Consolidate POL-linked Items to one Holding record on same Instance while retaining all POL & Receiving linkages
Release: Orchid, CSP 4
Updated 2023-09-12
Added to Confluence: 2023-11-01
Google doc version: Change Instance connection from POL -- to consolidate POL-linked Items to one Holding record on same Instance while retaining all POL & Recieving linkages
Resources
Description
Using the Change Instance connection POL Action to shift Items onto a single Holding record when there is more than one HOL/Locations of the same Campus on a single Instance and the Items being consolidated to one Holding record have distinct POL & Receiving Piece linkages.
Examples:
Single Serial Order for Reference Location, but later Item moves to Stacks
Distinct Orders for two Locations, later consolidated (1 Stacks, 1 Display)
Steps
Determine the need to consolidate Items Received on different Holding/Location Records on the same Instance to just one of the Holding/Location Records, while retaining all POL & Receiving linkages
In Inventory, change the Location of the Holdings record that has the Item to be moved to the same Location designation as the Location on the Holdings the Item is to be moved to.
For example, Holding/Location 1 is MH Stacks with 1 Item & Holding/Location 2 is MH Faculty Display with 1 Item. The goal is: the item that was received on Hol/Loc 2 should be moved to Hol/Loc 1 and be made copy 2 [a Faculty Display item/copy is no longer needed].
>> In other words, make both Holding records have the same Location = the goal Location.
Next in Orders, retrieve the POL for the Item to be moved:
From the Actions menu, select Change Instance connection
A modal will display. In the Search and filter area, change the search to Instance HRID and paste the copied HRID for the Instance Record
Select the title that displays
A new modal will display, with the question “All related item records will be moved to the new instance. How would you like to address the related Holdings?”
Choose the 2nd option: Find or create new
If there is an existing holdings record with the same effective location on the Target Instance, Find or create will find and use that (Target Record’s) existing holdings record–which in this case will be the OTHER Hol/Loc record
Then because (or if) there are no remaining items on the Source Holdings record, another modal will pop up:
Choose Delete Holdings
Return to Inventory and update the moved Item as needed; e.g., copy #., Loan type, etc.
NOTE: The POL Location Holding & Piece Select holdings etc info DOES retro update according to the changes of the linked Holdings/Items in Inventory. For example, in this case, if POL2 was (when ordered) Holding/Location: MH Faculty Display with 1 Item, and the consolidation was to Holding/Location: MH Stacks, then NOW POL2 and its associated Received Piece will no longer show that. Now they will show MH Stacks.
Related: Similarly, one can also use the POL Action Change Instance connection to split off Items to additional/other Holdings/Locations on the same Instance while retaining all POL & Receiving linkages by choosing the Create new option instead, and then changing the new Holdings/Location to a different Location and updating the moved item as needed.