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Import invoice and shelf-ready data from MARC file

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Discover how to import invoice and shelf ready data from a MARC file in WorldShare Acquisitions.

 Note: You can automate file retrieval and import. See Automate file retrieval and import.

Basics of importing invoice and shelf-ready data

The following tables outline the information that should be included in the data files you receive from your vendor. The data files must be set up by you and your vendor before you can import data files into WorldShare Acquisitions. You can provide your vendor with the information on this page to confirm they can supply you with the data in these fields.

MARC invoice data

The following information should be included in the invoice data file you receive from your vendor.

 Note: If decimal points are not used, the system adds them at the end. For example, 56 becomes 56.

MARC invoice data - Table
MARC Element in Acquisitions Required Input type Descrizione
981 $y WMS Order Item Number1 x (optional if Vendor Order Item Number is provided) String (Maximum: 40 characters) Unique identifier assigned by WMS for a specific item ordered.
981 $z Vendor Order Item Number1 x (optional if WMS Order Item Number is provided) String (Maximum: 40 characters) Unique identifier provided by a vendor for a specific item ordered.
990 $b Prezzo unitario   Decimal (Maximum: 9,999.99) Cost for a single unit of an item. (Do not include tax or discount, if you plan to include these as percentages in the 980 $h or $i.)
990 $c Service Charges (per unit)   Decimal (Maximum: 999.99) Service charges for a single unit of an item (e.g. $1.00 for Quantity of 5 equals $5.00).
990 $h Tax Percentage   Decimal (Maximum: 100.000) Percentage of tax applied to price by vendor.
 

 Nota: 

  • You can assign a percentage value up to three decimal places (e.g., 7.745%).
  • I valori percentuali con quattro cifre decimali saranno arrotondati a tre cifre decimali (ad esempio, 7,7454% sarà arrotondato a 7,745%).
  • By default, the percentage value has two decimal places unless a third decimal place is entered.
990 $i Percentuale di sconto   Decimal (Maximum: 100.00) Percentage of discount applied to price by vendor.
990 $n Quantity Invoiced   Integer (Maximum: 999) Total number of copies invoiced by your library for this Order Item.
990 $s Shipping and Handling (per unit)   Decimal (Maximum: 999.99) Shipping and handling charges for a single unit.
990 $x Tasso di cambio   Decimal Exchange rate for the invoice, if currency is not the same as Library Currency. Used sparingly.
991 $f Data fattura x ISO 8601 date format Date invoice was created by Vendor. Use the YYYY-MM-DD format.
991 $m Numero fattura x String (Maximum: 256 characters) Number used by vendor to identify a specific invoice.
1. Used to match invoice item to item ordered. If the invoice data file contains the WMS Order Item Number and the Vendor Order Item Number, the system will use the WMS Order Item Number as the match point.

Notes when setting up invoice data import

  • È possibile importare le spese di servizio e di spedizione solo a livello di voce di fattura utilizzando il formato del record MARC. Per importare le spese di servizio a livello di fattura, utilizzare il formato EDIFACT.
  • Item level service charges are imported per unit. This means that the service charge will be multiplied by the quantity to calculate the full service charge for the item. This could result in higher-than-anticipated service charges if the quantity is greater than one.
  • Le imposte a livello di articolo possono essere importate solo come percentuale, non come importo.

MARC shelf-ready data

The following information should be included in the shelf-ready data file you receive from your vendor.

MARC shelf-ready data - Table
MARC Element in Acquisitions Input type Descrizione
959 $b Codice a barre String (Maximum: 32 characters) Barcode or piece designation.
959 $t Prefisso String (Maximum: 25 characters) Prefix of call number (e.g. REF)
959 $u Class Number String (Maximum: 100 characters) Classification part of call number. (If you cannot separate call number into separate parts, include all parts in the class number.)
959 $v Cutter/Item Number String (Maximum: 25 characters) Cutter or item part of the call number.
959 $w Suffisso String (Maximum: 25 characters) Suffix of call number (e.g. SPAN)
981 $y WMS Order Item Number1 String (Maximum: 40 characters) Unique identifier assigned by WMS for a specific item ordered.
981 $z Vendor Order Item Number1 String (Maximum 256 characters) Unique identifier provided by a vendor for a specific item ordered.
1. Used to match invoice item to item ordered. If the invoice data file contains the WMS Order Item Number and the Vendor Order Item Number, the system will use the WMS Order Item Number as the match point.

Import invoice and/or shelf-ready data instructions

Instructions vary, depending on the type of invoice you are importing (MARC or EDIFACT). If your invoice and shelf-ready data are included in one file, you will only need to import the file once. If your invoice and shelf-ready data are on two files, you will need to import each file.

 Note: Shelf-ready data only applies to single part monographs.

Upload file

 Note: A vendor must be marked as In Use in order to upload data.

  1. From the left navigation, expand Vendors.
  2. Search for the vendor whose data you are importing.
  3. From the vendor search results, click the Vendor Name.
  4. In the vendor record, click the Partner Exchange Services accordion.
  5. Click Upload File.
  6. On the Import Data window, from the Type list, select Import invoice / shelf-ready data (MARC).
  7. Click Choose File.
  8. Locate the invoice and/or shelf-ready data file on your computer. Click Open.
  9. Click Upload.
  10. The system confirms your file has been uploaded.
  11. Click Cancel or the x in the upper right corner to close the Import Data window.
  12. Se avete caricato solo i dati della fattura, andate su Rivedi fattura e voci di fattura.
  13. Se sono stati caricati anche dati pronti per lo scaffale, andare anche su Ricevi articoli pronti per lo scaffale.

Esaminare la fattura e le voci della fattura

The file you uploaded appears in the first row of the Processing Log. If you do not see the file in the table, click the Refresh button (Pulsante di aggiornamento) above the table. After you upload the file, you will also receive an email with the file's import details.

  1. Il sistema crea una fattura in base ai dati importati.
  2. The Details column links to the invoice created as a result of the upload. In the Details column of your invoice import, click the Invoice: link. This will bring you to the invoice with the items already added.
    • Gli importi degli articoli, gli sconti, le spese di servizio e le imposte verranno inseriti se inclusi nel file di dati della fattura.
    • Riceverete anche una notifica via e-mail che vi indicherà lo stato dell'importazione e di ciascun articolo. Il testo dell'e-mail è visualizzabile anche nella colonna Dettagli del registro di elaborazione.
  3. To pay the invoice, go to Pay invoice.

Receive shelf-ready items

There are two ways to receive shelf-ready items:

  • Utilizzando i link nei registri dei Servizi di Scambio Partner
  • Utilizzo della schermata Ricezione e fatturazione

Receive shelf-ready items using the Partner Exchange Services logs

Follow the instructions below if you imported a shelf-ready data file.

  1. From the left navigation, expand Vendors.
  2. Search for the vendor whose files you imported.
  3. From the vendor search results, click the Vendor Name.
  4. In the vendor record, click the Partner Exchange Services accordion.
  5. In the Processing Log, in the Details column, click the first Receive: link. This will bring you to the Receiving screen.
  6. Nella navigazione a sinistra, sotto Ricezione e Fatturazione, nell'elenco Azione, selezionare Ricezione.
  7. For each item:
    1. The call number and barcode of the item will be populated.
    2. Place your cursor in the Barcode field and press <Enter> to receive the item.
    3. The item appears in the Item(s) processed in this session section at the bottom of the screen. The item is received and a local holdings record is created.
  8. Repeat process if there are additional Receive: links listed in the Details column of the Processing Log.

Ricevere gli articoli pronti per lo scaffale utilizzando la schermata Ricevi e Fattura

  1. From the left navigation, expand Receive and Invoice.
  2. Selezionare Monografia dall'elenco a discesa Tipo di elaborazione.
  3. Selezionare Ricevi dall'elenco a discesa Azione.
  4. Fare clic su Visualizza elementi.
  5. Selezionare Numero d'ordine dall'elenco a discesa Ricerca.
  6. Enter the order number (e.g., PO-20218-15) in the Search Text form field and press <Enter> to bring up all items on the order.
    Or
    Do one of the following for each item:
    • Select Title from the Search drop-down list and enter the title in the Search Text form field, then press <Enter>.
    • Select ISBN from the Search drop-down list and enter the ISBN in the Search Text form field, then press <Enter>. The ISBN can be scanned from the UPC barcode.
    • Select Barcode from the Search drop-down list and enter the Barcode of the item (if imported in the shelf-ready data) in the Search Text form field, then press <Enter>.
  7. For each item:
    • The call number and barcode of the item will be populated. (You can verify the call number and barcode are correct.)
    • Place your cursor in the Barcode field and press <Enter> to receive the item.
    • The item appears in the Item(s) processed in this session section at the bottom of the screen. The item is received and a local holdings record is created.