Receive periodicals

Under Acquisition > Receive > Periodicals you can search for and receive periodicals. The arrived materials can be searched on bibliographic record information, subscription information and/or placement (branch). The materials can then be received as described under The receiving process.

If the materials are prepared upon receipt, the materials can also be received directly by scanning the materials as described in Receive materials.

Automatic receiving

If automatic receiving is enabled for a subscription, materials will automatically be created for new issues as soon as they are being prepared by the supplier. Therefore, parts of this article will not be relevant. You can read more under Creating and maintaining subscriptions.

Special receipts

In certain situations, materials may arrive that differ from what the subscription is set up for. Handling of these situations is described here:

• Special issue/supplementary issue
• More materials than expected have arrived
• Issues received in the wrong order
• Combined issues

The receiving process

Receiving materials is done as follows:

1. Make sure the desired materials are selected in the table
2. Press "Edit" in the bottom right corner if placement or material information needs to be updated.
3. Press "Print labels" if you want to print material labels before the materials are received.
4. Press "Receive" to display a receiving window where the following can be selected:
   • Material numbers:
     • Unchanged: The materials keep their current numbers
     • Pull new: New material numbers are pulled from the configured number sequence
     • Scan: Allows you to update the material number with information from a barcode or RFID tag. See more under Scan material number and/or write to RFID tag.
   • Update placement based on placement rules: The materials' placement is automatically updated based on the configured placement rules. This is only available if Cicero is configured to use placement rules at your library. Read more under Placement rules.
   • Print labels: Prints labels for the selected materials when "Receive" is pressed.
   • Fulfil reservations: If there are reservations on some of the materials, these will be fulfilled upon receipt.
   • Write to RFID tag: Allows you to write the material number to the RFID tag on the material. See more under Scan material number and/or write to RFID tag.
   • Enclosed materials per receipt: Specify whether there are enclosed materials on the materials being received.
5. Press "Receive".
   • The materials are now received and marked with a "Material received" icon in the table.
   • If you have selected "Material number: Scan" or "Write to RFID tag" you will be shown a new window (see Scan material number and/or write to RFID tag).

Scan material number and/or write to RFID tag

To scan a material number and/or write to an RFID tag, follow the guide in the window shown below. The materials must be handled one at a time, after which "Receive" is pressed.

After receipt

When a material has been received, it will be marked with a "Material received" icon . All received materials get the status ”At home” or ”Transit”, depending on whether the material is to be sent to another branch. When a material is received, the material's acquisition date is updated. When a material is received, the sorting message from the sorting rule that the material has been matched with is also displayed.

If "Create temporary materials" is enabled on the subscription, Cicero automatically creates temporary materials for the next issue when the current issue is received in Cicero. If automatic receiving is enabled, the materials will be created as soon as the order is created.

Special issue/supplementary issue

If a special issue or supplementary issue is received that has not yet been created as a material in Cicero, it can be received as follows:

1. Press "Create material"
2. Search for and select a subscription
3. Specify the quantity (by default, the same quantity as shown on the subscription is specified)
4. Specify the issue info as shown on the materials.
5. "Update subscription data for next issue" should by default be turned off.
6. Press "Create"
7. The created materials will now appear in the table and can be received as described in The receiving process.

More materials than expected have arrived

If more materials arrive than what has been created in Cicero, these can be received as follows:

1. Press "Create material"
2. Search for and select a subscription
3. Under quantity, specify how many extra materials are to be created (by default, the same quantity as shown on the subscription is specified)
4. Specify the issue info as shown on the materials.
5. "Update subscription data for next issue" should by default be turned off.
6. Press "Create"
7. The created materials will now appear in the table and can be received as described in The receiving process.

Issues received in the wrong order

Sometimes an issue may arrive that is later in the number sequence than the one expected to be received. This may be the case if, for example, materials have been created in Cicero with no. 4, which have the status in delivery, and no. 5 then arrives before no. 4. Receiving no. 5 is handled as follows:

1. Press "Create material"
2. Search for and select a subscription
3. Specify the quantity (by default, the same quantity as shown on the subscription is specified)
4. Specify the issue info as shown on the materials (e.g. no. 5)
5. Turn on "Update subscription data for next issue".
6. Fill in information about the next expected issue and update the expected delivery date. The specified information will be added to the subscription.
   • In relation to the above example, the next issue will need to be updated to be no. 6, and the expected delivery date must be moved forward one month (assuming monthly publications).
7. Press "Create"
8. The created materials will now appear in the table and can be received as described in The receiving process. Materials for issue no. 6 will likewise have been created in Cicero with the status "In delivery".

When no. 4 arrives, it simply needs to be received as normal.

Combined issues

In some cases, two numbers may have been combined into one. This may be the case if, for example, materials have been created in Cicero with no. 7, which have the status in delivery, and upon arrival of the materials it appears that no. 7 and 8 have been combined, so the actual no. is "7/8". Receiving is handled as follows:

1. Search for materials for issue no. 7.
2. Select the materials and press "Edit issue" in the bottom right corner.
3. Specify the issue info as shown on the materials (e.g. no. 7/8)
4. Turn on "Update subscription data for next issue".
5. Fill in information about the next expected issue and update the expected delivery date. The specified information will be added to the subscription.
   • In relation to the above example, the next issue will need to be updated to be no. 9, and the expected delivery date must be moved forward one month (assuming monthly publications).
6. Press "Create"
7. The materials will now appear with the updated issue info in the table and can be received as described in Receive periodicals. Materials for issue no. 9 will likewise have been created in Cicero with the status "In delivery".