Advanced check-in
Special check-in situations require a different process for items to be returned in Wise Circulation. These workflows are outlined below.
Check in account options
When you scan a returned item's barcode number to check it in, the borrowing customer's information appears at the top of the screen.
You can select how returned materials are checked in using the Wise configuration manager. See your system administrator for assistance.
- In the Wise configuration manager, go to Management organizations > Branches.
- Click Open next to the location that has the branch you want to update.
- Click Detail next to the branch you want to update.
- Click the Service desk tab to open it.
- At the bottom of the screen, click the Change radio button.
- Select an option from the Check in multiple customers drop-down list.
- N - No: Each borrower separately. This will open the customer account for each customer as materials are returned on their account.
- Y - Yes: Only automatic. Exchange if there is now fine or fee.
- F - Family: Exchange after agreement.
- A - All: All of them. Exchange without notification (automatic).
- At the bottom of the screen, click OK to save.
If you select F - Family, Wise will allow the check in of returned items for multiple customers without having to close each customer account if the customers live at the same address. After all returned items have been checked in, any fees and fines are automatically assigned to the customer who returned the item. If the customers do not live at the same address, click Yes when you receive the following message: Loaned to another customer; Family option; Check in?
In addition, a customer can also be included via Session > Search customer.
Returned item contains an unknown branch code
If an item is returned with a nonexistent branch code, you can relocate it to your branch.
- From the Check in screen, scan the barcode for the item. A confirmation dialog displays, stating that the assigned branch location does not exist and if you would like to relocate the item to your branch.
- Click Yes. A note dialog displays, indicating that the item has been modified and should be checked in again.
- Click OK.
- Scan the barcode for the item again to complete the return.
Check in a new item
Newly ordered materials are in most cases received by the acquisitions department or branch and then processed and sent to the owning branch. After the department has processed the item, the status of the item will update to Transport/New. Wise will update the number of loaned items.
New items have to be checked in to the owning branch. As soon as a new item is checked in, the placement data and other information will display on the Item details screen. A number of fields will be pre-populated based on the title of the item and your local settings. You can update the branch and shelving location, if necessary, by clicking the Item relabel button.
If you need to adjust a label, you can:
- Click the Item relabel button on the Item details screen and adjust the label in the dialog that opens. This is only possible if the label method is set to X or if you enter X on the Item details screen.
- (Recommended) Generate new label data with the appropriate menu choice.
Linking comments placed during ordering are shown in red below the title. If necessary, perform the desired action and then click OK to confirm.
Wise will determine if there are holds for this item. If yes, a message will appear notifying you that the copy is reserved and must be checked in again. After checking in the item again, a message will appear that the item must be put on the hold shelf. The customer will then be notified that the hold has been received.
Check in items from the item action list
To generate and print the item action list, see Items overviews. There are items on the action list that must be removed from the shelf and checked in.
Returning items in the following ways have different results:
| When the item is checked in with action: | The item is: |
|---|---|
| A (withdrawn due to old age or zero term) | Withdrawn off immediately |
| G (route change) | |
| H (relocation) | Transported to the next branch |
| I (revision) | Transported to the BCB administrator when they are returned or handled by the owning branch if this has been set in Wise configuration manager |
| J (last copy) | Transported to the BCB manager when they are returned or handled by the owning branch if this has been set in Wise configuration manager |
| K (shelf change, BCB) | |
| R (forwarding) | Transported to the next container |
| V (sales) | Transported to the sales branch or waived in the owning branch for sales |
| W (return to owner, changing collection) |
Checking in the item indicates the action involved and, if necessary, a transport receipt appears.
Check in transport items
If an item was transported to a branch, Wise will investigate the reason during the check-in and indicate what action should be taken. A message appears on the screen including the transport information along with the fee, if one is associated. Owned items will be returned and can be placed on the bookshelf.
Occasionally, your copy of an item currently reserved will be returned while a copy of the reserved item is in transport from another location. In such a case, Wise will make your item ready for the customer. The item that is in transit is immediately returned to the owning location upon check in.
Check in an item that is on hold
When items that are on hold are checked in, a notification message appears to notify staff that it should be placed on the holds shelf. Holds that require transportation to another branch specify the destination. The customer is notified that their hold is being processed once the item is returned. Items that have holds placed on them cannot be renewed by the customer returning the item. For more information, see Hold requests.