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(Optional) Claim and cancel

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Discover how to claim and cancel order items in WorldShare Acquisitions.

Overview

Claiming and canceling items is an optional step in the WorldShare Acquisitions workflow. You may need to claim items as missing if you have ordered but not received them. You may need to cancel items for a variety of reasons and can do so if they have not been received. The workflow for claiming and canceling items may differ depending on the item type (i.e. order items or subscription items). This page discusses how to claim order items and cancel one-time items. For more information on other types of claims and cancellations, see Claim and cancel.

Claim order items

To claim using saved searches, see Automate serial issues claiming.

If you have ordered an item, but have not yet received it from the vendor, you can claim the item in the system. When you claim an item in WorldShare Acquisitions, you have the option of notifying the vendor about the claim. Claiming an item increases the number of claims attached to that item and records the date last claimed, which allows you to track previously claimed items.

  1. On the left navigation, click Orders > Missing Order Items.
  2. On the Missing Order Items screen, find the items you want to claim. See Search and filter missing order items for details.
  3. Select the checkboxes next to the issues you want to claim. If you want to claim all items in the table, select the checkbox at the top of the table.
  4. At the top of the screen, click Claim.
  5. 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 to finish the workflow.
  6. Select the Notify vendor about this claim checkbox.
  7. Click Continue.
  8. 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 are sending 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.
  9. 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 then click Continue.
      2. Click Send Order.
    2. Print
      1. Click Continue.
      2. From the Print Preview dialog, click Print Order.
  10. A confirmation message appears, and the items have been claimed in the system.

Cancel one-time items

If you have been notified by a vendor that they cannot supply you with an item that you ordered, or you have decided that you no longer want to receive an item that you ordered, you can cancel the item in the system. Canceling an item in WorldShare Acquisitions updates its Order Status to Cancelled, and the money that was encumbered for the item returns to the remaining fund balance.

When canceling an item in WorldShare Acquisitions, you also have the option to request a confirmation of the cancellation from the vendor. If confirmation is requested for an item, its Order Status updates to Cancellation Requested, and the money that was encumbered for the item stays encumbered.

 Note: Only when the item is confirmed to be canceled in the system will the money return to the remaining fund balance.

From the One-Time Items screen, you can cancel items, confirm the cancellation, or undo the cancellation. You can perform the same operations on the Missing Order Items screen.

1. Cancel items

Follow the instructions below to cancel items from the One-Time Items screen. One-Time items can also be canceled on the Missing Order Items screen.

  1. In the left navigation, click Orders > One Item Items.
  2. Use the search box and filters to search for an item.
  3. Select the checkboxes next to the items you want to cancel. If you want to cancel all items in the table, select the checkbox at the top of the table.
  4. At the top of the screen, click Cancel > Cancel Items.
  5. The Cancel Items window appears. If you are unable to cancel any copies you selected, it will be noted here.
  6. Determine whether you want to cancel All copies, Copies not received, or Copies not received and not invoiced, and skip to that section of this document.

All copies

Use this option if you want to cancel all the copies you selected. All copies include copies not received and copies not received and not invoiced.

  1. On the Cancel Items window, select All copies.
  2. If you are canceling a subscription item, select if you want to Cancel subscription at the end of the subscription period or Cancel subscriptions on [date]. If you select the latter, you must enter a date manually, or click the calendar icon to select a date.
  3. If you want to notify the vendor about the cancellation and optionally request a confirmation of the cancellation, continue to Notify vendor about the cancellation (and request confirmation).
  4. Otherwise, click Cancel Items.
  5. The copies are canceled in the system and their Order Status changes to Cancelled.

Copies not received

Use this option if you only want to cancel copies that were not received. If any of the copies you selected cannot be canceled, the Copy that Cannot be Canceled accordion will appear. Click the Copy that Cannot be Canceled accordion to view the copies that cannot be canceled and the reason(s) why.

  1. On the Cancel Items window, select Copies not received.
  2. If you are canceling a subscription item, select if you want to Cancel subscription at the end of the subscription period or Cancel subscriptions on [date]. If you select the latter, you must enter a date manually, or click the calendar icon to select a date.
  3. If you want to notify the vendor about the cancellation and optionally request a confirmation of the cancellation, continue to Notify vendor about the cancellation (and request confirmation).
  4. Otherwise, click Cancel Items.
  5. The copies are canceled in the system and their Order Status changes to Cancelled.

Copies not received and not invoiced

Use this option if you only want to cancel copies that have not been received or invoiced. If any of the copies you selected cannot be canceled, the Copy that Cannot be Canceled accordion will appear. Click the Copy that Cannot be Canceled accordion to view the copies that cannot be canceled and the reason(s) why.

  1. On the Cancel Items window, select Copies not received and not invoiced.
  2. If you are canceling a subscription item, select if you want to Cancel subscription at the end of the subscription period or Cancel subscriptions on [date]. If you select the latter, you must enter a date manually, or click the calendar icon to select a date.
  3. In the Quantity to Cancel column, indicate how many copies you want to cancel by entering a quantity, or click the up and down arrows to select a number.
  4. If you want to notify the vendor about the cancellation and optionally request a confirmation of the cancellation, go to Notify vendor about cancellation (and request confirmation).
  5. Otherwise, click Cancel Items.
  6. The copies are canceled in the system and their Order Status changes to Cancelled.

2. Confirm cancellation

Follow the instructions below to confirm the cancellation of items you requested to be canceled. You can only confirm the cancellation for copies that have the Order Status of Cancellation Requested. Once a cancellation has been confirmed, the copies' status changes to Cancelled, and the money that was encumbered for the copies returns to the remaining fund balance.

You can also confirm cancellation on the Missing Order Items screen.

Confirm cancellation using the One Time Orders screen

  1. On the left navigation, click Orders > One Time Items.
  2. Click Search to view all one time order items.
  3. Select the checkboxes next to the items you want to confirm are canceled. If you want to confirm the cancellation of all items in the table, select the checkbox at the top of the table.
  4. At the top of the screen, click Cancel > Confirm Cancellation.
  5. On the Confirm Cancellation window, click Confirm Cancellation.
  6. The copies are canceled in the system, and their Order Status changes to Cancelled.

Confirm cancellation using the Missing Order Items screen

  1. On the left navigation, click Orders > Missing Order Items.
  2. Click Search to view all missing order items.
  3. On the Missing Order Items screen, find the items you want to cancel.
     Note: You may want to filter Order Status to Cancellation Requested.
  4. Select the checkboxes next to the items you want to confirm are canceled. If you want to confirm the cancellation of all items in the table, select the checkbox at the top of the table.
  5. At the top of the screen, click Cancel > Confirm Cancellation.
  6. On the Confirm Cancellation window, click Confirm Cancellation.
  7. The copies are canceled in the system, and their Order Status changes to Cancelled.