Import basics
Set up importing
Before you can begin importing files, you must determine what type of files you want to import and work with your vendor to set up this feature.
Importing files into WorldShare Acquisitions is free, but your vendors may charge for certain data delivery services.
Data you can import
There are three types of files you can import into WorldShare Acquisitions. The system accepts all file extensions.
The following types of data can be imported:
Data |
Format |
Description |
---|---|---|
Order | MARC | Order data contains information about items on orders you created using the vendor's website. |
Order response data | EDIFACT | Order response data contains information on price, availability and shipping status of items previously ordered. |
Invoice | EDIFACT or MARC | Invoice data contains invoice information about the items you ordered. |
Shelf-ready | EDIFACT or MARC | Shelf-ready data contains the barcodes and call numbers of the items you ordered. You may receive shelf-ready data in the same MARC file as your invoice data. |
Your vendor may provide invoice data in both MARC and EDIFACT. You will need to choose your preferred format.
Work with your vendor
After you have determined the type of data you want to import and when you want to import it, you must work with your vendor to set up your data files.
- Your vendor must send data in the appropriate fields for MARC and EDIFACT files.
- You are responsible for notifying your vendor.
- If you are the first WorldShare Acquisitions library to import files from your vendor, you may also need to provide your vendor with the list of fields supported by WorldShare Acquisitions.
Make sure your vendor sends correct data fields
In order to import files, you must contact your vendor to make sure they can provide acquisitions data in the appropriate fields.
- MARC fields must appear on a single line in the MARC file. For example, the 980 field should only have one entry with all the various supported subfields ($b, $c, $h) included in the line.
- OCLC recommends the MARC fields be in order by number (e.g., 980, 981, 990, etc.)
- Invoice and/or shelf-ready data can only be imported after:
- An order data file has been imported and the order has been placed in the system, and
- The vendor has sent you the file of shelf-ready and/or invoice data that matches the order.
- Any invoice-level charges in the header of the EDIFACT invoice will be entered as non-bibliographic line items on the invoice.
Note:
- To import invoice or shelf-ready data, make sure the vendor also includes a Vendor Order Item Number in 981 $z for each record in both the order data file and the invoice and/or shelf-ready data files. This is used for matching the invoice and/or shelf-ready data to the original order items.
- If your vendor does not support this service, please contact OCLC Support to request help with setting this feature up with your vendor.
Import data fields
The following tables outline the information that should be included in the data files you receive from your vendor. The data files must be set up by you and your vendor before you can import data files into WorldShare Acquisitions. You can provide your vendor with the information on this page to confirm they can supply you with the data in these fields.
MARC order data
The following information should be included in the MARC order data file you receive from your vendor.
If decimal points are not used, the system adds them at the end. For example, 56 becomes 56.
MARC invoice data
The following information should be included in the invoice data file you receive from your vendor.
If decimal points are not used, the system adds them at the end. For example, 56 becomes 56.
EDIFACT invoice data
The following information should be included in the invoice data file you receive from your vendor.
Although the first column lists the WorldShare Acquisitions fields, the fields are listed in the order they occur in the EDIFACT file.
MARC shelf-ready data
The following information should be included in the shelf-ready data file you receive from your vendor.
EDIFACT shelf-ready data
The following information should be included in the shelf-ready data file you receive from your vendor.
Note: Although the first column lists the WorldShare Acquisitions fields, the fields are listed in the order they occur in the EDIFACT file.