Claim serial issues

Claim serial issues

If you have ordered a serial issue, but have not yet received it from the vendor, you can claim the serial issue in the system. When you claim a serial issue in WorldShare Acquisitions, you have the option of notifying a vendor about the claim via email, a printed claim, or an EDIFACT message via email or FTP. You can also notify multiple vendors of serial issue claims via email. If you need to claim a one-time item, you must claim it on the Missing Order Items screen. See Claim order items for more information.

1. On the left navigation, click Serial Issues > Missing Issues.
2. Click Search to view all missing serial issues.
3. From the list of results, find the items you want to claim. See Search and filter missing serial issues for details.
4. Select the checkboxes next to the issues you want to claim. If you want to claim all issues in the table, select the checkbox at the top of the table.
5. At the top of the screen, click Claim.
6. If you want to notify the vendor about the claim, go to the next step. If you do not want to notify the vendor about the claim, click Claim Items and go to step 11.
7. Select the Notify vendor about this claim check box.
8. Click Continue.
   • If a single vendor is related to the selected issues, the vendor will be pre-filled for you automatically based on the most recent subscription order item in Acquisitions. Email or printed claims can be used to notify a single vendor.

      Note: If either of the below is missing, you will receive an error message.

     • There must be a valid email address for the vendor if sending by print or email.
     • If any of the issues do not have a vendor, you will not be able to submit the claim message to the vendor. 
   • If multiple vendors are related to the selected issues, this will be indicated in the dialog. Email is the required method for notifying multiple vendors.

      Note: If either of the below is missing, you will receive an error message.

     • There must be a valid email address for every vendor.
     • If any of the issues do not have a vendor, you will not be able to submit the claim message to the vendors.
   • To claim serial issues via an FTP or email EDIFACT message, you must first configure your vendor so that they are set up to receive EDIFACT messages. For more information, see Configure EDIFACT messages for a vendor.

      Note: If your vendor is not configured to receive EDIFACT messages, you will receive an error message.

9. In the Notify Vendor about Order window, fill in the following fields:
   1. Method - The method you choose to notify the vendor of the order.
      1. FTP (EDIFACT): Send an EDIFACT order message via FTP. 
      2. E-Mail (EDIFACT): Send an EDIFACT order message via email. 
      3. E-Mail (HTML): Send your order via email.
      4. Print: Print your order to send via mail.
   2. FTP Profile - The FTP profile you'd like to use to send the message if you are sending by FTP (EDIFACT).
   3. To - The person at the vendor who will receive your notification of an order, if you are sending by Print or E-Mail (EDIFACT or HTML)
   4. Reply to - The person at your library that the vendor can contact about your order if you send by Print or E-Mail (HTML).
      • The default is the first person listed on the Contacts page in OCLC Service Configuration (WorldCat Registry > Contacts).
      • You can set a recurring contact for when vendors reply to an order in the Institution Settings for your system. For more information, see Create a recurring reply-to contact.
      • You can set a default method and vendor contact by editing the Acquisitions Settings in the vendor record. For more information, see Acquisitions Settings.
10. The method you choose determines the next step.
    1. Email (EDIFACT and HTML) and FTP (EDIFACT)
       1. (Optional) To preview the message, select Preview message before sending and click Continue.
       2. Click Send Order.
    2. Print
       1. Click Continue.
       2. From the Print Preview dialog, click Print Order.
11. A confirmation message appears and the items have been claimed in the system.

Stop and restart claiming

Stop claiming: Follow local practice to determine how to handle a vendor not supplying claimed issues.

Restart claiming: Only available if an issue is archived for claiming (when you stop claiming an issue, it is archived for claiming).

1. On the left navigation, click Serial Issues > Missing Issues.
2. On the Missing Issues screen, search for the titles you want to stop or restart claiming. See Search and filter missing serial issues for details.
3. Select the checkboxes next to the titles you want to claim. If you want to claim all titles in the tables, select the checkbox at the top of the table.
4. At the top of the screen, click Stop Claiming or Restart Claiming.
5. The screen refreshes and the title's Claiming Status is updated. If you stopped claiming a title, it will be archived for claiming.