Check in New Shelf-Ready Items
To check in new items when a shipment of shelf-ready items arrives:
Note:
To do this procedure, you need the Acquisitions permissions Access Acquisitions: Allow and Receive Shipment: Allow.
- Select Acquisitions, EDI Services, Check In Shelf-Ready Materials or click
on the Polaris Shortcut Bar to display the Check-In Shelf-Ready Materials workform.
- If you will print hold or in-transit slips from this workform, select Tools, Options and set up receipt printing. See
You need to do this step only once for this workform. If receipt printing has already been set up, skip this step.
- Scan or type the barcode of the first item in the Item barcode box and press ENTER.
The system automatically finds the barcode of the matching on-order item record, and the item is listed in the top section of the workform.
Note:
If the item’s barcode label is damaged, you can also click Find to search for the on-order item record, but the record must have a barcode to be checked in on this workform.
- Continue to scan items in the shipment.
As the items are scanned and checked in, they are listed in the top section of the workform.
As the items are checked in, each item’s circulation status is updated appropriately (for example, to In, In Transit, or Held). If you have the appropriate permissions, you can change item information (collection, shelf location, material type, blocks, or non-public note) while it is displayed in the top part of the workform. See
If items that fill hold requests or items that belong at another branch are checked in, and you have set receipt printing (see step 2), the appropriate holds slips or in-transit slips are printed. Depending on your library’s settings in Polaris Administration, you may also see messages alerting you that an item has holds, or that it should go to another branch. Click OK to acknowledge the message and continue scanning items.
If you receive error messages for no matching item records or other conditions, set the problem items aside and alert the technical services staff.
Note:
If you have entered barcodes in error, you can select the item or items in the list and click Remove Selected Items. The items are removed from the list. At this point the items have been checked in but not received. Technical Services staff can run the Acquisitions report Shelf Ready Items Not Received in Acquisitions to identify these items and resolve their status.
If you have scanned the same item twice, you can ignore the error. The item is checked in only once.
- After the barcodes for all the items in the shipment have been scanned or entered, click the Accept Shipment button.
Important:
Try to scan all the barcodes for all the items in a single shipment before clicking Accept Shipment. This reduces the number of purchase order line item segments that are split into two segments—one for the copies received and one for the copies still on-order—and therefore makes further processing easier.
The scanned items appear in the bottom portion of the workform and the status of the linked purchase order line item segments is changed to Received. The Note column indicates how many copies were ordered and received.
Note:
You may notice that the ISBN/UPC number for an item differs in the top and bottom part of the workform. This is because the number in the top view comes from the linked bibliographic record, but the information in the bottom portion comes from the purchase order line item. The data in the purchase order line item reflects the material ordered from the vendor, so the ISBN or UPC number in this column should match what is on the physical item.
A log report is saved in the database when the shipment is received. Your library’s technical services staff reviews the report for problems.