Librarian
Contact Us
Receiving App: Recieving and Checking In
Receiving App: Checking In Physical Items
The Receiving App in FOLIO is where you confirm and check in physical items after a Purchase Order (PO) has been opened. This includes one-time print books, serials, multi-volume sets, and standing orders.
Use this app to:
-
Confirm that physical items have arrived
-
Assign barcodes and identifiers
-
Create or update inventory item records
-
Add Receiving Notes and Flags to route materials to cataloging, ETL, or specific staff
The Receiving App pulls directly from the Purchase Order Lines (POLs) in the Orders App and updates their fulfillment status automatically.
What to Confirm Before You Receive
Before checking in an item in the Receiving App, make sure:
-
The PO is Open in the Orders App
-
There is at least one physical format POL
-
A Holdings Record already exists, or is ready to be created
-
Fund and Expense Class are correctly set up in the Finance App and linked to the POL
-
You have receiving app permissions assigned to your user profile in FOLIO
🛠️ Gala’s Hack: For standing orders, use the Receiving Note to record how often the item arrives (e.g., “Monthly,” “Quarterly”) and the last volume received. This creates a living receipt log that helps everyone stay on the same page.
|
|
|---|
Receiving App. Workflow
|
Element
|
Description
|
Instructions
|
|
Expected Pieces
|
Shows a list of items ordered and expected. Each piece is tied to a POL.
|
Use “Add Piece” to enter volume, issue, or copy details. Confirm the Title, POL Reference, and Expected Receipt Date.
|
|
Receive Items
|
Confirms the item is physically received.
|
Check the “Received” box. This triggers the creation or update of an Inventory item and connects it to the correct holdings.
|
|
Barcode Entry
|
Assigns the barcode and any other item-level identifiers.
|
Enter the Barcode, Call Number, and optional Copy ID during the receiving step.
|
|
Receiving Notes
|
Internal notes for item routing and handling.
|
Use this field to indicate where the item should go next (e.g., "Send to Cataloging", "Hold for Faculty", "Deliver to Course Reserves").
|
|
Receiving History
|
Timeline of received items and actions taken.
|
Review past receipt dates, who checked in the item, and how many pieces have already been marked received.
|
|
|
OSU Practices
-
Always apply barcodes when receiving items. This enables circulation and discovery access without delay.
- For ongoing orders, check the Receiving History before marking an item received to avoid duplicates.
- Receiving Notes and Flags alert, Cataloging (DRDS) of any needed MARC updates, especially for serials or multi-volume titles.
🛠️ Gala’s Hack: Use a flag for special handling, like:
RED “Rush”
YELLOW "Book Plate"
