Key decisions for using Acquisitions
Discover the key decisions that should be made before ordering, receiving or invoicing in WorldShare Acquisitions.
Set-up
- Make decisions about staff responsibilities:
- Who can assign roles in general?
- Who can order materials?
- Who can receive and invoice materials?
- Do accounting guidelines require that these staff be separate?
Ordering and receiving
- Choose which type of ordering you will use:
- EDI
- Vendor ordering website
- Third party service (Amazon, thrift books, etc.)
- Decide what the length of your in-process status should be for different locations.
- Refer to Collection Type Policy
- Consider the length of time that may be needed to process and catalog a title
- Make decisions on how cataloging will be incorporated into your workflows:
- Decide who will select the record for an order item
- For single-part monographs, decide who will review this record and when will they review it (i.e. before receiving or after receiving)
- Changing the record in Acquisitions will update it elsewhere as well
- For multi-parts, decide who will create LHRs/item records and how will they be notified when to do so
- Decide if record selection will be reviewed by cataloging and if so at what time (i.e. before receiving or after receiving)
Invoicing
- Decide if you will mark items as ready before marking them as paid.
- If yes, choose a reviewer on your staff who will finalize invoice status.
- Decide whether you would like to export your data to import into your campus accounting system.
- The Mark as Ready option is used to trigger invoices for export.
- For more information, see Mark as Ready and Integrate invoice information with your financial system by implementing the WMS Accounting System Invoice Connector.