The Receive Multiple Orders wizard allows library staff to receive orderlines from multiple orders and place them all together in one packing list. Also, with this new wizard, you are able to receive individual orderlines and load these ordered copies to the catalog (create new copies) in one wizard. With past versions of Symphony, you could only receive individual orderlines with the Receive Orders wizard and then load new copies using the Add Ordered Items to Catalog wizard. (If you use 9xx ordering, you may have already created copies when you ran the TS2bibload report. Therefore, you do not need to use the Load Ordered Copies feature of this wizard).

Receiving Orders (copies already created for orderlines/do not want to create item records for received items)

Properties

To access this wizard’s properties, right-click on the wizard’s name:

Behavior Tab

Defaults Tab

Make sure this check box is selected if you create copies for ordered items using the TS2bibload and TS2orderload reports (9xx ordering). If this box is not selected, you will have to manually set the date loaded for each orderline in the order using the Modify Order wizard.

In order for an orderline to be considered closed, a date received and date loaded must be entered. If a title has an open order, any library (not just the item library of the open order) will not be able to delete any item listed under that title and will receive the following error message. If you receive this message when trying to delete an item, contact WYLD support:

After clicking the Receive Multiple Orders wizard, you will see the search screen below.

1. Type the purchase order IDs of the items that you want to receive. To search for multiple purchase orders, separate each purchase order by a semi-colon. 
2. The default fiscal cycle and acquisitions library is based upon your selections in the Defaults tab in the Session Settings wizard. You can use the drop-down menu to change the fiscal cycle and acquisitions library.
3. Create a packing list number (required).
4. Change the date received if needed by using the calendar gadget.
5. Click "Search".

Next, you will see a list of orderlines not yet received or not received in full from the purchase orders you searched for. The last column in this table will show the status of the orderline:

• Green check mark: The number of copies received for this title is the same as the expected number of copies.
• Yellow exclamation point: The number of copies received for the orderline is lower than expected.
• Red exclamation point can mean three things:
  • No copies have been received;
  • The number of copies received is greater than expected; or
  • Quantity distribution information is incomplete.

To receive an orderline, enter the quantity received under the "Quantity Received" column. You can use Shift + Click to select multiple orderlines. (To make sure that WorkFlows accepts the value received, after entering the quantity, press "Enter" or click outside of the field). If the quantity received matches the quantity ordered, the red exclamation point should change to a green check mark.

If the status icon is red or yellow after receiving the orderline, you can get more detailed information about the reason for the status and the ability to solve it by clicking on the status icon. (Only items with a green or yellow status icon will be received).

When you have selected all orderlines that you wish to receive, click “Receive Orderlines”. On the next window, click "New Packing List" to close the current packing list and start a new one. If you do not want to create a new packing list, select “Close”.

Receiving Orders (create copies for received orderlines/ use Load Ordered Copies feature)

Properties

To access this wizard’s properties, right-click on the wizard’s name:

Behavior Tab

Defaults Tab

After clicking the Receive Multiple Orders wizard, you will see the search screen below.

1. Type the purchase order IDs of the items that you want to receive. To search for multiple purchase orders, separate each purchase order by a semi-colon. 
2. The default fiscal cycle and acquisitions library is based upon your selections in the Defaults tab in the Session Settings wizard. You can use the drop-down menu to change the fiscal cycle and acquisitions library.
3. Create a packing list number (required).
4. Change the date received if needed by using the calendar gadget.
5. Click ”Search”.

Next, you will see a list of orderlines not yet received or not received in full from the purchase orders you searched for. The last column in this table will show the status of the orderline:

• Green check mark: The number of copies received for this title is the same as the expected number of copies.
• Yellow exclamation point: The number of copies received for the orderline is lower than expected.
• Red exclamation point can mean three things:
  • No copies have been received;
  • The number of copies received is greater than expected; or
  • Quantity distribution information is incomplete.

To receive an orderline, enter the quantity received under the "Quantity Received" column. You can use Shift + Click to select multiple orderlines. (To make sure that WorkFlows accepts the value received, after entering the quantity, press "Enter’ or click outside of the field). If the quantity received matches the quantity ordered, the red exclamation point should change to a green check mark.

If the status icon is red or green after receiving the orderline, you can get more detailed information about the reason for the status and the ability to resolve it by clicking on the status icon (Only items with a green or yellow status icon will be received): 

When you have selected all orderlines that you wish to receive, click “Receive Orderlines”. Next you will be taken to a screen with a list of all orderlines that you received for the current packing list. You have three options “New Packing List”, “Load Ordered Copies”, and “Close”. We want to create copies for received orderlines, so select “Load Ordered Copies”.

For each orderline selected, you will be taken to two screens. The first screen is to change distribution information, such as the holding code.  Once you have completed your changes, click"‘Continue".

Next, you will see a screen where you can modify the call number, the item barcode, and the class scheme. If call number(s) are already on the bib record, the first call number listed on the record will be the default in the "New call number" field. Otherwise, it will be an auto-generated call number. Edit the call number if needed. The default for the item ID, in most cases, will be an auto-generated number. You can replace this auto-generated number with a permanent barcode or keep the auto-generated ID.

If have additional orderlines you want to create copies for, click "Continue". Once you have created copies for all of your selected orderlines, click  "Close".