Receive, catalog, and invoice monographs at the same time
How to "receive" and "invoice" single-part monographs in WorldShare Acquisitions.
Books ordered through one of our vendors will already have a catalog record in the public WMS Discovery system and the availability status for the item will be listed as "On Order" .(Its important that the books be "received" using the existing MARC record - this will reduce the number of on order records that are left by accident in the system long after the book has arrived and has been cataloged and processed . If the cataloger believes another record is better than the one initially selected- instructions will be listed later in this guide as to how and when to move local holdings to another record.)
Preliminary Steps:
- Open the box and remove copies of the invoice.
- Compare contents against the invoice and check that all titles and copies on the invoice are present and are in good condition.
- Give Acquisitions Librarian 2 copies of the invoice -the master/original copy and 1 more for her records.
Receive and "Invoice" Books
(The "receive" process lets staff know a book has arrived.) To receive a book:
- From the left navigation, click Receive and Invoice.
- In order to receive and invoice items, you must select an invoice or create a new invoice. Usually, you will create a new invoice first.
Create a new invoice
- From the Receive and Invoice panel, click New Invoice
- Enter the Vendor, Invoice Number, and Invoice Date that is on the paper invoice.
- Add the invoice number listed on the invoice
- Enter the vendor name into the Vendor search box in the left panel. As you type, a list will appear showing the vendors in use that match your search. We use 3 vendors:
- Midwest Library Service (Bridgeton (US))
- Alibris2 (undefined US)
- Emery-Pratt Company (Owosso (US)) (don't use the other one for Emery-Pratt that has (Undefined) as the location)
- For date, change the date to the date on the invoice.
- For tax handling -leave it at tax item cost.
- Click Save.
Add Items to the Invoice
- Click View Items. (This will bring up all items on order from the same vendor listed in the vendor name section of the invoice you just created. (If the list is too long you can also add a search terms in the search text box to narrow the number of results. Just remember to also select the correct field from the dropdown menu-the default is the title field.)
- 2. You will then see Call #/Barcode Boxes besides each title that is displayed in the results.
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- (If the box is grayed out and you can't enter text, you probably forgot to add a new invoice first. Add the new invoice, then click View Items again)
3.In the Call# column, fill in the call number fields. Follow local practice as listed.
4. Fill in the barcode field (use scanner or type barcode). If you type in the barcode, press <Enter> to receive and invoice the item (the cursor must be in the barcode field when you press <Enter>) -this action will change the status of the item to "Received"
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- 5. Continue receiving and invoicing the rest of the items that are on the invoice.
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- 6. Next steps:
- Optionally you can Print labels for received items.
- To edit the item record, click the barcode. (You can move the holdings to another MARC record by going to the LHR (Local Holdings Record) for that copy/item.
- Select Record>Move to a Different Bibliographic Record>
7. The acquisitions librarian will review the invoice and the items on the invoice -then she will select pay an invoice.
- The "invoice" process, in this library, is used only for the library's internal recording keeping. The actual payment for an invoice is done by Ms. Pettus and Dr. Youmans and Accounts Payable. So even when the invoice button "Pay" is selected by a Technical Services staff member, no actual payment is generated. (It can also easily be "unpaid" if a correction is needed to the invoice.)
) next to the order item title.
