Check In Shelf-Ready Materials Workform

You can access the Check-In Shelf-Ready Materials workform by selecting EDI Services, Check-In Shelf-ready Materials from the Acquisitions menu, by clicking  on the Polaris shortcut bar, or by pressing Alt A+S. This workform is intended for receiving shelf-ready materials—items that the supplier ships with barcodes and other processing that makes them ready to be put on the shelves as soon as they are checked in so they can circulate. For more information, see Check in new shelf-ready items.

Note:
To receive a book (or other type of material) using this workform, the barcode on the physical item must match a barcode for an item record in the database, and that record must be linked purchase order line item segment.

Use the Check-In Shelf-Ready Materials workform to do the following:

• Check in a shipment of shelf-ready items so they can circulate - Use one of the following methods to enter each item’s barcode:
• Scan the item’s barcode
• Type the barcode in the Barcode box, and press Enter.
• Click Find to search for the barcode and select the item in the Find Tool results list. When the barcode appears in the Barcode box, press Enter.

The items are checked in as they are scanned (or their barcodes are entered), and the item information displays in the top list in the workform. As each item is checked in, its title appears so that you can keep track of which items have been checked in.

• Remove a scanned item from the list of checked in items - If you scan an item that you did not want to check in, select the item in the list and click Remove Selected Item(s) From Shipment.

The check in is undone, and the item’s status reverts to on-order.

Important:
Scan or enter the barcodes for the entire shipment before clicking the Accept Shipment button. When you accept the shipment, the linked purchase order line item segments are updated to Received. If you receive fewer than the number of copies ordered, the purchase order line item segment is split into two segments - one for the number of copies received and one for the number of copies not received. For more information, see Receive a purchase order/invoice line item segment.

• Do other tasks with an item listed in the Check-In Shelf-Ready Materials workform - When you have checked in an item, and it appears in the top portion of the workform, you can right-click and select one of the following options from the context menu:
  • Print
  • Add to Course Reserve
  • Add to Record Set
  • Add to Route List
  • Remove from Route List
  • Create - Item Record or Child Item Records
  • Link - Go to other Polaris records listed in this submenu.
  • Properties - Check the item record’s properties.
• Change an item record - If you have the required permissions, you can change an item’s collection, shelf location, material type, blocks or non-public notes from the Check-In Shelf-Ready Materials workform. Select the item, select Tools > Manage Item, click  or press Ctrl+M. Then, change the information in the dialog box, and select File > Save. See Change item information at Shelf-Ready Materials check-in.
• Receive the linked purchase order line item segments - After all items in the shipment are checked in and appear in the top section of the workform, click the Accept Shipment button.

The linked purchase order line item segments are updated to Received, and the segment information appears in the bottom list on the workform. Each segment reflects the number of copies that were ordered and received for that destination branch and collection. For example, if five copies were ordered for a segment, and you have scanned all five items in the top section, one segment appears for all five copies with the notation 5/5 received.