Receiving

The Receiving app allows you to indicate that materials ordered through the creation of purchase order lines in the Orders app have been received by the library. You can open the app directly from the FOLIO app bar or from the Orders app by clicking Receive on the action menu of an order that has an Open or Closed status.

Definition of terms related to the Receiving app:

• Package. A purchase order that represents the acquisition of multiple titles.
• Piece. A subsection of a receiving title that is expected to be received. For example, if the ordered title is a journal subscription, then a piece of that title could be volume one of the journal.
• Receive. To confirm that an all or part of an order has been delivered to the library.
• Receiving title. The title of the ordered material. There may be one or more pieces attached.
• Unreceive. To indicate that an order previously listed as “received” has not been delivered to the library.

5.2.1 Creating a receiving title

Usually, an order consists of a receiving title that may have one or more pieces attached. For example, if you order a journal, the receiving title would be the journal name and the attached pieces would include each issue of the journal.

Purchase order lines can also be used to represent Packages. A package order line is created in the Orders app as a single purchase order line, but it can’t be located or received in the Receiving app because it represents the acquisition of multiple titles (for example, a monographic standing order). In order to receive the titles that are included in a package, you must either add the titles to the purchase order line or create the receiving titles in the Receiving app and link them to the Package POL.

The New action allows you to create the receiving titles that come in a package so that they can be received by the library. This action also allows you to link existing instances to a package POL if you want to create a relationship between the instance and the order. In this case, the receiving title is searchable by its related POL number.

1. Click Actions > New.
2. In the New title window, in the PO line details section, click POL number look-up.
3. In the Select order lines dialog, in the Search & filter box, enter the Package POL number.
4. Optional: Filter results using the filters in the Select order lines dialog.
5. Click Search and select the Package from the Search results. The Package POL is linked to the new title.
6. Enter a Title for the item in the Package.
7. Fill in the rest of the fields under Item details and PO line details. For more information on the fields and actions available in these sections, see the section descriptions below.
8. Click Save & close. A confirmation message appears, and the new receiving title is created and appears in the Receiving pane. It can now be edited, expected pieces can be added to it, and it can be received. You can locate the title by searching for the PO or POL number, the Package Name, the Title(s).

5.2.1.1 Item details

• Title. The title of the material to be received. Note: For non-package POLs the receiving title is created automatically. For Package POLs you can use the Title look-up to link a pre-existing inventory instance to the Package POL or you may add a title manually by entering it in the text field. If manually adding a title, the Inventory record(s) will be created according to the Create inventory setting on the POL after the first piece is added to the receiving title. You will see the title appear in the Package titlesaccordionon the POL.
• Publisher. Publisher of the material. If linking to a pre-existing instance record, this field may be pre-filled based on the data from the instance record.
• Publication date. Date the material was published. If linking to a pre-existing instance record, this field may be pre-filled based on the data from the instance record.
• Edition. Edition of the material. If linking to a pre-existing instance record, this field may be pre-filled based on the data from the instance record.
• Subscription from. Start date of subscription (if applicable).
• Subscription to. End date of subscription (if applicable).
• Subscription interval. Number of days the subscription lasts (if applicable).
• Claiming active. If this title is eligible for claiming with the vendor, check this box. This will activate the Claiming interval field.
• Claiming interval. This field becomes active after checking Claiming active. Enter the desired interval in days.
• Acquisition units. The acquisition units assigned to the title.
• Contributor. The contributor of the material. If linking to a pre-existing instance record, this field may be pre-filled based on the data from the instance record.
• Product ID. An identifying number, such as ISBN or DOI.

5.2.2 Linking an existing receiving title

1. Click Actions > New.
2. In the New title window, click Title look-up.
3. In the Select instance dialog, in the Search & filter box, enter the title you want to link to the package.
4. Optional: Filter the results using the filters in the Select instance dialog.
5. Click Search and select the Title from the search results. This populates all of the fields that have already been filled out for the existing title.
6. Fill in the rest of the fields under Item details. See Item details above for more information.
7. Click POL number look-up.
8. In the Select order lines dialog, in the Search & filter box, enter the Package POL number.
9. Optional: Filter the results using the filters in the Select order lines dialog.
10. Click Search and select the Package from the search results.
11. Click Save & close. The existing title is now linked to the Package POL. It can be located by searching for its Title, original POL number, Package POL number, or Package name.

5.2.3 Searching for a receiving title

You can search for orders to be received in the Search & filter pane. To search, enter your search terms into the box. Select the Keyword drop-down list to search through one of the following fields:

• Keyword. Searches through all fields in the drop-down list. This is the default search.
• Title (Receiving titles). Title of the ordered material.
• Package (POL Package name). The name of the package to which a receiving title is attached.
• Product ID (For the specific title or the package). Identifying number, assigned in Orders when the order was created or when the receiving title was created/linked to a package.
• PO number. The purchase order number.
• POL number. The purchase order line number.
• Vendor reference number. The vendor reference number for the purchase order line associated with this receiving title.

You can also search for orders by selecting any of the filters in the Search & filter pane. Additionally, you can apply the filters after you perform a search to limit your results. See the sections below for more information.

5.2.3.1 Order status

In the Search & filter pane, click Order status and select any applicable filters:

• Closed. Orders that are closed.
• Open. Orders that are open.
• Pending. Orders that are pending.

Note: Receiving is only possible if an order is in “Open” or “Closed” status. If attempting to receive against a closed order, a pop-up window will appear that says “The order linked to this Title is closed. Are you sure you want to receive this piece(s)?”