Receiving a One-Time Order

Overview: Receiving New Material

1. Verify that you are signed in at the appropriate Receiving Department location
2. In the acquisitions menu, click on "Receive" under Receiving and Invoicing. This will take you to a new page called Receive New Material

Receive new material page

Top menu bar

• Keep in department checkbox – Select this box to indicate that further work is required before the material can be made available in a library. This assigns a work order that defines the next step of the process.

  • If you check 'Keep in Department':
    • When you receive just one item at a time, you will get a notification if that item has a hold.
    • When you receive multiple items at once and even one item has a hold, you will get a generic message that does not specify which title(s) have the hold.
    • LTS has logged an Alma request for ExLibris to specify which title which has the request in this message.
  • If Keep in department is not checked, the status of the one-time order, after receipt, will change to Transit to indicate that it is ready to be shelved in the library.
    • If you uncheck 'Keep in Department', there will be no pop-up message about pending requests.
  •  See Work orders and Post-Receiving Processing for more details
• Shelf-ready: this is a quick way to call up an order via the barcode, either real or system generated. Scanning in the barcode will bring up the order for receipt
  
• Received date: defaults to the current date, but also possible to change this date

One time and Continuous Tabs

Orders are arranged in two tabs, by type; One-time and Continuous.

The Continuous tab includes both Continuous and Standing order non-monograph Order types.

• • Refer to the Continuous Orders section  for more details

NOTE: Standing order monograph order types do not appear in the Receiving list

Searching on the Receive New Material Page

Search box

The drop down search menu provides a number of ways to search for an order:

Common Fields: the first search option includes the following fields:  

Vendor reference number, PO line (number), Additional PO line reference, Title, Standard number, and Vendor title number.

Search Tip:  When searching for an invoice number, select Invoice Number instead of All (the invoice number index does not seem to be included in the All search)

Search Filters

A number of filters allow you to further limit your search

Filter by Vendor

Status

The status of the PO Line. The default value is the value of your most recent search.Items with a status of In Transit retain their status until they are scanned at the target location. 

• •   You can receive items for Closed PO lines. Aleph order statuses VC and LC migrated as cancelled, so it will be necessary to reopen these cancelled orders before receiving items on them).

Locate

• Entire PO content – Find PO lines that are packaged in the same PO as the PO lines that match the search criteria 
• Order lines – Find PO lines that match the search criteria (default) 

Filter orders with interested users

Items with interested users are indicated in the table below by a yellow check mark in the Interested Users column. For more detail on the interested users concept, see One-Time Orders for Physical Items 

Filter orders with patron requests (only appears in the One-time order tab): Filter search results to items that have patron requests. 

Table of orders (Results List)

Some of the columns in the list of orders can be sorted in ascending or descending order,  via the small arrows to the left of the column header

The table is the same in the Continuous tab as in the One-Time tab, with the following exceptions in the Continuous tab:

• • There is no check box preceding the PO line numbers.
  • There is no Items Received column.

Orders list column descriptions: (can be edited/customized via the gear icon):

Receiving One-time orders

1. Verify that you are signed in at the appropriate Receiving Department location. 
2. In the acquisitions menu, click on "Receive" under Receiving and Invoicing
3. Choose the "One Time" tab;
4. Search for the item(s) you wish to receive. It is possible to receive one or multiple orders at the same time
5. Click on the title and compare the MARC record view of the bib to the item in hand
6. If everything looks good, click on the back arrow next to “Record View” (top left);
7. If you need to edit the record, click on “Edit” (top right):
   1. Edit the record as needed, save the record (Ctrl+S)
   2. Click on the back arrow next to “MD Editor” and again next to “Record View”

Receiving without editing the item(s)

If you wish to receive a title in the list without making any edits to the item (such as adding the barcode, etc.)

1) Check the box to the left of the title or titles that you would like to receive

When one title is checked: Either Click on the ellipsis and choose Receive  OR  Click on the Receive button on the uppermost Receive new material header bar

When multiple titles are checked: Click on the Receive button on the uppermost Receive new material header bar

2) You will then see the following message: Receiving process was activated for the selected Purchase Order lines.

Editing the item record(s) before receiving

Click on the ellipsis to the right of the description and select, “Manage Items”, to open the 'Received Items' list:

Item status and Next step category

After receipt:

If the item was marked Keep in department, the Item status will be the Work order status assigned within the Department.

• • • See Work orders and Post-Receiving Processing for more information.

If the item was not marked to Keep in department, the item status will automatically become Transit

Printing an Arrival slip

If the item was received and marked Keep in department, there are two ways to Print a slip.

• • • See  Work Orders and Post-Receiving Processing for more information.

Un-receiving an item

In order to be able to un-receive an item, the following conditions must be met:

• • The item must have been received
  • The item must still be in the receiving department (i.e. is in a Work order status from marking Keep in department 
  • There are no patron or library requests related to the item

To un-receive:

a) Starting from the Receiving List (Receive New Material), search for the POL, (set filter to Status: Closed if appropriate)

b) From the item listing on the Receiving List, choose "Manage Items" from the ellipsis action button

c) The "Received Items List" page will open. Locate the item under the PO line items tab.

d) Select Un-receive from the ellipsis action icon

• • The receiving date will be removed from the item; the work order status will be removed; the item will no longer be in the Receiving department's list of In process items

Receiving during the Invoicing process

There is also an option to Receive during the Invoicing process. See Creating and editing an Invoice for details.