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Before using WorldShare Acquisitions

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Discover which settings to review and how to set up a budget before beginning to use WorldShare Acquisitions.

Overview

Before beginning with WorldShare Acquisitions, there are some important steps to take to prepare it for your library's use. These include:

  • Reviewing and modifying relevant settings 
  • Setting up local data for vendors you plan to order from
  • Setting up your first budget

Review Acquisitions settings

Before using any WorldShare Acquisitions features, review the options under Settings > Administration to determine if any changes should be made. Below are some key settings that are recommended to review. To view details about all available administration settings, see Administer your institution configuration for WorldShare Acquisitions.

Budget and Pricing

  1. Click Budget and Pricing accordion to open the accordion.
  2. For Default Budget Period Duration, select the default duration for new budget periods created from the drop-down list.
    • 6 months
    • 1 year
    • 2 years

     Caution: This field is not currently working as expected. OCLC recommends not using it to set a budget period duration at this time.
  3. For Institution Currency, confirm that the selected currency in the drop-down menu is correct. If the listed currency is incorrect, contact OCLC Support in order to request a correction.
  4. For Default Tax Handling, select the default tax handling to be used on new orders and new invoices from the drop-down list.
    • Tax item cost - Tax is calculated based only on the item cost, rather than the sum of the item price with service charges and shipping.
    • Tax item, shipping, and service costs - Tax is calculated based on a percentage of the sum of the item price along with the service charges and shipping costs.  Use when service charges and shipping costs are also taxed.
    • Include taxes in costs - Tax is included in the unit price of the item itself.

     Note: The default tax handling can be overridden manually in an order or invoice.

Receiving and Local Holding Record

  1. Click Receiving and Local Holding Record to open the accordion.
  2. For Default Shelving Scheme, select the shelving scheme to use for new local holdings records created by Acquisitions during receiving from the drop-down list. Your selection also determines which call number from the bibliographic record to pull into the Receiving and Invoicing screen in Acquisitions.
    • Dewey Decimal - Also pulls in the Dewey Decimal call number from the bibliographic record into the Receive and Invoice screen.
    • Library of Congress - Also pulls in the Library of Congress call number from the bibliographic record into the Receive and Invoice screen.
    • MARC Code
    • National Library of Medicine - Also pulls in the NLM call number from the bibliographic record into the Receive and Invoice screen.
    • Other
    • Shelved Separately
    • Shelving Control Number
    • Superintendent of Documents
    • Title
    • Unknown
  3. For Local Holding Record Pricing, select how the price of any local holding records created by Acquisitions is calculated.
    • None - No price is set when creating the Local Holding Record.
    • Unit Price, plus Taxes, Shipping, and Service Charges - Sets the price of the Local Holding Record based on the total price of the order item, including unit price, taxes, shipping, and service charges. 
    • Unit Price - Sets the price of the Local Holding Record based only on the unit price of the order item.
  4. For Set Arrival Date, select the checkbox to display the dialog to set the arrival date after receiving an item.
  5. For Receiving Alerts:
    • Select the Holds checkbox to receive an alert when an item being received has a hold on it.
    • Select the Requestor checkbox to receive an alert when an item being received has a requestor.
  6. For Expected Fulfillment Period, enter the number of days after an item is ordered (for purchase order items) or added to the order (for plan orders) to set for the Expected Fulfillment Date. This can be set for:
    • One-Time Monographs
    • One-Time E-Products 

       Note: If you leave blank, the expected fulfillment date will not be set by default unless you assign an Expected Fulfillment Period for the vendor.

  7. For Use most recent call number for additional copies of order item, select the checkbox to have the call number of subsequent copies in an order pre-filled with the call number from previously received copies of the same order.

Set up order shipping and billing defaults

You can set a default shipping and billing address to be assigned to all new orders. All addresses included in the drop-down lists are populated from the WorldCat Registry information entered for the institution in OCLC Service Configuration. For more information, see Name and Location.

  1. On the left navigation, click Settings > User Preferences.
  2. From the Shipping and Billing Defaults accordion:
    1. Set a default shipping address.
      • Select a default shipping branch from the Shipping Branch drop-down list.
      • Select a default shipping address name from the Shipping Address Name drop-down list.
    2. Set a default billing address.
      • Select a default billing branch from the Billing Branch drop-down list.
      • Select a default billing address name from the Billing Address Name drop-down list.
        Or
      • Select the Same as shipping address check box to set your default shipping address as your default billing address.
  3. Click Save. The next time you create an order, the default shipping and billing address will be set based on your selections.

Manage vendors

The process of creating or enabling a vendor and editing local vendor fields is required before you can perform WMS Acquisitions transactions such as ordering and invoicing. For each vendor you plan to use you will need to enable them for use and add your library's local data. You will only need to create a new vendor if it does not already exist in the system. Before creating a new vendor, Search for the vendor to make sure the vendor does not already exist.

Watch video

Title Length Description
Manage vendors 11:00 This video shows how to enable a vendor for transactions, how to edit local fields in a vendor record, and how to add a new vendor in WorldShare Acquisitions.

(Optional) Create a vendor record

 Caution: Ideally, another library has already created the vendor record you need. Before creating a vendor record, Search for a vendor to make sure the vendor does not already exist. Only create a new vendor record if the vendor does not already.

To create a new vendor:

  1. In the left navigation, click Vendors > New Vendor.
  2. Fill in the relevant fields in the sections that make up the vendor information (General, Links & Logins, Addresses, Contacts, etc.). Follow local practice. Most fields are self explanatory. See Vendor fields for more information.

     Note: The vendor will be automatically selected for use.

  3. When finished, scroll to the upper-right corner of the screen and click Save.
  4. To share the vendor record with other libraries, click Publish. See Publish a vendor.

     Note: A vendor must be saved before it can be published. Once it has been published, it cannot be unpublished.

 Note:

  • Asterisks (*) indicated required fields.
  • All vendor fields have a character limit of up to 255 characters.
  • Contacts and Acquisitions Settings are the most common settings that need to be configured.
  • Interacting with vendor records will differ for branch-based acquisitions users. See About branch-based acquisitions.
General

If you have published a vendor record (shared it with other libraries in your region), any edits to General information affect all libraries using this vendor. 

Field Description
Vendor name* The name of the vendor.
Country The country of the vendor.
Roles The role the vendor plays for libraries (e.g. publisher, retailer, etc.). Click Show Options to select a role.
Language The language used for communication with the vendor.
Relationships Use to indicate relationships between different companies, units within a company, or other corporate relationships (distributor, etc.).
Links & Logins

List URLs to vendor services/products, along with User IDs and passwords, if needed. 

Some fields need explanation:

Field Description
Active (check box) (only editable after saving)

Checked: Link is relevant to library and displays on the Active tab

Unchecked: Use to indicate the link is no longer relevant, link moves to the Inactive tab
Addresses
Some fields need explanation:
Field Description
Active (check box)

Checked: Address is current for the vendor and displays on the Active tab

Unchecked: Use to indicate address is no longer relevant, address moves to the Inactive tab
Address role Use to indicate the kind of address (e.g. billing, shipping). Click Show Options to select a role.
Default (check box) Select the check box to indicate the default address.
Contacts
Some fields need explanation:
Field Description
Active (check box)

Checked: Contact is relevant to library and displays on the Active tab

Unchecked: Use to indicate contact is no longer relevant, contact moves to the Inactive tab
Contact short name Name preferred by contact.
Language

The language used by the contact. Notifications will be sent to the contact in the selected language.

Available languages include:

  • Arabic
  • German
  • English
  • Spanish
  • French
  • Italian
  • Japanese
  • Korean
  • Dutch
  • Chinese Simplified
  • Chinese Traditional
Allocated address An address allocated to a contact.
Partner Exchange Services (upload files)

For information on uploading files, see Import.

Identifiers

These identifiers are unique to the vendor.

Identifier Description
WMS Vendor ID The identifier used in API calls by your library or by library partners. This is generated automatically, and cannot be edited. This field is included as part of the WMS Accounting System Invoice Connector .json file export.
URL The Uniform Resource Locator (URL) value(s) for the vendor.
Tax Number Tax number(s) for the vendor.
Previous Vendor Name Previous name(s) for the vendor.
Alternate Vendor Name Alternate name(s) for the vendor.
FEIN The Federal Employer Identification Number (also known as Federal Tax Identification Number) is a nine-digit number issued by the Internal Revenue Service to track a business's tax returns.
SAN The Standard Address Number (SAN) is a seven-digit numeric identifier used to identify organizations and businesses interacting with the publishing industry (including book and serial manufacturers, libraries, publishers.)
OCLC Symbol The three or five-character code assigned by OCLC to identify a member institution.
ISBN Prefix The ISBN prefix for the vendor.
Additional Identifiers Select an additional identifier from the Type drop-down list and then enter the associated value.
 
Type Description
GLN Global Location Number A number used to uniquely identify a physical, functional, or legal entity. This number is also referred to as the International Location Number (ILN).
ILN International Location Number A unique number used to identify a physical, functional, or legal entity.
ISIL International Standard Identifier for Libraries A unique identifier assigned to libraries and related organizations, such as archives and museums, by the International Standard Identifier for Libraries and Related Organizations (ISIL), ISO 15511.
MARC Marc Organisation Code A short alphabetic code used to represent names of libraries, organizations, and institutions that need to be identified in cataloging and in bibliographic control. See MARC Code List for Organizations for more information.
NCES Identifier of National Center for Education Statistics The unique identifier assigned to an LEA or school by the National Center for Education Statistics (NCES).
WorldCat knowledge base ID The collection ID assigned to a knowledge base collection.
Local identifiers

These identifiers are unique to your library.

Local Identifier Description
Vendor Number An ID number assigned by your instance of WMS, in the same way order numbers are assigned.
Match Codes

Used when a code is needed to identify (match) vendors in other systems. Using the same match code for the same vendor in both WMS and other systems facilitates sharing vendor information between systems.
Accountancy System ID Used to track the identifier used by your parent institution's financial system. OCLC recommends using this field for your enterprise resource planning (ERP) system. This field is included as part of the WMS Accounting System Invoice Connector .json file export.
ILS Supplier Number Used to track the identifier used by your previous ILS. 
GST Registration Number A unique, 15-digit identification number issued to a business registered under the Goods and Services Tax (GST) on the basis of the PAN number of the business. The last digit is a checksum number. This field is included as part of the WMS Accounting System Invoice Connector .json file export.
PST Registration Number A unique, 11-character identification number (e.g., PST-1234-5678) issued to a business registered under the Provincial Sales Tax (PST). This field is included as part of the WMS Accounting System Invoice Connector .json file export.
Bank Account Info
Some fields need explanation:
Field Description
Payment Recipient The name of the payment recipient for the vendor.
Bank Code The numeric code assigned by the central financial institution to all of its licensed member banks or financial institutions.
Account Number A unique number of several (often eight or nine) digits used to identify the account at a financial institution.
Bank Identifier Code (BIC) / SWIFT codes A unique identification code for both financial and non-financial institutions assigned by the Society for Worldwide Interbank Financial Telecommunication (SWIFT).
International Bank Account Number (IBAN) An internationally-established unique number consisting of up to 34 alphanumeric characters comprising: a country code; two check digits; and a number that includes the domestic bank account number, branch identifier, and potential routing information.
Customer/Account Numbers

Numbers used to indicate how orders are handled (monograph, serials, rush handling, children's materials, etc.)

Acquisitions Settings

Some settings need explanation:

Acquisitions Setting Description
Currency The currency the vendor uses.
Expected Fulfillment Period For Expected Fulfillment Period, enter the number of days after an item is ordered (for purchase order items) or added to the order (for plan orders) to set for the Expected Fulfillment Date. This can be set for:
  • One-Time Monographs
  • One-Time E-Products 

     Note: If you leave blank, the expected fulfillment date will not be set by default unless you assign an Expected Fulfillment Period for the vendor on the Administration page.
Default Contact The default contact at the vendor.
Default Delivery Method The default delivery method of the vendor.
Specific Notification Settings
Notification Setting Description
Action The action you want to notify the vendor about (Ordering, Cancellation, etc.).
Contact The vendor staff person who should receive the notification. 
Delivery Method The delivery method used to notify the vendor (E-Mail, Print, FTP, etc.).
FTP Profile The FTP profile associated with the notification.
Edifact Notification Settings See EDIFACT messages for vendors.
Notes

Click Add Note to enter a free text note about the vendor.

Watch a video

Manage vendors

Run time: 11:02

This video shows how to enable a vendor for transactions, how to edit local fields in a vendor record, and how to add a new vendor in WorldShare Acquisitions.

 

(Optional) Publish vendor

After you create a new vendor record, save the information and publish it to share with other libraries. Publishing a vendor allows other libraries to order from it without having to repeat the work you did to create it.

  1. When finished creating the vendor, click Publish in the upper-right corner of the screen.
  2. On the Publish Vendor screen, choose the vendor addresses and contacts you want to publish.

     Note: After publishing, you cannot change the vendor name or addresses and contacts you published, and you cannot unpublish the vendor.

  3. Click Publish Vendor for Use by All Libraries.
  4. On the Publish Vendor window, click Publish.

Set up budget

Before you can start using WorldShare Acquisitions you must set up your first budget. Even if you or someone at your institution has already set up your budget, it’s useful to understand the budget structure and fund levels before you begin ordering.

Watch video

Title Length Description
WorldShare Acquisitions Best Practices: Setting up a budget (Requires Community Center login) 50:07 This 50-minute session focuses on planning a budget, entering the budget in the system, creating funds, and reviewing the budget after creation.
Setting up a budget 19:45 This video demonstrates the recommended best practices for setting up a budget in WorldShare Acquisitions.

This workflow describes the steps to take when setting up a budget for the very first time, in addition to important facts to keep in mind when creating your budget.

 Note: Branch-based acquisitions users may only create a budget for a branch they have the appropriate permissions for. See About branch-based acquisitions for more details.

Step 1: Decide when you want to start using WorldShare Acquisitions for ordering

The first thing you must do before you begin to create your budget is to decide when you want to starting using WorldShare Acquisitions for ordering. Specifically, do you want to start at the beginning of the next fiscal period, or do you want to start part of the way through the current fiscal period? There is some added complexity when starting a budget in the middle of a fiscal period (noted below), but if you choose to start at the beginning of the next fiscal period, you will likely have to duplicate your effort by receiving items previously ordered in your old acquisitions system while adding newly ordered item records in WMS.

Step 2: Create a budget

Once you have decided when to start using WorldShare Acquisitions for ordering, you can create your budget.

  1. On the left panel, click Budgets.
  2. Click New Budget.

Step 3: Enter the start and end date

On the budget you created, enter the start date and end date of the budget period. You can do this by setting the start date and selecting the appropriate time period (typically one year).

If you are creating a budget for the next fiscal period:

  1. Enter the Start Date and select the budget period (6 months, 1 year, or 2 years). The End Date for the fiscal period will then be automatically populated.

If you are creating a budget for the current fiscal period, you have two options:

  • Set the Start Date to today's date or any date on which you want to begin using Acquisitions and manually adjust the End Date to match the current fiscal period's end date after creating the budget, or
  • Set the Start Date to the date the fiscal period actually began (in the past) and set the Period to the appropriate value.

Step 4: Create funds

See Create funds.

 Note: As soon as you create the first fund, your budget will be immediately enabled for use.