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Why is the 'check in date is invalid' when checking in an item

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Symptom

  • When checking in an item, the following message appears at the top of the Check In screen:   The message The check in date is invalid appears, and the item is not checked in.

Applies to

  • WorldShare Circulation
  • WorldShare Management Services (WMS)

Resolution

The reason this is seen  is that the Backdated date on the Check In screen is set earlier than the date and time the item was checked out to the patron who currently has it. The system cannot record a return that happens before the loan began.

Backdated dates stay in effect until you change them, so the most common cause is a backdated date left over from earlier processing that was never reset.

To clear the backdated date follow these steps:
  1. Click the Circulation tab, then click Check In in the left navigation.
  2. Expand the Settings accordion and locate Backdated date under Session settings.
  3. Click Edit date.
  4. Select today's date, and set the timeframe to the current time.
  5. Click OK. The date displayed on the screen updates.
  6. Check the item in again.

You can also log off and sign back in. Session settings are kept only for the current session, so signing out returns the backdated date to the current date and time.

If you intended to backdate this check in:
  • Check the year on the date you selected. A date typed with the wrong year is the most frequent reason a backdated date falls before the loan.
  • Look at the Due Date or checkout date on the patron's account to confirm when the item was checked out.
  • Your backdated date must fall on or after that date and time.
  • If the item was checked out after the date you are backdating to, that item cannot be backdated to that date.
  • Check it in at the current date and time, then adjust any resulting fines on the patron's account.


Additional information

Page ID

69693