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Introduction to WorldShare Acquisitions for WMS users

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Discover key information, resources, and workflows that will help you get started with WorldShare Acquisitions.

Overview

This page serves as an introductory resource for Worldshare Acquisitions, providing essential documentation and training materials. It is intended for users who are:

  • New to using Acquisitions
  • Returning to Acquisitions and looking to review key workflows and functions

This resource is designed to help you get started and build a solid foundation for using Acquisitions effectively. On this page, you will find:

  • Information about roles assigned to Acquisitions users
  • Learning paths to guide you through common workflows
  • Additional resources to help you explore advanced features when ready

Acquisitions interface

Visit About Acquisitions for a detailed overview of the interface. Find information about the full functionality of the module, with links to direct you to key areas of documentation and training.

Roles

The roles assigned to your WorldShare account determine your access level and the actions you can take in Acquisitions. For detailed role descriptions and comparisons, see Acquisitions account roles.

For library admin: To manage roles, see WorldShare Admin > User Management.

For library staff: If you are unsure which roles are assigned to your account, you can ask an admin user at your library. If your institution does not have an admin user, please contact OCLC Support.

Acquisitions role descriptions

 

Role Description
Acquisitions Admin

Perform all acquisitions tasks, including ordering, receiving, invoicing, importing data, editing budgets and vendors, and administering acquisitions settings.
Acquisitions Budget Manager Manage all aspects of a budget, including creating, editing, and closing budgets.
Acquisitions Budget Staff Manage creating and editing budgets. Cannot close budgets.
Acquisitions Cataloging Staff Search, update, and change the resource for order items and purchase requests.
Acquisitions Exchange Rate Manager Manage exchange rates for the library.
Acquisitions Legal Deposit Receipts Admin Administer the settings for the sending of legal deposit receipts.

 Note: Some of the configuration available to this role cannot be adjusted later, so this role must be assigned by OCLC staff.
Acquisitions Order Staff Perform tasks related to ordering materials, including creating and editing order data. Cannot place orders, however.
Acquisitions Read Only User View data related to acquisitions. Cannot create or edit data, including orders, invoices, budgets, and vendors. 
Acquisitions Receive Staff Perform tasks related to receiving and invoicing materials, including marking items as received and preparing invoices for payment. Cannot pay invoices, however.
Acquisitions Reports Viewer Run Acquisitions reports.
Acquisitions Request Creator Create purchase requests for review by acquisitions staff. Meant for selectors.
Acquisitions Request Manager Perform tasks related to managing purchase requests, including creating, editing, approving, and ordering, as needed. Meant for subject and collection development librarians and acquisitions staff responsible for ordering purchase requests.
Acquisitions Request Reviewer Create, review, and approve purchase requests. Cannot place orders.
Acquisitions Senior Order Staff Perform tasks related to ordering materials, including creating, editing, and even placing orders.
Acquisitions Senior Receive and Invoice Staff Perform tasks related to ordering and invoicing materials, including creating, editing, and even placing orders and paying invoices.
Acquisitions Senior Staff Perform tasks related to ordering as well as receiving, and invoicing of materials. Can also approve payment of invoices and place orders. Cannot edit budgets or configure settings for Acquisitions.
Acquisitions Settings Staff Can manage all Acquisitions settings for a library, except for exchange rates.
Serials Admin Perform all serials management tasks, including receiving, claiming, binding, configuring publication patterns, creating new issues, deleting issues, modifying issues, and configuring receiving settings.
Serials Binding Staff Perform tasks related to binding serial issues, including creating binding units, adding issues to a binding unit, sending binding units to the bindery, and completing the binding of a binding unit.
Serials Claim Perform tasks related to the claiming of serial issues, including searching missing issues, sending claim messages to vendors, and discontinuing claiming of an issue.
Serials Receive Perform tasks related to the receiving of serial issues, including searching predicted issues and receiving issues on a specific local holding record.
Vendor Administrator Perform all tasks related to the administration of vendors, including creating, viewing, editing, and publishing vendor information distributed to libraries for Acquisitions and License Manager.
Vendor Manager Perform tasks related to the management of vendor data, including creating, editing, and viewing vendor information distributed to libraries for Acquisitions and License Manager. Cannot publish vendors, however.

Search

WorldShare Acquisitions provides methods to search and browse a variety of data, including invoices, orders, order items, and more. For detailed instructions, see the Search guide.

Learning paths

The learning paths featured on this page will help you become familiar with the main functionality of Acquisitions. These should be seen as a broad overview of common processes. Your library's individual practices may vary.

 Note: Click the plus sign next to a learning path title to view all pages.

WorldShare Acquisitions workflow
Discover a workflow for using WorldShare Acquisitions, with detailed steps for each part of the process.
Pages: 11

 

WorldShare Acquisitions: Best practices for setting up a budget
Discover tips and best practices for setting up a budget in WorldShare Acquisitions.
Pages: 6

 Note: These instructions only apply if your library does not already have an active budget set up.

 

WorldShare Acquisitions: Best practices for managing subscriptions
Discover tips and best practices for managing your subscriptions in WorldShare Acquisitions.
Pages: 7

Reports

WorldShare Acquisitions offers a variety of reports to monitor your institution's activity in WorldShare. Visit Available WMS reports to find available reports and their locations.

Community Center

Current WorldShare Acquisitions users are encouraged to join the OCLC Community Center to connect with peers and OCLC staff on product workflows, attend webinars, and provide feedback on the product. For more information, see OCLC Community Center: WorldShare Acquisitions community.

Training

OCLC offers recorded classes and videos on WorldShare Acquisitions. See WorldShare Acquisitions self-paced training.

OCLC Support

For any queries not answered by this page or Acquisitions documentation and training, please contact OCLC Support.