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WorldShare Acquisitions release notes, October 2017

Release Date: October 14, 2017

Introduction

This release of WorldShare Management Services Acquisitions provides eight new features in addition to several bug fixes. These features will help you save time and effort by allowing you to:

  • Track encumbrances of expensive order items using multiple funds
  • Locate invoice items quickly and easily
  • Integrate your eproduct workflows with License Manager and the knowledge base
  • Import and create large invoices (e.g., annual review invoices)
  • And more . . . 

Many of these enhancements are the direct result of your feedback.

Recommended actions

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.

Administrative actions

These items require immediate action or decisions.

Action

None at this time.

Follow-up actions

In an effort to keep your staff informed of new features and changes, you may also want to consider these items.

Action

Consider contacting vendors to let them knowk larger invoices are now supported.

If you are using the Platform API to retrieve order items, be aware that order items may be split among multiple funds now.

New features and enhancements

Split costs on order by amount and percentage

You can now split costs among multiple funds on the order as well as the invoice. You can split costs by both amount and percentage, and you can use funds from different budget periods for the same item. This will allow you to more accurately track your planned acquisitions by allowing you to encumber money from two different funds (or even budgets) when placing an order.

Previously, you could assign multiple funds to an item when paying the invoice but could not assign multiple funds when placing an order. Before, you had to encumber money against a single fund and then assign this money to multiple funds upon invoicing. This workaround is no longer necessary.

 Note: Unfortunately, there is a known issue with this release that prevents IE users from utilizing the split costs feature. This is noted in the Known Issues section below and will be fixed in the next release. We recommend using Chrome or Firefox until this issue is resolved.

To split an order item among multiple funds, complete the following steps:

  1. Select "Assign multiple budgets/funds" below to the fund on the order page.
    Assign multiple budgets/funds link

     Note: You can also select the new Budget/Fund tab on the order item details page.
    Budget/Fund tab
  2. This will open a Budget and Fund Assignment dialog:
    Budget and Fund Assignment dialog
  3. Select either by amount or by percentage, based on your preference.
    Allocate by selection

     Note: When selecting amount, the amount for each fund becomes editable and percentage is read only. When selecting percentage, the percentage for each fund becomes editable and the amount is ready only.
  4. Add the funds needed using the plus icon and enter the amounts or percentages for each fund. You can even select funds from different budget periods using the Budget dropdown.
    Select funds from different budget periods
    The amounts for each fund must add up to the total price of the item. The percentages must add up to 100%.
    The Amount Unassigned is displayed near the top of the dialog.
    acquisitions-rn-oct2017-6.png

     Note: If you want, you may even choose to distribute any remaining amount unassigned evenly among all funds with a zero amount.
  5. Save the amounts.
    Save amounts

     Note: Toggling between the "By Amount" or "By Percentage" options may change the percentage assigned to each fund due to rounding issues when switching between these two modes of assigning costs.

Searching invoice items

You now have the ability to search invoice items. This allows you to find a specific invoice item quickly and easily, thus allowing you to:

  • See the date you paid for an item
  • Locate an invoice you need to modify using one of its items, rather than invoice number
  • View any invoice item notes for the item

Previously, you could search invoices but not the invoice items. Now, you can search both, not to mention saving these searches for later use.

Invoice item searching is divided by the invoice item type:

  • Bibliographic Invoice Items: These are invoice items tied to an order item and are typically for bibliographic materials like books, DVDs, journals, ejournals, and ebooks.
  • Non-Bibliographic Invoice Items: These are invoice items not tied to an order item but added directly to an invoice. These do not have bibliographic information but only a description. They are often for non-bibliographic materials, such as library supplies and furniture, or for other items not in WorldCat or the knowledge base like memberships.

Select Bibliographic or Non-Bibliographic Invoice Items

To search for an invoice item, simply enter text into the search box or use one of the filters.

Bibliographic invoice item search

You can search a number of different fields in the invoice item, including:

  • Title/Description
  • Invoice Item Number
  • Invoice Numbert
  • Order Item Number

Invoice item search fields

A number of filters are also available, including:

  • Expenditure Type (e.g., Debit, Credit, or Refund)
  • Invoice Item Percentage
  • Invoice Status (e.g., Open, Ready for Payment, Paid)
  • Vendor
  • Quantity
  • Total (of the invoice item, not the invoice)
  • Invoice Date
  • Date Created
  • Date Paid
  • Budget Period

Some filters display by default. However, other filters need to be enabled using the Filter button to the top-right of the invoice item search.

Bibliographic invoice item search filters

You can also sort the results of your search using the arrows in the columns:

Sort search results

Lastly, as with invoice and order item searching, you can save invoice item searches to use later. Simply click on Save Search in the top-right of the screen.

Save invoice item search

View invoice items for an order item

In addition to searching invoice items directly, you can also find invoice items associated with an order item using the order item details screen. This allows you to locate invoice items using any information that you might have from the order item as well. So, if you know the author of the item invoiced or some other information that belongs only to the order item, you can still locate the invoice item. Previously, you had to search through invoices to find a specific invoice item.

To view all invoice items for a specific order item, you will need to:

  1. Find the specific order item using the order item search. This is located under Orders in the left-hand panel.
    Order Items search
  2. Once you have found the order item, click on the title link in the search results. This will take you to the order item details page.
    Order item search results
  3. From the order item details page, click on the Invoice tab. This will show you a table of invoice items associated with that order item.
    Invoice tab

To go to that invoice item, just click on the Title or Invoice Number link in the table of invoice items. 

 Note: You can even choose which columns that you wish to display for the invoice items using the gear icon in the top-right of the table.

Integration with License Manager and WorldCat knowledge base

You now can view and edit information from License Manager and the WorldCat knowledge base from within WorldShare Acquisitions. This allows you to save time and effort moving between these applications and creates a more streamlined workflow for staff. Previously, you had to go to Collection Manager or License Manager for this information.

There are four things that you can now do within Acquisitions that you had to do outside the application before:

  • View more information about a WorldCat knowledge base collection or title
  • Select the WorldCat knowledge base collection or title
  • View license data for a collection
  • Create a license or add a collection to an existing license, if none are available

To view more information about a knowledge base collection or title, simply hover over the information icon for the item. This icon appears on the:

  • Order item details page
  • Order page
  • Receive and invoice page

Information icon

For collections, you can view information such as:

  • Name
  • Selected or Not
  • Number of titles selected/available
  • Provider (with link to Provider)
  • Attributes

Collection information

For titles, you can view information such as:

  • Title
  • Selected or Not
  • Format
  • Author (if applicable)
  • Publisher
  • OCLC Number
  • ISBN or ISSN
  • Content Availability (e.g., full-text coverage dates)
  • Collection
  • Provider
  • Attributes

Title information

For both collections and titles, if the resource is not selected already, you can select it within Acquisitions. This will, in turn, enable the collection or title for patron use in the WorldCat knowledge base.

Select item in Acquisitions

You can also view whether a collection belongs to a license.

View if item belongs to a license

If a title belongs to a collection that belongs to a license, you can view this information as well:

Title belonging to a collection which belongs to a license

If a title or collection does not have a license, you can add that collection to a new or existing license with a couple clicks. Just click on "Add To License".

Add To License button

This will open a dialog where you can either create a new license or add the collection to an existing license.

Add Collection to a License dialog

Collapse all / expand all on a budget

You can now collapse or expand all funds on a budget with a single click. This saves staff time collapsing and expanding individual funds on the budget page to get the view of funds they want. Previously, you had to collapse or expand each fund on a budget in order to change the state of all of them.

To collapse or expand all funds on a budget, simply click on one of the links at the top-left of the budget page:

Collapse/Expand all

Collapsing all funds gives you one row for each top-level fund and no rows for the lower-level funds. Expanding all gives you one row for every fund, including lower-level funds. You can also still collapse or expand individual funds for a customized view of funds.

Supporting large invoices

You can now create, edit, delete, pay, and even import large invoices. This allows you to handle large invoices (such as annual renewal invoices) without having the vendor split the invoice into smaller invoices. This saves your library time and the vendor time. Previously, you could only manage invoices of 200 or so items. Now, you can use invoices with literally thousands of items.

To create or import large invoices, use the same process you do now. Nothing here has changed. However, you will notice now that there are no problems with editing these invoices even as the number of items climbs into the hundred or even thousands.

 Note: Currently, we have tested invoices with up to 3000 items. If you successfully create invoices with even more items, please let us know, so we can make sure to communicate this to libraries.

Leave branch and shelving location unspecified

You can now leave the branch and shelving location of an order item as unspecified. This allows you to:

  • Not assign eproducts to a specific branch and shelving location (since they are digital materials)
  • Not assign a serial to a specific branch and shelving location (or assign it later)
  • Temporarily leave a monograph un-assigned, until you receive it

Previously, you had to assign a specific branch and shelving location to every item, regardless of type. 

To select unspecified for a branch and shelving location, simply select "Unspecified" from the list of branches or shelving locations for an item:

Unspecified

 Note: You can assign "Unspecified" to both the branch and shelving location or to the shelving location alone, but you cannot leave the branch unspecified and still assign a shelving location.

You must also supply a branch and shelving location to monographs before receiving them; however, you can leave serials and eproducts unspecified indefinitely.

Notes for serials and eproducts

You can now view notes for serials and eproducts when receiving and invoicing them. This allows you to save staff time going to the order item page to view notes when receiving serials and eproducts. Previously, you could only view notes on the Receive and Invoice screen for monographs.

To view notes for serials and eproducts during receiving, simply search outstanding items with the serial or eprod tab selected in the left-hand menu:

View notes for serials and e-products

The notes column will appear on the right of the outstanding items table. To view the notes, click the icon:

Notes icon

Bug fixes

Order item shows as selected

The order item template is now showing as selected after adding an item to an order. Previously, if you added an item to an order, the order item template would remain selected but would not show as selected. Now, it does.

Order item template

Add to order dialog stays within screen

The add to order dialog now does not go off the screen, even if the browser window is smaller than the minimum height. Previously, the add to order dialog sometimes would extend off the screen, requiring the user to scroll the browser window. Now, the window resizes to fit within the browser window.

Windows adjust to position of notes dialog

When opening the notes dialog from the order page, the window will automatically adjust to fit the notes dialog within the viewable area. Previously, if you opened notes dialog from the bottom of the page, the notes window would extend off-screen. Now the window scrolls down to fit the notes dialog within the viewable area.

Copies received columns shows accurate number

The Copies Received column in the order item search now shows a more accurate number, Previously, it showed the sum of the copies received and partially received. Now, it only shows the number of copies fully received.

Known issues

Split costs not working in IE

The split costs on order item screen does not work in the Internet Explorer browser. You must use the Chrome or Firefox browser to use the split costs on order item feature. We will be fixing this bug in the next release.

Important links

Support website(s)

Support information for this product and related products can be found at: