WorldShare Reports in Power BI release notes, April 2025

Acquisitions Overview

The Acquisitions Overview contains key visualizations displaying statistics related to expenditures by various facets. These include the top 10 number of copies expended and the associated expended amount (in your institution's currency) by fund, vendor, material format, and classification. This corresponds to the classic BusinessObjects report named Acquisitions Dashboard.

This report defaults to your current budget period but can be filtered (and bookmarked) to select other budgets, time periods, branches, shelving locations, and requestor names.

 Visit Acquisitions Overview for additional information and workflows.

Fund Balance

The Fund Balance report summarizes fund balance activity for a specified budget period. It provides a snapshot of your funds and includes the details of the amount budgeted, encumbered, and expended. Top-level KPIs provide quick statistics of budgeted, expended, encumbered, and remaining fund amounts. A visualization will provide a gauge to quickly see the remaining percentage of the budget. This report can be used to determine the status of all of your funds.  You can use this report for high-level analysis and management reporting.

This report defaults to your current budget period, but can be filtered (and bookmarked) to select other budgets. You can also easily select to see your over- or undercommitted funds by selecting a Fund Balance Status slicer value.

 Visit Fund Balance for additional information and workflows.

Open Encumbrances

The Open Encumbrances report displays a list of items ordered but not fully paid within a specified period. It provides information about outstanding orders, including bibliographic, fund, and order information. You can use this report as part of your fiscal close process to identify orders that are still open and need to be dealt with based on local workflows.

This report defaults to your current budget period, but can be filtered to select other budgets, as well as order date time periods, branches, shelving locations, and fund codes.

 Visit Open Encumbrances for additional information and workflows.

Paid Invoice Summary

The Paid Invoice Summary report displays a summary of paid invoices within a specified period. It provides invoice numbers, vendor, date last paid, count of invoice items, and amount paid. A new visualization features your most paid vendors ranked from highest to lowest by expended amount. At the same time, a top-level KPI provides a quick statistic of the total expended amount in that timeframe. You can use this report to review a summary of invoices that need to be paid and provide it to an external department that issues payments on behalf of the library. Additionally, you can drill through to the detail of each summary invoice line (see below)

Compared to the classic Paid Invoice Summary report, this new version adds the following column:

• Invoice Item Count

To assist with monthly payables reconciliation, this report defaults to the last full calendar month, but can be filtered (and bookmarked) to apply any date period, fund, vendor and budget.

This report also offers a new feature to drill through to detailed rows. To enact the feature, simply hover over the detailed listing and allow the tooltip to appear. After a split second, the "Drill through" option will appear. Select the magnifying glass to drill through to the details of the selected row you are on.

The drill through can also be enacted by right-clicking on the row you want to interrogate, then selecting the magnifying glass to drill through. The menu is slightly different:

Once you click the magnifying glass, you will be presented with a detailed list of invoice items. Click the left arrow icon () to return to the summary page:

 Visit Paid Invoice Summary for additional information and workflows.

Paid Invoice Detail

The Paid Invoice Detail report lists detailed information about a paid invoice. It provides details of the vendor, invoice number, invoice item quantity, and unit prices and charges.  You can use this report to provide details of invoiced items to external departments that issue payments on behalf of the library.

New in Power BI, this is a standalone report that can be executed directly. In classic reports in BusinessObjects, this report is only reached via a drill-through from the Paid Invoice Summary Report.

This report defaults to the last full calendar month to assist with monthly payables reconciliation, but it can be filtered (and bookmarked) to apply any date period, fund, vendor, invoice, and budget.

 Visit Paid Invoice Detail for additional information and workflows.

Payment Activity Analysis

As a replacement for 7 Payment Activity reports in classic reports in BusinessObjects, this one report, Payment Activity Analysis, covers them all. The payment activity views display a summary of payment activity by various dimensions: Fund, Material Format, Vendor, Location, Processing Type, Classification, and Requestor. It provides details of copies and the amount expended, with an option to drill through to the specific payment details. Top-level KPI provides quick statistics on expenditures. You can use this report to see how many items have been paid and the expenditures associated with these dimensions.

This report defaults to the fund-level view of your current budget period, but can be filtered (and bookmarked) to select other budgets, as well as payment date time periods, material format, order type, acquisitions type, processing type, branch, shelving location, vendor, and call number classification.

This report also offers the feature to drill through to detailed rows. To enact the feature, simply hover over the detailed listing and allow the tooltip to appear. After a split second, the "Drill through" option will appear. Select the magnifying glass to drill through to the details of the selected row you are on. Optionally, the drill through can also be enacted by right-clicking on the row you want to interrogate, then selecting the magnifying glass to drill through.

Once you click the magnifying glass, you will be presented the detailed list of title copies paid. Click the left arrow icon () to return to the summary page:

 Visit Payment Activity Analysis for additional information and workflows.

Receiving Activity by Location

The Receiving Activity by Location report summarizes receiving activity by branch and shelving location within a specified period. It provides details of copies received by branch name as well as shelving locations, a visualization of copies received by material format, and a visualization of copies received by branch and shelving location, the latter of which can be drill up/down between branch and shelving location (see below).

This report defaults to the your current budget period and excudes monographic series items to avoid double counting. But it can be filtered (and bookmarked) to select other budgets, as well as received date time periods, material format, order type, acquisitions type, processing type, branch, shelving location, and the staff member that received the copies.

To drill up in the Copies Received by Branch Name and Shelving Location visual, click the "Drill up" arrow icon () and you will drill up to Copies Received by Branch Name:

To drill back down in the Copies Received by Branch Name visual, click the "Expand hierarchy" double arrow icon (), and you will drill back down to Copies Received by Branch Name and Shelving Location:

 Visit Receiving Activity by Location for additional information and workflows.

Title Copy Payment Detail

The Title Copy Payment Detail lists detailed information about payment activity. It provides bibliographic details of the title, Knowledge Base, order, and invoice information. You can use this report to view the details of all the items paid.

New in Power BI, this is a standalone report that can be executed directly. In classic reports in BusinessObjects, this report is only reached via a drill-through from the Payment Activity reports.

This report defaults to your current budget period, but can be filtered (and bookmarked) to apply any date period, fund, vendor, invoice, classification, requestor, and budget. Slicers allow filtering for material format, order type, etc.

 Visit Title Copy Payment Detail for additional information and workflows.

Vendor Performance

The Vendor Performance report displays a summary of vendors and the average number of days to fulfill items within a specified period. It provides visualizations to easily see copies received by vendor and average days to fulfillment by vendor. Top-level KPIs provide quick statistics of copies received/cancelled and how long the average days to fulfillment truly are. You can use this report to identify the best and worst-performing vendors and tailor your future ordering preferences accordingly. 

This report defaults to the last 2 years of activity, but can be filtered (and bookmarked) to apply any date period, material format, order type, processing type, and shipping type.

 Visit Vendor Performance for additional information and workflows.

Fiscal Summary

The Fiscal Summary report provides visualizations to summarize monthly billing counts and fiscal amounts within a specified date range. It provides the monthly quantity of bills created, waived, cancelled, refunded, and paid. It also provides visualizations to show the monthly currency amounts of created bills and settled amounts by month. You can use this report to perform a quick analysis of fiscal activity at your circulation desk.

Compared to the classic Fiscal Summary report, this new version adds the following columns:

• Bills Refunded
• Bills Refunded Amount
• Bills Cancelled
• Bills Cancelled Amount

This report defaults to the last 6 full calendar months of activity, but can be filtered (and bookmarked) to apply any date period.

Additionally, a table view of the same data is provided by clicking the "To Table View" icon () , and clicking the "To Chart View" to return:

 Visit Fiscal Summary for additional information and workflows.

Fiscal Detail

The Fiscal Detail lists detailed fiscal transactions within a specified date range. It provides details of bills assessed, paid, refunded, cancelled, pending, and waived. You can use this report to analyze financial transactions by type, staff name, bill reason, borrower category, or payment method.

This report defaults to the last 7 days of activity, but can be filtered (and bookmarked) to apply any date period, as well as by staff member, fiscal action type, and bill reason.

 Visit Fiscal Detail for additional information and workflows.

Outstanding Fees and Bills

The Outstanding Fees and Bills report displays a detailed list of outstanding fees and bills. You can use this report to notify patrons about past-due bills.

For the ID at Source and the Source System form fields that appear in this report, if a user has more than one value for the ID at Source, those values (up to 10 values) will appear in the field and be separated by a pipe (|) character for easy parsing. If there is more than one value for the Source System, the values will be displayed similarly.

Compared to the classic Outstanding Fees and Bills report, this new version adds the following columns:

• Fiscal Bill Note
• Item Branch Name
• Item Permanent Shelving Location
• Item Temporary Shelving Location
• Item Enumeration and Chronology
• Item Call Number
• Patron Custom Category 1
• Patron Custom Category 2
• Patron Custom Category 3
• Patron Custom Category 4
• Patron Total Outstanding Balance

The report provides all outstanding transactions, but can be filtered (and bookmarked) by any transaction period, patron's total outstanding balance date, patron barcode, borrower category, bill reason, branch, and shelving locations period.

 Visit Outstanding Fees and Bills for additional information and workflows.

Localized data refresh date/time

The Last data refresh date/time displayed on all reports now reflects the time in your institution's time zone. Prior to this release, it was Eastern Time (ET). This date and time reflect the time the nightly data load completed for yesterday's data (that is, data prior to midnight in the local data center). For example, if you execute a report at 5am in your local time zone, and the Last data refresh still shows a time from yesterday's run, the nightly data loads are still running, and data will be "stale", reflecting data from 2 days prior.