►Acquisitions > Order Items
Order items can be checked in and/or invoiced at any time after sending the order to the supplier. They also can be checked in independently of entering the invoice. For example, you do not have to check in an item before you record invoice details. This allows you to do pre-payment of items. You can check in items regardless of which order they may be linked to and you do not have to check in all the items on a single order together. Similarly, you may invoice any order items from the same supplier on one invoice record - they do not have to correspond exactly to a single order reference.
Note: The order item status is updated to Complete when all ordered copies are checked in. The order status is updated to Complete when all associated order items become complete.
Check in is normally carried out from the Order Items domain but can also be done in the Orders domain.
There are a variety of search options available to identify items to be checked in. The default is Outstanding Order Items. Order Items by ISBN/ISSN also can be useful.
Any Check in pop up messages are displayed. The action of Checking In automatically creates the copy records with the default values you had set at the point of order. The new copy is displayed in the Copies field. If for some reason you do not want copies created you can set Create Copies to No.
The Automatic Check In option checks in all outstanding copies of the order and creates copies using the default values. This is a fast process and is appropriate in libraries where the automatically generated copy records are catalogued at a later stage, e.g. to add the copy barcodes. There is no option to view the check in page and any details such as order item Notes or Ordered For will not be seen. It is also not possible to barcode copies at Check In using this option.
Any Check in pop up messages are displayed at this point. OLIB creates Copy records as needed.
It is possible to barcode copies as part of the standard check in process. (Alternatively, you may wish to barcode the items as part of the cataloguing process).
Items can also be invoiced during check in.
Copies are created automatically during the check-in process. These new copies may be integrated into existing or new reservations in one or more of the following ways:
During the check-in process, a check is made to ascertain whether there are any active reservations for the Title. They are added to the reservation queue if the new copy being added is considered to be reservable in line with the reservation parameters.
The copy is now Held - as will be seen in the Reservations hit list and the Current Status section, and the Availability section of the Titles layout.
If you have set up the alerting system an email will be sent to the user telling them that the item is ready for collection.
The next time the user passes through the Issue Desk the library staff will be alerted that the user has one or more items waiting for collection.
Ordered For: An order item can be noted as Ordered for at the point of order. If it contains users with the Reserve On Receipt flag set to Yes, a check is made to ascertain whether the new Copy is reservable by the user. If so, either a new reservation is created for that Copy for that user or, if the user already has an active reservation on the Title, the Copy will be added to the reservation’s Reserved Copies list. A message is displayed to confirm this.
A slightly different message is displayed depending on whether you checked the item in using the Automatic Check-In option or the Check-In option. (In the latter case, the message displays as an error message rather than just an information message).
Run a reservations search to view the reservation. Before the item can be loaned it must be barcoded, the user notified and the item issued in the normal way.
If for example the wrong item has been checked in, OLIB can 'undo' the check in.
This function can only apply to copies that are not on loan and not reserved; OLIB displays a warning in these circumstances.
Undo Check-In actions are recorded in the Order Items Audit Trail tab. This includes the date, the user and the No. Received field will be decremented.