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WorldShare Acquisitions Release Notes, June 1, 2023

 

Release Date: June 1, 2023

Introducción

This release of WorldShare Acquisitions provides 3 new features and enhancements in addition to numerous bug fixes. These features will help you manage more complex workflows, including:

  • View and edit new purchase request fields, including order item fields, proposed vendor, currency, etc.
  • View links in purchase request workflow confirmation messages
  • View WMS Vendor ID for vendor

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.

Acción

None at this time.

Follow-up actions

In an effort to keep your staff informed of new features and changes, you may also want to consider these items.

Acción

Consider using additional fields in purchase requests or even using purchase requests for the first time.

New features and enhancements

View and edit new purchase request fields, including order item fields, proposed vendor, currency, etc.

You can now view and edit many additional fields on the purchase request. This includes:

  • Fields currently on the order item
    • Valor estadístico
    • Display in WorldCat On-Order flag
    • Ajuste de renovación
    • Cantidad
    • Branch and Shelving Location
    • Pricing fields (all current order item fields)
    • Budget/Fund (excluding accrual mode)
    • Campos personalizados
  • Fields new to purchase request and order item
    • Request Number (system-generated)
    • Vendedor propuesto
    • Proposed Currency
    • Proposed Exchange Rate
    • Proposed Tax Handling
    • URL del artículo del vendedor
    • Request Source URL

These fields will save you time and effort entering these values on the order item. Now, you can enter these fields on the purchase request, and they will be preserved upon ordering the purchase request. In this way, you can prepare your purchase requests completely prior to ordering with all relevant details. When the API for purchase requests is released in the coming months, this will also allow you or vendor partners to create purchase requests for your library with all relevant details, including proposed vendor and price. Additionally, new URL fields will allow you to link back to the item in the system where the request originated or in the vendor catalog. Overall, this expands the functionality around purchase requests greatly, allowing libraries the option to do all relevant preparation of items considered for purchase before adding these items to an order.

To use these new purchase request fields:

  1. First create a purchase request by searching Discover Items, Discover Collections, or Local Resources and clicking on Add to... Purchase Request.
  2. This will open the new purchase request dialog. The fields in the purchase request dialog remain the same as previously.
  3. Upon saving the new purchase request, a success message will display on the page with a link to the purchase request. Click on this link to open the purchase request.

    purchase-request-create.png

  4. On the General tab are many new fields for the purchase request.
  5. Some of these fields are currently on the order item but now also display on the purchase request. These include:
    1. Valor estadístico

      stats.png

    2. Display in WorldCat - On-Order flag (only appears when Processing Type is Monograph)

      display.png

    3. Renewal Setting (set to Renew by default, as with order items) 

      renewal.png

  6. Some of these fields are completely new to WMS Acquisitions. These include:
    1. Proposed Vendor - Select an In Use Vendor as the vendor you plan to order this purchase request from. (The Proposed Vendor fields becomes read-only when the purchase request is added to an order.)
    2. Vendor Item URL - Click "Add URL" and enter the URL of the item in the vendor catalog in the resulting dialog.  Click save.
    3. Request Source URL - Click "Add URL" and enter the URL of the material where this request came from (e.g. course reserves system, etc.). Click save.
    4. Request Number - Auto-generated system identifier for the Request. Has format PR-YYYY-#

      new-fields.png

  7.  The Location tab now also appears for the purchase request, as well as the order item, including the following fields:
    1. Cantidad
    2. Rama 
    3. Ubicación de la estantería 

      location.png

  8. The Pricing tab now appears for the purchase request, as well as the order item, with the following standard pricing fields:
    1. Precio unitario
    2. Cantidad
    3. Porcentaje de descuento
    4. Service Charges (per-unit amount)
    5. Shipping (per-unit amount)
    6. Tax 1 Percentage
    7. Tax 2 Percentage 

      pricing.png

  9. Additionally, in the Pricing tab below the pricing data, is a new set of data called Proposed Pricing Settings. This includes several new fields that currently only appear at the order-level but now can be set at the level of the individual purchase request:
    1. Tax Handling: This includes the same three values from the order item, and when changed, adjusts the tax calculation on the Pricing Settings above.
    2. Moneda
    3. Exchange Rate: Only appears if the Currency is something other than the library's budget currency. Users can click "Use Current Rate" to enter the current exchange rate for the given currency. proposed.png
  10. The Proposed Pricing Settings only appear when the purchase request is not ordered. After you order the purchase request, these are replaced by "Pricing settings from order" which displays these same fields from the order. These pricing settings from the order are used for calculating the taxes and overall amount encumbered on the budget instead of the proposed pricing settings. If you delete the purchase request from the order, the "Proposed pricing settings" return with their previous values.order.png
  11. The Budget/Fund tab now appears for the purchase request as well as the order item. The only functionality not available for purchase requests is the "Accrual mode" feature. Otherwise, you can split the cost of the purchase request between funds by percentage and amount just like you can on the order item. 

    budget.png

  12. A few notes about the use of budget/fund data on purchase requests:
    1. In a future release, purchase request data will also be surfaced in the Acquisitions universe in analytics, so that you can create reports using your purchase request data.
    2. Currently, the budget page does not report on the amount of "pre-encumbered" (amount for purchase requests and open order items) but this could come in the future.
    3. You cannot disable a fund for all uses if it is used on a purchase request. (This already applies to funds used on order items and invoice items.)
  13. The Custom Fields tab now appears on the purchase request just like on the order item. This allows you to enter values for any custom field configured to display on order items.

    customr.png

  14. In addition, you can search and filter purchase requests by all of the same fields that you can search and filter on for order items, including:
    1. Pantalla para descubrir
    2. Ajustes de renovación
    3. Cantidad
    4. Precio unitario
    5. Fund Code
    6. Período presupuestario
    7. Campos personalizados
  15. You can also search both purchase requests and order items by the Proposed Vendor field.  
  16. To add a purchase request to an order, click "Approve and Order" at the top of the purchase request page. (Or select one or more purchase requests from the purchase request search and click "Approve and order.") 
  17. During this process of adding a purchase request to an order, you can apply an order item template just like before. However, the behavior is very complicated, as we do not want to override field values entered on the purchase request with values from the order item template. For this reason, the following logic is used:
    1. If the value of the field is null in the purchase request, the value from the order item template is applied. This goes for the following fields:
      1. Solicitante
      2. Número de pedido del proveedor
      3. Presupuesto/Fondo
      4. Campos personalizados
    2. For Quantity, there is now an "Apply quantity from template" checkbox which displays next to the order item template. This determines if the quantity from the template or from the purchase request is used.

      quantity.png

    3. If the value of one of the pricing fields is 0.00 on the purchase request, the value from the order item template is applied. This goes for:
      1. Precio unitario
      2. Porcentaje de descuento
      3. Service Charges (per-unit amount)
      4. Shipping (per-unit amount)
      5. Tax 1 Percentage
      6. Tax 2 Percentage
    4. For Notes, both the notes from the purchase request and the notes from the order item template are applied to the new order item.
    5. For Display in WorldCat On-Order flag, if the value is yes on either the purchase request or the order item template, the option is checked. Otherwise, it is unchecked.
    6. The following fields are never applied when applying an order item template and are always kept from the purchase request:
      1. Resource Requires Review flag
      2. ISBN/ISSN
      3. Valor estadístico
      4. Fecha de inicio
      5. Fecha final
      6. Ajuste de renovación
      7. Fecha solicitada
      8. Fecha necesaria
      9. Revisor
      10. Set By
      11. Fecha de cumplimiento prevista
      12. URL del artículo del vendedor
      13. Request Source URL
      14. Colocar patrocinador
  18. When adding a purchase request to an order ("Order" or "Approve and Order" buttons at top of the purchase request details page), you will receive a warning if fields on the purchase request do not match fields on the order. This includes the following fields on the purchase request and order:
    1. Proposed Vendor - Order Vendor
    2. Proposed Currency - Order Currency
    3. Proposed Exchange Rate - Order Exchange Rate
    4. Proposed Tax Handling - Order Tax Handling 

      warning.png

  19. However, if you ignore the warning and confirm ordering of the purchase request, the new order item will use the values for these fields from the order.

View links in confirmation messages

You can now view links in the confirmation messages when creating a purchase request and adding a purchase request to an order. This will save you time and effort finding these materials after you create them. Previously, when you created a purchase request or added a purchase request to an order, a success message displayed but no link was provided to the new purchase request or order. Now, these links appear, so that you can quickly navigate to the new purchase request or order directly from the confirmation message.

To view the confirmation message when creating a purchase request:

  1. Find an item in Discover Items or Discover Collections.
  2. Click on Add to... Purchase Request.
  3. Fill out the purchase request form and click save.
  4. Confirmation message displays with link to purchase request. 

    link1.png

To view a confirmation message when adding a purchase request to an order:

  1. Open either a specific purchase request or search for not ordered purchase requests from the purchase request search.
  2. If on the details page for a purchase request, click on "order" or "approve and order" at the top of page. If on the purchase request search, select some purchase requests and click "order" or "approve and order" at the top of the page.
  3. Follow the prompts in the ordering workflow for purchase requests including:
    1. Confirming the purchase requests you want to order.
    2. Selecting a new or existing order.
    3. Selecting an order item template.
    4. Acknowledging any warnings when adding the item to an order.
  4. When you have confirmed ordering the purchase request, a confirmation message will display with a link to the order to which you added the item. 

    link2.png

View WMS vendor ID for a vendor

You can now view the WMS vendor ID for a vendor. This information was only available via the API before, but now the canonical identifier for the vendor is displayed in the user interface. This allows you to obtain the identifier to use in API calls by your library or by library partners.  

To view the WMS vendor ID for a vendor:

  1. Search for a vendor under Vendor (in the left-hand menu).
  2. Open the vendor by clicking on the Vendor name linkin the search results.
  3. Click on the Identifiers accordion.
  4. WMS Vendor ID appears at the top of the accordion section.

    vendor-id.png

Bug fixes

Change resource for multiple items works for Knowledge base resource items

You can now change the resource for multiple items using the same resource even if the resource in question is a WorldCat knowledgebase resource. Previously, changing the resource for a single item worked for knowledge base items, but not changing the resource for multiple items. Now, both actions work for all item types.

Change resource for multiple items works when withdrawn items are among the items

You can now change the resource for multiple items using the same resource even if one or more of the items are withdrawn. Even though you cannot change the resource for items with withdrawn copies, you should be able to change the resource for multiple order items even if one of the items is withdrawn. In this case, all of the items without withdrawn copies would be changed, but the item with the withdrawn copy would remain the same. Previously, if a withdrawn item was among the items that you wanted to change the resource for, only a subset of the items would be changed. Now, when changing the resource for multiple order items, the resource for all items without withdrawn copies are changed.

Clicking on the expended amount for a fund opens the list of invoice items for the selected budget period

You can now click on the expended amount for a fund (on the budget page) for multiple budget periods at the same time and return the correct list of invoice items for that budget period each time. Previously, if you opened multiple budget periods and clicked on the expended amount link for the same fund in each budget period, only the invoice items from the first budget period selected would display. You had to close out the other budget periods and click on the expended amount again to see the invoice items from that budget period. This problem was fixed, and now you can open multiple budgets and click on the expended amount link for each budget and receive the list of invoice items being expended for that budget period.

Can search by order number when adding a WorldCat knowledge base title to an order

You can now search by order number when adding a title from a WorldCat knowledge base collection to an order. Previously, if you opened a WorldCat knowledge base collection in Discover Collections, viewed the titles for this collection, and attempted to add a title to an order, you could add it successfully in most cases, but if you tried to search by the order number of the order in the Add item to Order dialog, you received a message asking if you wanted to leave the site. This made searching by order number in this case impossible. Now, however, you can search by order number without receiving this message when adding items of any type to an order.

Important links

Support website(s)

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