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WorldShare Acquisitions release notes, September 25, 2025

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Release Date: September 25, 2025 

Introduction

This release of WorldShare Acquisitions provides a number of new features and enhancements in addition to numerous bug fixes. These features will help you manage more complex workflows, including:

  • Suppressing over-expenditure warnings when they're not needed for your workflow
  • Tracking when your library physically receives invoices from vendors

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

Review the new Invoice Received Date tracking feature and decide whether your institution will use this optional functionality for better invoice workflow management and auditing.

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

Train staff on the new Invoice Received Date feature if your institution chooses to implement it, and review the Suppress Over-expenditure Warning setting to determine if it would benefit your workflows.

New features and enhancements

Invoice Received Date

What's New

You can now track when your library physically receives invoices from vendors, separate from the invoice date printed on the invoice itself. This new "Invoice Received" date gives you better visibility into your invoice processing timeline. Previously, you could only see the invoice date (the date on the vendor's invoice), but not when your library actually received it.  

Now you can easily distinguish between when a vendor created an invoice and when your library received it, giving you complete visibility into your invoice lifecycle.

How to Use This Feature

  1. Open any invoice in WMS Acquisitions.
  2. Look for the new Invoice Received field next to the Invoice Date.
  3. Enter the date your library received the invoice.

    Date Invoice Received
     
  4. The date saves automatically when you move to another field.

Note: The Invoice Received date is completely optional - you can use it when helpful and leave it blank when not needed.  

Viewing Receipt Dates in Your Invoice List

  1. Go to your invoices list.
  2. Click the gear icon to customize columns gear icon.
  3. Check Invoice Received to show the new column.
  4. The column will appear next to the Invoice Date column.

Filtering by Receipt Date

  1. Use the filter button to activate the Invoice Received filter.

    Filter toggle
     
  2. Look for the Invoice Received filter above your invoice list.
  3. Choose your filter method:
    • More than ___ days ago - find older invoices that may need attention.
    • From ___ to ___ - search within specific date ranges using the calendar icons.
  4. Click Apply to see filtered results.


Invoice Received filter

 Visit Search and filter invoices and Edit an invoice for additional information and workflows.

Suppress Over-expenditure Warning

What's new

You can now turn off over-expenditure warnings in WorldShare Acquisitions when they're not needed for your workflow. This gives you more control over how your staff processes invoices and payments. Previously, over-expenditure warnings would always appear when you tried to pay an invoice or mark it as ready for payment, even when your institution didn't need these warnings. This could slow down your workflow and create unnecessary steps for your staff.

Setting up the feature

  1. Navigate to Settings > Administration > Optional Features.
  2. Look for the new "Suppress over-expenditure warning" checkbox (located above the existing Accrual option).
  3. Check the box to turn off over-expenditure warnings.

    Suppress over-expenditure warning
     
  4. Changes will take effect automatically after 10 minutes.

Note: Only users with Acquisitions Admin permissions can see and modify this setting.

What Changes for your Staff

• When suppression is enabled: Your staff can pay invoices and mark them as ready without seeing over-expenditure warning pop-ups

• When suppression is disabled: The system works exactly as before, showing warnings when expenditures exceed budgets

The suppression feature is turned off by default, so your current workflow won't change until you choose to enable it. If over-expenditure warnings aren't helpful for your institution's processes, simply follow the setup steps above to turn them off.

 Visit Administer your institution configuration for WorldShare Acquisitions for additional information and workflows.

Announcement

FTPS protocol no longer supported

Users will now see only secure SFTP connections in their file transfer options, improving security for vendor communications and automated file retrieval. Previously, users could select FTPS (File Transfer Protocol Secure) connections, but these are being phased out to make way for more secure and up-to-date technology.  Now when setting up automated jobs, notification settings, or vendor communications, only SFTP (Secure File Transfer Protocol) options appear in the available connections. Until the October release, automated jobs using an FTPS link will continue to run as scheduled, but these jobs cannot be updated without changing them to SFTP, and users with existing FTPS connections will need to update them to SFTP before the October release.  

Bug fixes

MARC Order Import Matching Error Resolution

Users can now successfully import MARC order files without encountering "A failure occurred during matching to determine the OCLC number" errors. Previously, libraries experienced failed imports when uploading order MARC files, particularly for DDA (Demand Driven Acquisition) items, even when the MARC files were properly formatted and validated. The error would prevent order records from being generated, requiring manual intervention. Users can now complete their MARC order imports without these matching failures interrupting their acquisition workflow.

Renewal List Fund Mapping Error Resolution

Users can now successfully map renewal lists to child funds in their target budget periods. Previously, when updating renewal list settings and attempting to select a child fund as the target fund, users would encounter an error message stating "Target fund is not available for the renewal list" even when the fund should have been accessible. This particularly affected branch-based acquisitions libraries where child funds no longer have their own branch designations. Users can now complete their renewal list fund mapping without these target fund errors blocking their workflow.

Vendor Contact Dropdown Error Resolution

Users can now see newly added vendor contacts immediately in dropdown menus without having to publish the vendor first. Previously, when creating a new vendor and adding contact information, the contact dropdowns in Acquisitions Settings would remain empty until the vendor was published or marked as "not in use." This required an extra step that interrupted the vendor setup workflow. Users can now complete their vendor setup process and access contact information in dropdown menus right after adding contacts, streamlining their vendor management workflow.

Ebook Import ISBN Matching Improvement

Users can now successfully import ebook orders when the electronic ISBN appears in any position within the MARC record, not just the first ISBN field. Previously, when importing MARC order data with platform codes for ebook collections, the system would only check the first ISBN field and fail to match if the electronic version's ISBN was listed after a print ISBN. This caused import failures even when the electronic version existed in the Knowledge Base. Users can now complete their ebook order imports regardless of ISBN field ordering in their MARC records.

Ebook Import ISBN Format Error Resolution

Users can now successfully import ebook orders when ISBN fields contain additional information in parentheses, such as "(electronic bk.)" or "(hardcover)." Previously, when importing MARC order data with platform codes, the system would fail to match ebook titles in the Knowledge Base if the ISBN field included qualifiers or format descriptions. The system now automatically extracts the core ISBN numbers, removing parenthetical information before searching the Knowledge Base. Users can now complete their ebook order imports without having to manually clean ISBN data from their MARC records.

Important links

Support website(s)

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