The goal of an HQ-branch exchange is to balance the branch’s profile. At the end of the exchange process, the number of items the branch has in exchange should match the Target Quota in the branch’s profile. During this exchange process, the Per Exchange amount from the branch’s profile is used to help determine the number of items the HQ should send to the branch as well as the number of items the branch should return to the HQ.
Activate Libraries and Change Order of Priority
Use the Activate Exchange Libraries Wizard to activate one or more exchange libraries. The wizard displays a list of active and inactive libraries. You can move libraries to and from the Active Libraries Priority List, as well as modify the expected exchange date. Because several libraries may be active at once, you can also change the order of priority for active libraries.
Active libraries are automatically included in the exchange process. Inactive libraries are not included in the exchange process, unless you manually change the destination exchange library in the Exchange Items Wizard. If the activated library has a List – Suggestion Notice report linked to its Exchange Library record, this report will run automatically. This report will provide a shelf list of materials in your collection to pull and send to the activated library.
After the HQ has activated the branch, staff members at the branch library can use the My Exchange State Wizard wizard to see the number of items by type and category that should be returned to the HQ. Furthermore, staff members at the branch can also activate the HQ library and use the Exchange Items Wizard to return items to the HQ. If the branch does not use the Exchange Items wizard to return items and simply ships them back to the HQ, the items will still have a status of in exchange at the branch until the HQ scans the items to send to the next branch library.
Exchange Items
Use the Exchange Items Wizard to scan items to exchange. When you scan an item, the system determines the destination library based on the profiles and the priority of the active libraries. If you do not want the item to go to the system’s selected destination, you can manually modify the destination. In addition, this wizard displays information about active libraries, including the number of items in exchange for each exchange type and category.
Remove Items from Shipping
If needed, use the Remove Pending Shipping Item Wizardwizard to remove items that have a status of pending shipping from the exchange. You can use this wizard when you have made an error in exchanging or have decided not to exchange this item at this particular time.
Confirm Shipment
Once you have accumulated all of the items that you want to send to a library, or the system has fulfilled its quota, use the Confirm Shipping for Exchange Library Wizard to confirm shipment. This wizard removes the library from the priority list, changes its status to inactive, and resets the exchange counters. It is not mandatory to reach the quota to confirm the shipment of the collection. If the library to which you are shipping items has a List – Shipping Notice report linked to its Exchange Library record, this report will run automatically. The report functions like a packing list and can be included with the shipment of items you are sending to the library.
If your system has been configured to use Verification, items will be assigned an in transit status after you confirm shipment. Once materials arrive at the destination library, a staff member can receive the items with the Receive Items In Transit wizard. Receiving the items with this wizard will replace the in transit status with an in exchange status.
If your system has been configured to not use Verification, items will immediately be in exchange at the destination library after you confirm shipment. Because items are immediately in exchange, the in transit step is bypassed and staff members at the destination library will simply unpack the items and add them to the collection.
Related topics
About Exchanging as a Headquarters Library
Calculating the Number of Items to Exchange or Return
Activate Exchange Libraries Wizard
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