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This session will cover new features, enhancements, improvements, and bug fixes for Acquisitions & Circulation In addition we will provide links to recent updates of related services. 2
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New Feature Send EDITFACT order message via email Enhancements Include subscription start date in order message Match previous order item number when processing EDIFACT invoices for subscriptions Bug Fix Stop rounding totals to the nearest whole value 4
Send EDIFACT order message via email Libraries can notify a vendor of an order by emailing an EDIFACT order message. This helps libraries create orders in WMS and transmit this information to the vendor without having to re key information into the vendor system. EDIFACT : Electronic Data Interchange For Administration, Commerce and Transport ISO 9735 The EDIFACT standard provides: a set of syntax rules to structure data an interactive exchange protocol (I EDI) standard messages which allow multi country and multi industry exchange To send an EDIFACT order message via email, select this option when notifying a vendor about an order. It will appear in the Method dropdown, along with Print and E mail (HTML). The EDIFACT content will appear both in the body of the message and as an attachment to the email. 5
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So, after you ve contacted your vendor to determine the Type of ID and the vendor numbers associated with these, you would select a TYPE for each of the 4 vendor and library ID fields on the Vendor record under Acquisitions settings. Note that there are two sets of IDs, the UNB IDs and the NAD IDs and each of these has a vendor ID and a library ID. The UNB and NAD Vendor Identifiers will then need to be entered in the Acquisitions settings Identifiers area of the Vendor page and the UNB and NAD Library Identifiers will need to be entered in the WorldCat Registry Identifiers in Service Config If a type and value for all 4 IDs are not selected, you will get an error message when trying to place an order via EDIFACT email notification in WMS Acq and you will need to go back and configure the settings. We will now go through the steps of configuring these settings and placing an order. 7
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Go to the order you re ready to place and use EDIFACT email notification. Click on Place Order. 9
IF you have not added ISBNs/ISSNs to all of the order items, it s important to add them for EDIFACT email orders since the vendor will likely require them. 10
After adding any missing ISBNs/ISSNs, click on Place Order again. Then click in the check box to Notify vendor if it s not already selected. Then click on Place Order. 11
If you select the method E mail (EDIFACT) before configuring the EDIFACT notification settings, you will get an error message, telling you that you can configure your settings for this vendor under Acquisitions settings on the vendor page. Remember before you can do this, you will need to contact your vendor to find out specific settings required and the ID numbers the vendor. 12
When you ve done that, go to Manage Vendors, search for the vendor you re using, and click on Acquisitions settings. 13
Under Specific Notification settings, select Ordering from the Action column, and then select a contact. 14
Then open the Delivery Method dropdown and select Email (EDIFACT) 15
Then click on Save on the top right side of the screen. 16
Next go to the Edifact Notification Settings and select a TYPE for each for the 4 Vendor and Library Identifiers. 17
For the Vendor Ids, SAN, GLN and ISIL, you ll need to add the values under Identifiers also on the vendor record. The local vendor number is system supplied and can be viewed under Local Identifiers. If you select Vendor supplied or Library supplied number, you will need to enter the number in the text box that appears when you make that selection. 18
For this example, I m choosing SAN for all four Identifiers. SAN stands for Standard Address Number is probably the most often used type of ID. 19
Next, I ll click on Save at the top right. 20
Next I need to go to the Identifiers section of the vendor record and enter the value for the SAN that I ve received from my vendor. There is dropdown to select another type of ID, such as GLN or ISIL and a text box for entering the number. 21
After entering the SAN 22
I ll click on Save again. 23
The next step is to add the library identifiers in Service Config. After logging in, click on WorldCat Registry 24
Next, click on Identifiers 25
Then select the Type from the Dropdown list. You will see SAN and the other EDIFACT options in the list 26
After selecting SAN, I then type the number in the Identifier text box and click on Add 27
Then click on Save. The changes will be saved to the Registry, but they will not be immediate. So you may need to wait to place your order 20 30 minutes or so. 28
Then I can come back to WMS Acq, click on Place order with the Email Edifact option selected. And my order will be sent via email in the EDIFACT format. To preview the email, click on Preview and Continue 29
Then you will see the EDIFACT email preview. Click place and send order (or cancel). 30
Enhancements 31
First enhancement: Include subscription start date in order message The library can now send the start date of a subscription in the order message. This lets the vendor know when the library wants the subscription to begin. (Optional) Demo: Go to WMS Acq Discover Items and search for Scientific American OCLC#: 1775222 Add to Order Enter Subs Start Date Jan 2016 Add to order: Serials Swets Oct 2015 Go to Order and add funds, costs, click place order, notify Vendor Continue Preview Email Show subs period on order. 32
The second enhancement is to EDIFACT invoicing. Match previous order item number when processing EDIFACT invoices for subscriptions When importing EDIFACT subscription invoices, the library can use the order item number of a previous order item. This is useful when the identifier of a subscription used by the vendor remains the same from year to year. 33
With this enhancement, anew EDIFACT invoice using an order item number from a previous subscription, will match the most recent subscription item If the vendor provides an order item number that does not match an active subscription in the system but does match a previous year s subscription, the system will detect that an active subscription item exists and will match the most recent subscription renewal order. In this example, the original order for Art in America for the 2014 order has the Order Item Number PO 2014 1022 2. The EDIFACT invoice correctly matches up to the order via the Order Item Number. For the 2015 renewal, WMS assigns an new Order Item Number, PO 2015 112 1. With this enhancement, an EDIFACT invoice imported for the 2015 order with the previous Order Item number for 2014 will correctly match up with the most recent renewal order for this title and the 2015 order will be invoiced. 34
Bug Fix The totals column on the order screen no longer rounds to the nearest non decimal value or chops off the decimals values. This was happening intermittently and the decimal values for the totals were appearing as.00 (even though the actual true values were saved) The actual total values including decimals now displays correctly. 35
Cannot update requestor field Users cannot update the value of the requestor field on the order item details screen in Acquisitions. The user can select and edit a value for this field, but saving the change produces the following error message: An error occurred on the server, please try again later or contact support. The notes field for the order item can be used to track the requestor until the feature is fixed in a subsequent release. 36
Cannot stop or restart claiming for missing issues Users cannot stop claiming or restart claiming for missing serial issues. When the user selects an issue from the Missing Issues list and selects Stop Claiming or Restart Claiming, the issue disappears from the screen as if the action has taken place. When the user views the Missing Issues list again, however, the issue remains on the page with the status of the issue unchanged. We are working to fix this problem in an interim or subsequent release. 37
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Cancel a bill Email receipts to patrons Display patron information on the header of patron receipts Enable search facets in the Circulation interface Allow a separate notification policy for the Hold Fulfillment Policy 39
Cancel a bill To help with correcting bills that were created in error, library staff can cancel a bill. A Cancel Bill option appears as an option for any bill that has not been paid or waived. The Cancel Bill option is not available for bills that have been partially paid or partially waived. When cancelling a bill, provide an explanation in the Notes field. If this is not provided, an Override Acknowledge is needed. 40
Email receipts to patrons Circulation staff can now email patron receipts directly to the patron. Emailed receipts include the same information that appears on the receipts printed with a network printer. Select the Email option from the dropdown list to preview the message. If there is an email address in the patron s profile, the Email input box will be prepopulated. If an email address has not been provided in the patron s profile, the input box will be empty. Library staff will need to input the patron s email address to send the receipt. If the patron wants to use a different email address, library staff can make changes in the Email Preview window. NOTE: Changing the email address on the Email Preview will not change the email address in the patron s profile. 41
Display patron information on the header of patron receipts A new option allows selected patron fields to be displayed on the header of a receipt. This feature is found in Service Configuration WMS Circulation Circulation Receipts. When any patron element is selected, a new Show in receipt title checkbox appears that, when selected, displays the patron field in a larger font at the top of the receipt, as well as in the body of the receipt text. For example, selecting Last Name on the Hold Pickup receipt will display the patron s last name beneath and in the same font as the receipt title. This feature will assist libraries that allow patrons to retrieve their own materials from the hold shelf. 42
Enable search facets in the Circulation interface Facets have been added to Discover Items search result screen when searching All WorldCat and My Library Holdings. Facets allow library staff to refine search results to more easily find the desired title. Select the Hide Facets link to hide the facets display. Hide Facets setting is not persistent. It will be turned back on when you sign in. 43
Allow a separate notification policy for the Hold Fulfillment Policy A separate notification policy can be added to the Hold Fulfillment Policy, allowing libraries to send a specific notice to patrons whose hold request was fulfilled but not picked up at the library. If a notification policy is not specified in the Hold Fulfillment Policy, the system will by default send notices based on the notification policy in the Hold Request Policy. The Hold Fulfillment Policy is found in Service Configuration under the WMS Circulation menu. When setting up the new Notification Policy, the Notification Type must be set to Hold Shelf Expiry Notification. 44
Allow a separate notification policy for the Hold Fulfillment Policy If a notification policy is specified in both the Hold Request Policy and the Hold Fulfillment Policy the notification policy will be applied in following cases: The hold request expires before an item can be found to fulfill the request Hold Request Policy The hold request is deleted Hold Request Policy The hold request is fulfilled but the patron fails to pick up the item Hold Fulfillment Policy 45
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Persist user preferences to the Pull List and Clear Hold Shelf Customization of the columns that are included on the Pull List and Clear Hold Shelf reports are now saved to the user account and will persist in future sessions. Use the gear icon in the upper left corner of each report to select columns appropriate to your library s workflow. 47
Improve support for point of sale (POS) receipt printers This enhancement was necessary because Chrome discontinued support for the JAVA printer applet. A new point of sale (POS) printer application is available that improves the compatibility and reliability of printing to dedicated receipt printers. To use the new POS printer application: 1. Navigate to the POS Printer Preferences section in the General/Admin section of Service Configuration. 2. Accept the default server port. A different port number is needed only if the default port is being used by a different application. 3. Select the link to download the POS printer application installer. 4. Locate the installer and run the JNLP installer file. This process could take several minutes, during which the full application is downloaded and installed. 5. Log in to WMS. The POS Printer option should now appear in the printer drop down menu. 48
NOTE: The Java JRE Runtime Environment (JRE) and the Java POS (JPOS) Printer Driver must have been installed previously on the computer to which the POS printer is attached. 48
Make manual due dates default to the end of the day The time associated with a manually assigned due date now defaults to 23:59:59 (11:59:59 PM). Actually, it is inserted 00 seconds, despite saying 23:59:59 in the calendar widget Focus the cursor when creating new hold requests To optimize the workflow when creating a hold request, the cursor now defaults to the Title input box. 49
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Long overdue policies no longer require a processing charge Long overdue policies can now be created without including a processing charge bill structure as part of the policy. Retain the hold position of the original patron if an item on the hold shelf is checked out to a different patron When an item on the hold shelf is checked out to a patron other than the one for whom the item is on hold, the hold request for the original patron is retained in the hold queue and the status of the hold request reverts to Not Ready. Allow patron first names to be changed When the first name of a patron was modified or removed, the original first name continued to appear in the interface along with the new/modified first name. This behavior has been fixed. Stop the bill payment spinner The progress spinner no longer continues to spin after a bill payment has completed processing. 51
Do not create a temporary item when creating bound items The Firefox browser caused items assigned to a bound volume to be added as temporary items instead of bound items, even when Bound Item was displayed in the item type menu. This behavior has been fixed. Do not assign a default temporary location to temporary items When creating a temporary item in the Firefox browser, the system no longer assigns a temporary location automatically. Clarify misleading wording on the Debt Collection setup screen The Selection Criteria profile screen for Debt Collection in Service Configuration now includes the label Staff Name to clearly identify the information that is required. Improve performance for SIP2 responses The response time performance when using the SIP2 protocol has been greatly improved. Renew items via SIP2 The SIP2 service can now renew items using the Checkout Message. The item will be renewed if the SC Renewal Policy field is set accordingly in the Checkout Message. Previously, the system sent a response that the patron already owned the item and did not renew it. Include patron branch information for withdrawn items currently checked out The patron s home branch is now included in SIP2 response 64 when the patron has a withdrawn item checked out. Record the correct IP address when responding to SIP2 requests The SIP2 service again uses the correct IP address in log entries when responding to requests that took too long to complete. Include caption information when copying or editing item records The WorldShare Collection Management Service did not include caption information when records were copied or edited, causing values to be set incorrectly in WorldCat. Caption information once again populates the following fields: 853 Captions and Pattern Basic Bibliographic Unit (R) 854 Captions and Pattern Supplementary Material (R) 855 Captions and Pattern Indexes (R) 51
Return the correct subfield values in the WMS Availability web service The WMS Availability web service no longer overwrites subfield tags with field tags. 51
Improve performance for SIP2 responses The response time performance when using the SIP2 protocol has been greatly improved. Renew items via SIP2 The SIP2 service can now renew items using the Checkout Message. The item will be renewed if the SC Renewal Policy field is set accordingly in the Checkout Message. Previously, the system sent a response that the patron already owned the item and did not renew it. Include patron branch information for withdrawn items currently checked out The patron s home branch is now included in SIP2 response 64 when the patron has a withdrawn item checked out. Record the correct IP address when responding to SIP2 requests The SIP2 service again uses the correct IP address in log entries when responding to requests that took too long to complete. 52
Searches for temporary items do not create a search tab Searches for temporary items do not create a corresponding search tab in Discover Items. This feature will be fixed in a subsequent release. 53
Deleted hold requests no longer send notifications Patrons are no longer notified when they delete an outstanding hold request. The hold request is still deleted, and the title no longer appears on the patron s list of outstanding hold requests in WorldCat Discovery and the staff interface. This feature will be fixed in a subsequent release. 54
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Review the Release Notes for the recommended tasks. 56
Be sure to keep in touch with the community where discussions and happenings in the community are housed. 57
The Community Center can be reached directly from the Need Help? Dropdown menu within WorldShare. 58
Analytics crosses multiple communities and therefore it does not have a community space of its own. To find the training and documentation resources related to Analytics, start from your community of interest (Acquisitions or Circulation). 59
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