Doing Bulk Item Check-Ins

Use the bulk check-in process when you want to do a fast check-in of many items, such as those left in the book drop. Items are processed more quickly because most blocks and dialog boxes do not appear. For example, overdue fines are charged automatically to patron accounts. However, your library can set Polaris to generate alert messages for hold requests, held items, and ILL items during bulk check-in. You may also see an alert message if an item does not belong to your branch.

Note:
Offline check-in is also a bulk check-in process. Patron accounts are automatically charged for overdue fines.

To check in items in bulk mode:

1. Select Circulation, Check In from the Polaris Shortcut Bar to display the Check In workform.
2. Click , or select View, Bulk Mode.

Tip:
You can make the Check In workform open to this view by default. Select View, Save Current View as User Default.

The Check In workform - Bulk view appears.

Tip:
If your library includes a title column in the list of items checked in, and a checked-in item is a serial, the serial designation (enumeration The designation reflecting the alphabetic or numeric scheme used by the publisher on an item or assigned when the holdings statement is created to identify the individual bibliographic or physical parts and to show the relationship of each unit to the unit as a whole. and chronology The date(s) used by the publisher on a serially-issued bibliographic unit to help identify or indicate when it was published. The chronology may reflect the dates of coverage, publication, or printing.) is added to the title. You may need to expand the title column to see the designation.

3. Set the number of free days A value applied at normal and bulk check-in, renewal, and offline that allows you to omit a specified number of days from the overdue fine calculation. in the Free days box or click Pick a date and select a date from the calendar, if you want to use a value different from that shown. See Free Days at Check-In.

When you select a date from the calendar, the system automatically calculates the number of free days. The date box shows the effective date of the check in with free days applied.

Tip:
If you are checking in a number of items, some with barcodes and some with RFID tags, group the items so that you check in all of one type, then all of the other. This method is faster than repeatedly switching between the barcode scanner and the RFID reader.

4. Enter item information using one of the following methods:

• Scan the item barcode in the Item barcode box, or type the barcode and press ENTER. If you use RFID tags as well as barcodes, this method does not set the security bit for RFID items.
• Select Tools, RFID Check In (or press F9), and place up to 10 items on the antenna tray. This method sets the security bit for each item. You must select Tools, RFID Check In or press F9 for each batch of items you place on the RFID antenna tray.
• To find an item without a working barcode, click the Find button next to the Item barcode box to display the Polaris Find Tool and search for the item record.

Note:
A Polaris Administration setting (Patron Services parameters - Check-in: Prompt for in-transit in bulk mode) controls whether a prompt appears when you check in an item that belongs to another branch. If the parameter setting is No, no prompt appears and the item’s status automatically changes to In-transit to the other branch. (If you set Polaris for in-transit slip printing at the Check In workform, then an in-transit slip prints. See Setting Up Receipt Printing from Workforms.) If the parameter setting is Yes, you can choose to change the item’s status to In-transit or In. However, if you choose to change the item’s status to In and keep the item at your branch, the item’s assigned branch is not changed to your branch.

The item barcode, due date, status, comments, and fine charged to the borrowing patron, if applicable, appear in the list of items checked in. Your library may also choose to display the item’s title, material type, and/or the borrower’s name.

5. Repeat the previous step until you have checked in all the items.
6. If you want to print a check-in receipt, follow these steps:
   1. Select the items that should appear on the receipt.
   2. Select File > Print > Check in Receipt.

If items are selected from multiple patrons, the items are grouped by patrons, and three blank lines are added at the end of each group. If auto-cut receipt printing is enabled, the receipt is cut at the end of each patron’s group of items. The information that appears on the receipt is set in Polaris Administration. This option is not available for offline check-in.

Related Information

• Resolving fines - To work with a patron’s fines, you must use the Patron Status workform - Account view. See Viewing Patron Financial Accounts.

• Item satisfies a hold - During bulk check-in you may see the following message: This item satisfies a hold...Do you want to hold the item? - A Polaris Administration setting controls whether this message displays, or whether holds are trapped An item is said to be trapped for a hold when an item that fills a request is scanned at circulation and the system links the item to a specific request, either automatically or by displaying a message that prompts you for a decision. automatically. See Set Holds options: Define staff client and PAC alerts and blocks. You can fill or override the request. If you override it, a message asks if you want to reactivate the hold request for the patron whose hold request was overridden. If you fill the hold, and you have set up printing for hold slips from this workform, the slip is automatically printed. See Setting Up Receipt Printing from Workforms.
• Resolve lost/billed item dialog box - This dialog box appears when an item has been declared lost, but the item is found at circulation. See Managing Lost Items.

• Modifying items at check-in - See Change item information or barcode at check-in.