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Using Quick Check-In

Introduction

This article explains how to access the Quick Check-In screen and how you use it.

The Concepts

Quick Check-In is a function designed to help you quickly check-in journal issues, looseleaf updates, annual indexes, newsletters, bulletins and other serial issues / parts as they arrive in the post or electronically. First, you need to predict the issues you expect to be receiving as part of your subscription. You can do this using the Subscription Wizard. See how to create a subscription.

Checking-in means to you are confirming that you have received the issue. With the Quick Check-In screen you can also indicate that issues:

  • Need claiming if they don’t arrive by the due date
  • Can be ignored if they are not going to be published
  • Need circulation slips to be printed

In other words, all the tools to do the check-in process are provided for you in one multi-purpose screen.

Accessing the Quick Check-In Screen

  • Log in as a Library Admin user.
    • Your account must have the Serials Admin role, specifically.
  • Click on Library Admin, then Serials.
  • Under Check-In, click Quick Check In to open the Quick Check-In search screen, as below.
  • Start typing the name of the title of the item you want to check in a part/issue of. A list of close matches will be displayed.
  • Click on the correct match to open the main Quick Check-In screen.

Using the Quick Check-In Screen

Changing the view

  • By default, the Quick Check-In screen only displays the Next Expected Issue of the chosen subscription.
    • To change this, click the Next Expected Issue? drop-down menu, and select either All Received or All Issues. You may need to do this if the next expected issue does not match the one you are trying to check-in.
    • Similarly, to view issues marked to claim, or already claimed, use the Claimed? drop-down menu.

Checking in an issue/part

  • Make sure you have identified the correct part.
  • To check in a part, click the Check-In Part (ticked calendar) icon at the end of the relevant row.
  • This opens the Receive Part window, as below.
  • Check that the Part/Issue description and Date Received are correct.
  • Click Save Changes.

Checking in multiple parts

  • Click the Next Expected Issue? drop-down menu and select All Issues to view all predicted issues for this subscription.
  • Place a tick (in the left hand column) against the parts that you wish to check in. Then, click the green Receive Selected button. This opens the Receive Selected Issues window, as below.
  • Enter the correct Date Received (clicking in the field displays a calendar), then click Continue to mark the parts as received.

Marking Issues to Claim

You need to claim issues if they have not arrived by the expected delivery date. This step helps you mark issues that need claiming.

  • Click the Next Expected Issue? drop-down menu and select All Issues to see all predicted issues for this subscription.
  • Place a tick (in the left hand column) against the parts that you wish to mark to claim.
  • Click the yellow Mark to Claim Selected button. This opens the Mark to Claim Selected Issues? window, as below.
  • Click Mark to Claim to confirm.
  • Once you have marked all your issues that need claiming you can proceed to claim them from your supplier. See [LINK] How to Claim Issues for more information on how to send a claim email to your supplier.

Marking to Print the circulation slips of specific issues

If you circulate checked in issues to users / readers in your organisation, then you may wish to print a circulation slip. This step explains how you can mark which circulation slips you wish to print.

  • If required, click the Next Expected Issue? drop-down menu and select All Issues to view all predicted issues for this subscription.
  • Place a tick (in the left hand column) against the parts that you wish to print circulation slips for.
  • Click the blue Mark to Print Selected button to open the Put to Print List the Selected Issues? window as below.
  • Click Select to Print to confirm.
  • After you have finished checking in all your issues, you can proceed to [LINK] Print Circulation Slips.
    • To print just the circulation slip for a single issue, click the Print icon that appears on the relevant issue row.

Marking issues to Ignore

You may wish to mark issues as ‘to Ignore’ because the predicted issue will not be received after all, for various reasons. You can also delete the issue, if you prefer.

  • If required, click the Next Expected Issue? drop-down menu and select All Issues to view all predicted issues for this subscription.
  • Place a tick (in the left hand column) against the parts that you wish to mark to ignore.
  • Click the Mark to Ignore Selected button. This opens the Mark to Ignore Selected Issues? window, as below.
  • Click Mark to Ignore to confirm.

Adding and editing a Circulation List

  • To add or edit the circulation list for this subscription, click the Add/Edit Circulation List (head and shoulders) icon at the end of a row in the issues table.
Updated on August 6, 2021

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