides more flexibility when renewing items and allows you to duplicate the workflow that is used as part of the old renewal functionality.  Previously, when renewing a renewal list, you could only create orders based on the orders used for the order items being renewed.  Now, you can choose instead to select a single order on which to place renewed items. 

To add items to a single order upon renewal:

1. Open the renewal list in question (Orders > Renewal Lists)
2. In the Renewal List Setting accordion, select "Add all items to one order" under Order Creation.

   

3. The Select Order button will appear.
4. Click Select Order. 

   

5. A dialog will appear with a list of orders.
6. Search for and select the order you want to use using the radio button or click New Order at the top of the dialog. 

   

7. If you click New Order, you will need to enter the details of the New Order in the resulting dialog.

   

8. Click Select if selecting an existing order. Click Save if creating a new order.
9. The order will be saved and appear below the Order Creation drop-down menu as a link. 

   

10. Save the renewal list by clicking on the Save button at the top of the page.
11. When you renew the renewal list, it will place all new order items on this order.

     Note: Please be careful when using this option, especially if items on the renewal list are from multiple vendors.  All new items will be placed on a single order for a single vendor.  

Add items to one order per vendor

 Note: The following feature had to be postponed due to a last-minute problem.  This feature will appear in the next release.

When renewing a renewal list, you can now add all new items to a single order per vendor.  This enables you to group items by another method besides grouping them all in one order (see above) or using the same order structure as the order items being renewed.  With this option, the system creates one order per vendor during renewal, naming each order Subscription order - [Vendor Name] - [Date].  Previously, you could add items from the renewal list to orders that mirrored the orders being renewed, but you could not add them to one order per vendor.  Now, you can.

To add items to one order per vendor during renewal:

1. Open the renewal list in question (Orders > Renewal Lists)
2. In the Renewal List Setting accordion, select "One order per vendor" under Order Creation.

   

3. Save the renewal list by clicking on the Save button at the top of the page.
4. When you renew the renewal list, it will place all new order items in one new order per vendor.

Set receipt status of new order items

You can now set the receipt status of new order items when renewing items.  This allows you to save time setting the receipt status of items after renewal.  You can set the receipt status of the items to any valid status, or you can have the system set the status based on the receipt status of the order items being renewed.  Previously, you could renew items, but you had to set the receipt status of the items afterward as a separate step.  Now, you can set the receipt status of the items during the renewal process.

To set the receipt status of the new order items during renewal:

1. Open the renewal list in question (Orders > Renewal Lists)
2. In the Renewal List Setting accordion, select the Order Placement option to "Place orders upon renewal."  (The receipt status option only applies if the system is automatically placing the orders upon renewal.)

   

3. Then, set the receipt status you want the new items to inherit under the Receipt Status option.  The available options are:
   • Inherit from Previous Item - This sets the receipt status of the item to the same status as the item being renewed.  
   • Not Received
   • Not Tracked 
   • Partially Received
   • Received 

     

4. Save the renewal list by clicking on the Save button at the top of the page.
5. When you renew the renewal list, it will set the receipt status of the items created to the receipt status selected above.

View confirmation summary screen when renewal is completed

You can now view a summary confirmation panel when the renewal of a renewal list is completed.  This allows you to view a summary of the renewal job, including the number of items renewed as well as the number of items that could not be renewed and the reasons.  Previously, you had to review the Order Items Being Renewed table to see how many items were renewed, how many items were renewed with problems, and how many items were not renewed.  Now, you can review a summary of this information at the top of the renewal list page.

To view the confirmation summary screen when it is renewed, simply renew the renewal list.  The screen will appear when the renewal process is completed.  It will display:

• The date and time the renewal was completed.
• The total number of renewal orders used.
• The total number of order items processed.
• The number of order items renewed.
• The number of order items renewed with problems along with the reason.
• The number of order items not renewed along with the reason.

Search order items being renewed by title, status reason, and vendor

You can now search for order items being renewed by title, status reason, and vendor.  This will allow you to review your order items being renewed more easily, especially being able to check on items with specific status reasons more easily.  Previously, you could search order items being renewed by their Processing Status but no other fields.  Now, you can search by all four of these fields.

To search order items being renewed by title, status reason, and vendor:

1. Open a renewal list containing items (Orders > Renewal Lists)
2. Open the Order Items Being Renewed accordion.
3. In the table below, search or filter using one of the fields below:
   1. Title - Type words from the title in the search box
   2. Vendor - Select a vendor by typing the first few letters or words of the vendor's name.
   3. Status Reason - Select from the dropdown the status reason(s) you want to search by.

      

   4. Results will be filtered by the criteria chosen and shown to the user.

Show number of items to remove

When removing order items from a renewal list, you can now see how many items you are about to remove.  This is helpful in ensuring that you are removing the right number of items.  Previously, when removing items from a renewal list, the number of items you were removing did not display.  Now, it displays within the remove button. 

To see the number of items that you are removing from a renewal list:

1. Open a renewal list (Orders > Renewal Lists)
2. Open the Order Items Being Renewed accordion.
3. Select the items you want to remove using the checkbox(es) to the left of the order items.
4. The Remove button at the top of the page will display the number of item(s) selected.

   

5. Click Remove to remove the items.