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Receive and invoice items

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Discover how to receive and invoice order items in WorldShare Acquisitions.

Overview

The process of receiving and invoicing differs depending on the type of item. This page discusses receiving and invoicing for monographs. To learn about receiving and invoicing for other types of items, see Receive and Invoices.

Receive and invoice monographs

  1. From the left navigation, click Receive and Invoice.
  2. Select Monograph from the Processing type drop-down list.
  3. Select Receive and Invoice from the Action drop-down list.
  4. To receive and invoice items, you must select an existing invoice or create a new invoice.

    Select an existing invoice
    1. Select the vendor.
      • Enter the vendor name into the Vendor search box in the left panel. As you type, a list will appear showing the vendors in use that match your search.
        • If a vendor does not appear, make sure the vendor record is listed as In use in Vendors.
    2. Select the invoice.
      • Type the invoice number into the Invoice Number search box.
    3. Continue to step 5.

    Create a new invoice
    1. From the Receive and Invoice panel, click New Invoice.
    2. Enter the Vendor, Invoice Number, and Invoice Date of the invoice.
    3. Click Save. This invoice will then be automatically selected for use and you can skip to step 7.

  5. Click View Items.
  6. Click the Search Text form field and then press <Enter>.
  7. Find the items you want to receive and invoice.

    Find a specific item
    1. Select a search filter from the Search drop-down list.
    2. Enter the barcode, ISBN, ISSN, OCLC number, or title, using the Search Text form field. Search results appear automatically when you stop typing or hit enter.

       Note: Barcode searches are possible only after importing shelf-ready data. See Import invoice and/or shelf-ready data files.

    3. To return to the list of outstanding items, delete all text from the Search Text form field.

    Find all items on an order
    1. Select Order Number from the Search drop-down list.
    2. Enter the full order number (PO number), including "PO" and dashes (-), in the Search Text form field. Search results appear automatically when you stop typing.
    3. To return to the list of outstanding items, delete all text from the Search Text form field.

  8. You may also narrow your search by one of the filters below.
    Search filters - Table
    To search by Use retrieval method
    Zoeken Select an index with which to limit your search from the list:
    • Keyword
    • Title (default)
    • Copy Number
    • Barcode
    • Invoice Number
    • ISBN
    • ISSN
    • Order Item Number
    • Order Number
    Content Type Select the content type of the item from the list.
    • To return to the list of all items, select the blank space in the list.
    Branch Select the branch the item is to be delivered to from the list.
    • The branch is in the Location column on the order.
    • To return to the list of outstanding items, select the blank space in the list.
    Order Status (not available for editing when action is set to Receive) Select the degree to which the order has been placed:
    • Ordered
    • Cancellation requested
    • Not cancelled
    • Cancelled
    Receipt Status Select the degree to which the order has been completed:
    • Not received
    • Received
    • Returned
    • Withdrawn
    Purchase Status Select the degree to which invoicing has been completed:
    • Not invoiced
    • Partially invoiced
    • Invoiced
    • Partially paid
    • Paid
  9. In the Call#, Barcode column, fill in the call number fields. Follow local practice.
  10. Fill in the barcode field (use a scanner or type barcode). If you type in the barcode, press <Enter> to receive and invoice the item (the cursor must be in the barcode field when you press <Enter>):
    Result
    • The item moves to the Item(s) processed in this session area at the bottom of the screen.
    • The Invoiced column says 100%.
    • The barcode links to the item record.
    • The item is now available in WMS Circulation and WorldCat Local/Discovery.
    • If the item has a hold or a Requestor, the system automatically displays an alert at the top of the screen. Contact OCLC Support or your Implementation Manager to turn off this feature.
    To set the cost of the item

    The cost field (876 $c of the LHR) is filled in automatically with the item's price from the order. When the item is received, its cost is assigned according to either:

    • Total unit cost (including any service charges, shipping, discounts, or taxes). This is the default for all existing and new libraries.
    • Unit cost (excluding any service charges, shipping, discounts, or taxes)
    • No cost is assigned

    To change how item cost is assigned, contact OCLC Support or your Implementation Manager.

  11. Next steps:
    • Optionally you can Print labels for received items.
    • To pay the invoice, see Pay an invoice.
    • To edit the item record, click the barcode.

Watch a video

Receive and invoice monographs

Run time: 8:05

This video shows how to receive and invoice single-part and multi-part monographs in WorldShare Acquisitions.

 

 

Receive e-products

Update the Receipt Status of multiple e-products to Received

  1. Search order items using the instructions under Search and filter order items.
  2. Select the checkboxes next to the items you want to update. If you want to update all items in the table, select the checkbox at the top of the table.
  3. At the top of the screen, click Receive > Receive.
  4. From the Receive dialog, click Receive.

Update the Receipt Status of multiple e-products to Partially Received

  1. Search order items using the instructions under Search and filter order items.
  2. Select the checkboxes next to the items you want to update. If you want to update all items in the table, select the checkbox at the top of the table.
  3. At the top of the screen, click Receive > Partially Receive.
  4. From the Receive dialog, click Partially Receive.

Receive a local resource

  1. On the left navigation, click Receive and Invoice.
  2. Select Local - One Time from the Processing Type drop-down list.
    Or
    Select Subscription from the Processing Type drop-down list.
  3. Select Receive from the Action drop-down list.
  4. Click View Items.
  5. Click the Search Text form field and then press <Enter>.
  6. You may also narrow your search by one of the filters below.
    Search filters - Table
    To search by Use retrieval method
    Zoeken Select an index with which to limit your search from the list:
    • Keyword
    • Title (default)
    • Copy Number
    • Barcode
    • OCLC Number
    • Invoice Number
    • ISBN
    • ISSN
    • Order Item Number
    • Order Number
    Content Type Select the content type of the item from the list.
    • To return to the list of all items, select the blank space in the list.
    Branch Select the branch the item is to be delivered to from the list.
    • The branch is in the Location column on the order.
    • To return to the list of outstanding items, select the blank space in the list.
    Order Status (not available for editing when action is set to Receive) Select the degree to which the order has been placed:
    • Ordered
    • Cancellation requested
    • Not cancelled
    • Cancelled
    Receipt Status Select the degree to which the order has been completed.
    Purchase Status Select the degree to which invoicing has been completed:
    • Not invoiced
    • Partially invoiced
    • Invoiced
    • Partially paid
    • Paid
  7. From the Receipt Status column, click Receive.

Receive serials and multi-parts

Update the Receipt Status of multiple serials to Received

  1. Search order items using the instructions under Search and filter order items.
  2. Select the checkboxes next to the items you want to update. If you want to update all items in the table, select the checkbox at the top of the table.
  3. At the top of the screen, click Receive > Receive.
  4. From the Receive dialog, click Receive.

Update the Receipt Status of multiple serials to Partially Received

  1. Search order items using the instructions under Search and filter order items.
  2. Select the checkboxes next to the items you want to update. If you want to update all items in the table, select the checkbox at the top of the table.
  3. At the top of the screen, click Receive > Partially Receive.
  4. From the Receive dialog, click Partially Receive.

Receive a serial issue

  1. Search for the serial in Discover Items in the left navigation.
  2. From the search results, click the serial's title.
  3. On the Issues screen, click the Receive Issues tab.
  4. Locate the issue you want to receive. In the issue's Action column, click Receive.
  5. The Receive Issues window appears, listing the library's shelf copies (local holdings records) for the title.
  6. On the Receive Issues window, there are two ways to receive an issue:
    1. Enter a barcode, which automatically receives the issue.
    2. Check the Received box without entering a barcode.
  7. Click Save.
    • The Copies Received column shows the copy has been received.
    • An issue is created for the copy (local holdings record), which appears on the Issues and Copies screens (under Holdings for Selected Copy).

Watch a video

Serials issues management

Run time: 13:53

This video goes through the steps for serials issues management for a new serial subscription. This includes selecting a bibliographic record, adding issues metadata, setting the Start Receiving options, setting a publication pattern and receiving issues.

 

Supplemental, credit and refund items

Some types of invoice items require additional steps:

  • Credit invoice items: These allow the vendor to provide a credit that you can use to purchase future items from them.
  • Refund invoice items: These are similar to credit items, but in this case, the vendor refunds the money paid to the library for use in any way they wish, not just to purchase items from them.
  • Supplemental invoice items: These cover any additional costs for an item that was already invoiced previously. You can only create a supplemental invoice item for an item whose invoice percentage is 100%.