Check In Issues/Parts from the Check In Workform

To check in serial issues or standing orderAn order placed with a vendor or the publisher directly for all publications in a series, all volumes in a set, or all publications of a single publisher. parts from the Subscription or Standing Order Check In workform:

Note:
You can specify the default display of issues or parts in the Check In workform using the Polaris Administration Acquisitions/Serials parameter Display of Issues on Check In. See Setting the Check In Display.

  1. Select Serials, Check In from the Polaris Shortcut Bar.

The Find Tool appears with Check In Records selected in the Object box.

  1. Use the Find Tool to search for the serial title.

A list of the standing orders or subscriptions appears in the results list.

  1. Double-click the standing order or subscription Check In record.

The Subscription Check In or Standing Order Check In workform appears.

Tip:
To expand the window, click and drag the lower right corner.

Note:
If you want to enter notes for staff regarding the serial title, such as change in the publication pattern, type in the Non-public or Non-public/warning notes fields. Use the scroll buttons to scroll through the notes. The notes are also updated in the Serial Holdings Record, but they do not display in the PAC. These notes are read-only if you do not have the permission Modify Serial Holdings Record.

  1. Select one standing order part, or select one or more serial issues from the list.

Note:
You cannot check in multiple standing order parts at once.

  1. Right-click and select Check In from the context menu.

If you are checking in a standing order part, the Create Part Bibliographic Record dialog box appears. This dialog box does not appear when you check in a serial issue.

  1. If you checked in a standing order part, complete the Create Part Bibliographic Record dialog box as follows:

Tip:
Do not use articles before title names, such as “The” or “A”. For The Big Apple, enter: Big Apple. The linked MARC record automatically assigns to the Title information (245) the indicators 10 (one-zero).

  1. Link to an existing bibliographic record by clicking Find to search for and select an existing record, or enter the bibliographic record information in the fields (the minimum required is Title) to create a new bibliographic record.
  2. Click OK.

Note:
If you do not want this bibliographic record to display in the PAC, clear the Display in PAC check box.

The bibliographic record is created and saved in the database with a status of Final.

Tip:
The Unit price field is read-only if the Polaris Administration Acquisitions/Serials parameter Enter unit price at serials check-in is set to No. The price will appear if it was set in the publication pattern, but it will be read-only. The cursor will go to the Item barcode field on the Create Item for Issue/Part dialog box where you can scan or type the barcode. See Set the prompt for price at check-in.

  1. If the Create Item for Issue/Part dialog box appears, enter a unit price (if necessary), type or scan the barcode number, and click OK.

Note:
If the Generate Item Records at Check In box has been checked in the publication pattern, but not the Prompt for barcode at Check In, the Create Item for Issue/Part dialog box does not display, but an item is generated.

The issue or part is received, and the following status changes occur:

  • The issue’s or part’s status is changed to Received.
  • The status of both the serial holdings record and the linked purchase order line item (if one exists) changes to Currently Received.

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