Receive materials

When new materials arrive, they can be received in different ways:

• Receive on scan: Use this method if the materials have been prepared on receipt.
• Receive after scanning: Use this method if the materials arrive with barcodes or an activated RFID tag, but still require further handling on receipt.
• Receive on search: Use this method if the materials arrive without barcodes or activated RFID tags.

Receive on scan

Materials can be scanned under Acquisition > Receive > Scan materials. If the materials have been prepared on receipt, you can switch on "Receive on scan". The materials will then appear as received in Cicero as soon as they are scanned. If there are reservations on any of the received materials, these will be fulfilled on receipt.

It is also possible to receive on scan from the check-in page (see Receive from the check-in page) or by checking them in directly at a self-service machine/sorting system.

Receive after scanning

Materials can be scanned under Acquisition > Receive > Scan materials. If the materials require further preparation in connection with receipt, "Receive on scan" should be switched off. You can then follow the Receiving process.

Receive on search

When materials arrive without barcodes or activated RFID tags, you can receive the materials by searching for them. This is done under Acquisition > Receive > Search materials. From here you can search for materials based on bibliographic record information or order information.

You can then follow the Receiving process.

Receiving process

Receiving materials is done as follows:

1. Make sure the desired materials are selected in the table
2. If necessary, click "Edit" in the bottom right-hand corner if placement or material information needs to be updated.
3. If necessary, click "Print labels" if you want to print material labels before the materials are received.
4. Click "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 updated automatically 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 clicked.
   • Fulfil reservations: If there are reservations on any of the materials, these will be fulfilled on 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. Click "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", a new window will be displayed (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 you click "Receive".

After receipt

When a material has been received, it will be marked with a "Material received" icon . All received materials are given 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.

Receive from the check-in page

It is possible to receive materials by scanning them on the check-in page. However, there are fewer options here for editing the materials in connection with receipt.

How to receive materials from the check-in page:

1. Go to "Checkout & check-in" > "Check-in".
2. Scan the material, or enter the material number of the material you want to receive.
   • If the material is to fulfil any reservation, "Fulfil reservation" must be switched on
3. The material has been received correctly when it appears in the "Materials not on loan" table.
4. Continue until all the desired materials have been received. If necessary, click "Finish check-in" to clear the table.

⚠️ Failed receipts

If the material cannot be recognised, a warning icon will be displayed next to the material (if you are receiving via the check-in page, the material will appear in a table called "Failed check-ins").

Check that the material number has been registered correctly. Alternatively, you can try searching for the material based on order information as described under Receive on search.