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Search and filter orders

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Discover how to search for and filter orders and plans in WorldShare Acquisitions.

 Note: Branch-based acquisitions users will see searches filtered to their login branch by default. See About branch-based acquisitions.

From the Orders screen, you can search and filter orders and plans, create new orders or plans, or import orders or plans.

View all orders and plans

  1. On the left navigation, click Orders > Orders.
  2. Click Search. All orders and plans appear.
    • Results are sorted alphabetically by name.
    • To change the sort order, click any column heading.
    • To customize the column headings that appear, see Show/hide columns. By default, not all column headings are visible.
  3. Click the Order Name or Order # to view or edit the order or plan. For details, see View and edit an order.

Search orders and plans

Use the search box to search orders and plans.

  1. From the list, select an index to search and type the search term in the box.
  2. Click Search or press <Enter>.

Show/hide columns

You can choose the columns that appear.

  1. Click the gray gear button (Gray gear button) above the right-most column.
  2. In the Show Columns window, select or deselect the columns you want to show or hide.
  3. Close the Show Columns window by clicking anywhere outside it.

Available order columns

Order columns - Table
Column Description
Create Date Date the order was created.
External Order Id A unique identifier for the order used by an external financial system (e.g., such as the campus financial system). 
Items Number of items in the order.
Order Name The name of the order. Click the Order Name to edit the order. For details, see View and edit an order.
Order # (number) Number assigned by system when the order was created. Click the Order # to edit the order. For details, see View and edit an order.
Order Type
Order Type Description
Approval Plan List of items received as part of an agreement with supplier to send items based on a profile. The library retains the right to return items not needed.
Blanket Order List of items received as part of an agreement with a supplier to send items based on a profile. Vendors do not allow the return of items.
DDA (Demand Driven Acquisitions) Plan List of items received as part of an agreement with supplier to trigger purchase of online materials based on patron usage.
Gift/Donation List List of items received from a specific person or organization for free or at little cost to the library.
Legal Deposit List List of items received as part of an arrangement with a governmental entity to keep some or all of its publications at the library.
Purchase Order List of items created by library to be submitted to supplier.
Standing Order List of items received as part of an agreement with supplier to send items belonging to a series or specific publication.
Place Date Date the order was placed.
Status
Status Description
All All orders and plans, regardless of status.
Open Purchase orders not sent to the vendor.
Open - Quote Requested Purchase orders sent to the vendor for a quote
Placed

Purchase orders sent to the vendor and plans.

By default, plans have the status Placed.
Total The total cost of the order or plan.
Vendor The vendor you ordered the items from.
Vendor Order # (number) (Optional) Number assigned by vendor. Follow local practice.

Filter orders and plans

Orders and plans can be filtered using the filters at the top of the page.

  1. Click one of the filter names below.
  2. Select the values you want to apply. You can select one or more. When more than one value is selected, the system searches for any of the selected values.
  3. Click Apply. Once the filter is applied, you an hover over the filter name to view the selected values.
  4. (Optional) To remove the filter, click Reset.

Show/hide filters

You can choose the filters that appear. All filters appear, by default. Selected filters have a check mark next to their name.

  1. Click Filters (at the top right of the screen).
  2. To select or deselect a filter, click on the filter name.
  3. (Optional) You can search through the list of filters by entering a keyword in the search box.

Available order filters

Order filters - Table
Field Description
Items: (All) Enter the number of items in an order. Only orders with this number of items or higher are shown.
Status
Status Description
All All orders and plans, regardless of status.
Open Purchase orders not sent to the vendor.
Open - Quote Requested Purchase orders sent to the vendor for a quote
Placed

Purchase orders sent to the vendor and plans.

By default, plans have the status Placed.
Order Type
Order Type Description
Approval Plan List of items received as part of an agreement with supplier to send items based on a profile. The library retains the right to return items not needed.
Blanket Order List of items received as part of an agreement with a supplier to send items based on a profile. Vendors do not allow the return of items.
DDA (Demand Driven Acquisitions) Plan List of items received as part of an agreement with supplier to trigger purchase of online materials based on patron usage.
Gift/Donation List List of items received from a specific person or organization for free or at little cost to the library.
Legal Deposit List List of items received as part of an arrangement with a governmental entity to keep some or all of its publications at the library.
Purchase Order List of items created by library to be submitted to supplier.
Standing Order List of items received as part of an agreement with supplier to send items belonging to a series or specific publication.
Total: (All) Enter the total amount of an order. Only orders of this amount or higher are shown.
Vendor To search for a vendor, enter the vendor name in the search box.