Activate Exchange Libraries Wizard

The Activate Exchange Libraries wizard is used to activate libraries and begin the exchange process. Once libraries have been activated, it will be possible for you to exchange items to those destinations.

Activating a library will cause the system to calculate the number of items that should be sent to an exchange library. A List – Suggestion Notice report will automatically run (if established in the Exchange Library record) listing items to send to the destination library. See Calculating the Number of Items to Exchange or Return for more information on how the number of items to exchange is determined.

Alternately, if the helper properties of this wizard are set, you can use the Produce Suggestion Notice Report Helper on this wizard to run the List-Suggestion Notice Report. and the View Suggestion Notice Reports Helper to view the report.

To activate exchange libraries

In the Manage Exchange group, click the Activate Exchange Libraries wizard.

Under Next Activation Options, select the exchange date. By default, the exchange date is the current date.

Select or clear the Reciprocal Exchange check box to indicate whether the exchange requires a return.

Note: Reciprocal Exchange can only be used for branch-to-branch exchanges. An HQ library cannot activate a branch with Reciprocal Exchange and an AFFILIATED library cannot activate an HQ with Reciprocal Exchange.

If you select the Reciprocal Exchange check box, a return is required, and Yes will display in the Reciprocal Exchange column (by default, this box is NOT checked).

If you clear this option, the receiving library does not have to return any items (this usually occurs on the first exchange only), and No will display in the Reciprocal Exchange column.

To activate a library, select the inactive library from the Inactive Libraries list, and click the right-hand blue arrow to move the library to the Active Libraries Priority List. The library is now active.

To deactivate a library, select the library you want to deactivate from the Active Libraries Priority List, and then click the left-hand blue arrow to move the library to the Inactive Library list.

Note: You can only deactivate a library if there are no items pending shipping to it.

To modify the exchange date, select the exchange library you want from the Active Libraries Priority List. In the Date column, click the arrow to the right of the date. A calendar appears. Using the calendar, select the correct month, year, and day. To close the calendar, click anywhere in the Date column.

To change the order of priority for active libraries, select the library you want to move in the Active Libraries Priority List and click either the up or down arrows to move the library up or down in the list.

Click Save to keep your changes or click Close to exit the wizard without saving any changes.

Important Considerations When Using this Wizard

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An exchange library must have at least one profile before you can activate it.

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If the first library in the priority list does not fulfill the requirement (for example, the exchange type/category does not exist or has reached its expected quota), the system goes to the next one on the list.

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You cannot deactivate a library if it has items pending shipping.

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You can select multiple libraries. To do this, press the CTRL key, and then click each library you want to select.