Note: You can automate file retrieval and import. See Automate file retrieval and import.
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.
The following information should be included in the invoice data file you receive from your vendor.
Note: If decimal points are not used, the system adds them at the end. For example, 56 becomes 56.
MARC | Element in Acquisitions | Required | Input type | Description |
---|---|---|---|---|
981 $y | WMS Order Item Number1 | x (optional if Vendor Order Item Number is provided) | String (Maximum: 40 characters) | Unique identifier assigned by WMS for a specific item ordered. |
981 $z | Vendor Order Item Number1 | x (optional if WMS Order Item Number is provided) | String (Maximum: 40 characters) | Unique identifier provided by a vendor for a specific item ordered. |
990 $b | Unit Price | Decimal (Maximum: 9,999.99) | Cost for a single unit of an item. (Do not include tax or discount, if you plan to include these as percentages in the 980 $h or $i.) | |
990 $c | Service Charges (per unit) | Decimal (Maximum: 999.99) | Service charges for a single unit of an item (e.g. $1.00 for Quantity of 5 equals $5.00). | |
990 $h | Tax Percentage | Decimal (Maximum: 100.000) | Percentage of tax applied to price by vendor. Note:
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990 $i | Discount Percentage | Decimal (Maximum: 100.00) | Percentage of discount applied to price by vendor. | |
990 $n | Quantity Invoiced | Integer (Maximum: 999) | Total number of copies invoiced by your library for this Order Item. | |
990 $s | Shipping and Handling (per unit) | Decimal (Maximum: 999.99) | Shipping and handling charges for a single unit. | |
990 $x | Exchange Rate | Decimal | Exchange rate for the invoice, if currency is not the same as Library Currency. Used sparingly. | |
991 $f | Invoice Date | x | ISO 8601 date format | Date invoice was created by Vendor. Use the YYYY-MM-DD format. |
991 $m | Invoice Number | x | String (Maximum: 256 characters) | Number used by vendor to identify a specific invoice. |
1. Used to match invoice item to item ordered. If the invoice data file contains the WMS Order Item Number and the Vendor Order Item Number, the system will use the WMS Order Item Number as the match point. |
The following information should be included in the shelf-ready data file you receive from your vendor.
MARC | Element in Acquisitions | Input type | Description |
---|---|---|---|
959 $b | Barcode | String (Maximum: 32 characters) | Barcode or piece designation. |
959 $t | Prefix | String (Maximum: 25 characters) | Prefix of call number (e.g. REF) |
959 $u | Class Number | String (Maximum: 100 characters) | Classification part of call number. (If you cannot separate call number into separate parts, include all parts in the class number.) |
959 $v | Cutter/Item Number | String (Maximum: 25 characters) | Cutter or item part of the call number. |
959 $w | Suffix | String (Maximum: 25 characters) | Suffix of call number (e.g. SPAN) |
981 $y | WMS Order Item Number1 | String (Maximum: 40 characters) | Unique identifier assigned by WMS for a specific item ordered. |
981 $z | Vendor Order Item Number1 | String (Maximum 256 characters) | Unique identifier provided by a vendor for a specific item ordered. |
1. Used to match invoice item to item ordered. If the invoice data file contains the WMS Order Item Number and the Vendor Order Item Number, the system will use the WMS Order Item Number as the match point. |
Instructions vary, depending on the type of invoice you are importing (MARC or EDIFACT). If your invoice and shelf-ready data are included in one file, you will only need to import the file once. If your invoice and shelf-ready data are on two files, you will need to import each file.
Note: Shelf-ready data only applies to single part monographs.
Note: A vendor must be marked as In Use in order to upload data.
The file you uploaded appears in the first row of the Processing Log. If you do not see the file in the table, click the Refresh button () above the table. After you upload the file, you will also receive an email with the file's import details.
There are two ways to receive shelf-ready items:
Follow the instructions below if you imported a shelf-ready data file.