Depot handling

Depots is a way for libraries to borrow a set of items from an external supplier for a longer time, not aimed at a specific patron.

Once the depot items are registered in Quria, they will be available for the patrons as any other library items. In most aspects, handling of depot items is similar to regular items. A few exceptions:

  • Depot items cannot be assigned a temporary location.

  • Depot items are not found on the Items tab of the Collections page.

  • Home location for a depot item can only be changed within the current account.

  • Depot supplier cannot be changed for NCIP depots.

  • Depot items cannot be deleted manually in the manifestation details. This will be handled automatically when the depot is returned or cancelled.

Depots are handled on the Depots tab of the ILL page. Only users with the ILL/Depot handling permission has access to the depot functionality.

Note:
Automatic depot handling via NCIP must be enabled via Axiell support and is currently available in Norway only.

You can create analytic reports based on depot statuses.

See also: External depots: Stop trapping reservations (number of days prior to external depot expiry date)

Creating depot items

Depot items can be created manually or automatically based on NCIP messages.

Creating depot items manually

If there isn’t already a work with expressions and manifestations for the depot items, you can import via External sources or add work.. See also: Adding works

  1. Add an item in the regular way, but select Add depot item and also enter the ILL supplier and expiry date. See also: Adding an item

The depot item now gets status Received automatically.

Searching for depot items

You use the Search field on the Depots tab of the ILL page to search for and act upon depot items.

  1. Go to the ILL section in the main menu and select the Depots tab.
  2. Search for a title or a depot supplier in the search field and press Enter. You can filter the search hits based on depot status by checking the status boxes and choose View data for a branch.
  3. You can refine the search by expanding the tool located just below the search field. You can make selections based on depot dates, depot supplier and different statuses. The Automatic status and Manually set status fields refer to individual items and the Depot status field refers to the depot information for the items. You can also make selections based on title information.

Scanning items

You can select the Scan items option to scan one or several items, get them in your list and then handle them at the same way as when you search and filter for items.

Changing data for many depot items at the same time

You can change data related to home location, return depot items or mark them as received.

Under Change data/Change home location, you can bulk change the following settings:

  • Organisation

  • Department

  • Section

  • Item type

  • Shelf - item

  • Item receipt type

For each field you can change value, leave as is and in some cases clear current value (department, section, item type and item receipt type). If you change organisation, the default choice for department/section will be Clear value. New values must be selected if wanted.

  1. Select which settings you want to change and click Change.

  2. Confirm your action.

You can also change the depot expiry date by selecting Change data/Change expiry date.

Note:
When you select several depot items in the list, actions that may not be applicable for each selected item will become available. But when an action is carried out, only items that are valid for the particular action will be affected.

Exporting depot items to a CSV file

  1. After having selected the items that you want to export, click Download as CSV.

A CSV file is created in your Downloads folder.

Receiving depot items

Only depot items with status Ordered can be received. Depot items ordered via NCIP can also be received using the Check in window. After receiving depot items, they become available to patrons. Manually created depots are set to Received automatically when created.

Receiving items by scanning

  1. Open the Check in window.

  2. Scan the barcodes of the items to receive.

Receiving items by searching

  1. Search for depot items on the Depots tab of the ILL page.

  2. Select the items to receive and click More actions/Receive.

Deleting many depot items at the same time

Depot items with status Cancelled or Completed can be deleted. No analytics will be created for deleted depot items.

  1. After having selected the depot items you want to handle, click More actions/Delete.

  2. Confirm your action.