Release Date: April 28, 2022
This release of WorldShare Acquisitions provides new features and enhancements in addition to numerous bug fixes. These features will help you manage more complex workflows, including:
Many of these enhancements are the direct result of your feedback.
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.
These items require immediate action or decisions.
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None at this time. |
In an effort to keep your staff informed of new features and changes, you may also want to consider these items.
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Investigate whether you want to use accrual mode for some of your subscriptions that span multiple budget periods. |
You can now enable accrual mode for subscriptions. This will automatically split the cost of the item over multiple budget periods based on the number of days that the subscription falls within that budget period. For example, if you have a subscription that costs 1,000.00 USD and runs from January 1- December 31, 2022, and you have a budget period that runs from July 1 - June 30, 2022, the subscription will encumber or expend 49.58% or $495.80 in the current budget period (181 days out of 365 = .4958). The remaining encumbrance or expenditure will be applied to the next budget period once the current budget period is closed. The portion of the subscription that falls within the current budget period will be expended in the current budget period, and the portion that falls within the next budget period will be expended in the next budget period. Previously, to split the cost of a subscription between budget periods, you needed to calculate the percentage yourself and assign the correct percentage to the different budget periods. Additionally, you needed to have both budget periods enabled for use. Now, you can have the system automatically calculate the correct percentage to encumber or expend in the budget period, and you do not have to have both budget periods enabled to split it in this way.
To use accrual mode for an order item and invoice item:
Note: The total amount of Future Encumbrance or Pre-Paid Expenses for all funds on the budget are listed here, but they are not included in the pie chart on this page.
Note: There is currently a bug where the Future Encumbrance is sometimes not calculated correctly. Please see the Known Issues below
Note: These columns do not add or subtract from the Remaining Balance of the fund. They are for informational purposes only. The Future Encumbrance, if not paid before closing the budget, will become an Encumbrance in the next budget period(s). The Pre-Paid Expenses will become expenditures in future budget period(s) upon closing of the budget period.
You can now configure the system to display a warning when placing an order for a subscription item that is above a user-specified price threshold and that is not using accrual mode. Some libraries are required to use accrual mode for all subscription items above a certain price. For these libraries, they want to be warned when they are placing orders for subscription items above this threshold that are not using accrual mode. Now, they can set a threshold and be warned when placing an order that one of their items is a subscription, is above the threshold, and is not using accrual mode.
To view this warning:
When receiving multiple monograph copies for the same order item, the user can choose to have the call number of subsequent copies pre-filled with the call number from previous received copies of the same order item. This saves time in entering the same chosen call number for multiple copies of the same order item and allows you to make sure all the copies have the same call number. Previously, the call number was pre-filled only with the call number from the bibliographic record in WorldCat. This was useful for the first copy (and still works this way for initial copies), but not as useful for subsequent copies of the same order item.
To pre-fill call numbers based on previous copies of the order item received:
When receiving an issue in serials management that also exists on an older merged OCLC Number, the issue on the old OCLC Number will also be marked as received. This way, it no longer continues to show up on the Missing Issues list to be claimed. Previously, when you received an issue that also existed on an older version of the WorldCat record that was merged into the current record, only the issue on the current OCLC Number was received. The issue on the previous OCLC number was left forever unreceived. If this issue showed up on the Missing Issues page, users had to remember to "Stop Claiming" this issue. Now, if you receive an issue with the identical enumeration and chronology as a historical issue (that is an issue on an older version of the same WorldCat record), the older issue will be received as well, automatically removing it from the Missing Issues list.
To use this functionality, simply receive issues as normal. If an issue exists under the Historical Issues tab with the matching enumeration and chronology, it will be marked as received by the system, although no holding will be created on the Local Holding Record. If the issue is on the Missing Issues list, it will be removed when all expected issues are received.
On the invoice page, you can now view the "To Be Expended" amount and "To Be Pre-Paid" amount for each invoice item. To do this, simply use the gear icon above the invoice item table to enable these two new columns. They will display the current amounts that will be either expended or pre-paid on the selected budget period. Previously, this information was not available except on the budget page itself. You can view this information on the invoice for all invoice items too.
Serial issue automated claiming jobs are now working. Previously, a user could only manually run a serial issue claiming automated job. The jobs would not run automatically on a schedule. Now, the jobs will run as scheduled. If you have not previously manually run the job, it will run after the release and all pending serial issues will be claimed at that time.
After updating multiple items on an invoice, the page will refresh and show all invoice items for that page. Previously, after updating multiple items on an invoice, only five items would display on the page, and the user had to refresh the page to show all the items that should have been appearing. This problem has been fixed and the appropriate number of items displays on the page after updating.
All prices in the EDIFACT order message sent to vendors now include a value. Previously, only the price of type AAF was provided. The other 3 price types were sent with an empty value, causing problems with vendor processing of the order. Now, all prices are sent in the EDIFACT order message.
The Custom Fields for an item now display when adding an item to an order. Previously, when adding an item to an order using an order item template, the Custom Fields tab would not display in the Item Details accordion. Any custom fields from the template would still be applied to the new order item, but the user could not edit these custom fields before adding the item.
The Future Encumbrance in the Budget Summary section of the budget (top of page next to pie chart) does not display the correct amount if there are child funds with future encumbrances. We will fix this bug with the next release.
If you import an invoice into WMS, the resulting invoice will not have the Pay or Mark as Ready buttons on it. You have to make a change to the invoice and save it, and the buttons will appear. We will fix this in an upcoming release.
Sorting invoice items by budget/fund on the invoice page does not work temporarily. This was causing bad data to display on this page and had to be disabled while a fix could be created. We are evaluating options now for fixing this problem.
Support information for this product and related products can be found at: