What is the work flow for branch-to-branch exchanges?
The following information provides a brief overview of the work flow when branches (also known as AFFILIATED libraries) exchange items with each other.
Activate Exchange 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.
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 Wizard wizard to remove items that have a status of pending shipping from the exchange. That is, remove them before they become in 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 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.
Receive Items in Transit
If your system has been configured to use Verification, items will be assigned an in transit status after the staff member confirms 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 intransit 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 the staff member confirms shipment. Because items are immediately in exchange, the intransit step is bypassed and staff members at the destination library will simply unpack the items and add them to the collection.
Related topics
Activate Exchange Libraries Wizard
Confirm Shipping for Exchange Library Wizard
Collection Exchange Group Reports
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