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Acquisitions: Receiving Workflows (New UI)

1. Untitled Scene

1.1 Welcome

Notes:

Welcome to this session on Acquisitions Receiving Workflows.

Published by Articulate® Storyline www.articulate.com

1.2 Introduction

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The next step of the acquisitions process after purchasing physical material is receiving. In this step physical material that was ordered from a vendor is received. You accept new physical material into Alma by matching its PO line with the material received.We will cover Activation Workflows in another session. In this session, we will describe the workflows for receiving physical materials in Alma.

1.3 Access Receiving Area


Notes:

We will first look at Receiving processes.Regardless of whether material is a one-time item or continuous material, to receive items, first check that your “Currently at” location in Alma reflects the correct Acquisitions Receiving Department. Then, click the Receive link from the Alma Acquisitions menu > Receiving and Invoicing section. The “Receive New Material” screen will display.

receive new material (Slide Layer)


1.4 Receive one-time materials

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Now that we have covered how to access the Receiving area in Alma, let’s look at the receiving process for one-time physical materials.

1.5 Receive one-time materials

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Receiving a one-time order does not create a new item record in Alma. Instead, the item record was created automatically when the PO line was created. When a one-time item is marked as received, it indicates to Alma that the item has arrived at your institution. Alma changes the status of the item to “In Transit” to be sent to the next step for the item, for example, to be placed in its permanent shelving location or placed on a hold shelf to fulfill a patron request. Alternatively, the item can be sent to the Acquisitions and Receiving work order department for additional processing, for example copy cataloging or affixing a spine label.

1.6 One Time tab

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From the Receive New Material screen, you can see the list of PO lines for physical inventory awaiting receiving at this Acquisitions Receiving department. Material waiting to be received has a status of either One-Time or Continuous, which is related to the purchase type of its PO line.To receive one-time orders, select the One Time tab.Because you will likely have many items in this list, use the filters and search fields at the top of the screen to find specific purchase order lines - for example, you can search by PO line number or other fields to find a specific PO Line.


1.7 One Time tab

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Note that under the filter option, the list is filtered for PO lines with a status of ‘Sent’.There are also options to filter for high-priority items, such as those that have patron requests or interested users. This information was entered in the PO line and you can use the filters here to expedite those items as needed. If the inventory awaiting receipt already has an item barcode, you can select the Shelf Ready check box and scan the barcode in order to locate the relevant PO line.


1.8 Receive and Add barcode

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Receiving one-time items in Alma is simply a matter of selecting the checkbox for the item, modifying the Receive Date if necessary, and clicking Receive. However, there are several additional actions available from this screen.To assign a barcode to the item before receiving, .Choose Manage Items from the row actions list. The record will open in the Received Items List screen where you can enter the barcode.If the record has interested users, the option to Print an interested users list will also appear as an option in the row actions list. From here, you can edit the full item record by clicking ”Edit Item Inventory” from the row actions list. You can receive the item from here, too, by selecting its checkbox and clicking Save and Receive. If multiple copies were ordered, you can select which ones to receive.To save your changes without yet receiving the item, click Save.


1.9 Keep in Department

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Selecting the Keep in Department check box in either the Receiving New Material or Received Items List screens will send the received item to the Acquisitions/Receiving Department to facilitate any additional processing, such as adding a spine label or copy cataloging. Use the Next step drop-down to indicate which processing is needed for the item when it is received. The statuses, or steps, that appear in the Next Step drop-down can be customized to suit the needs of your library. The Keep in Department check box will remain selected until you de-select it. ---------------------------


1.10 Un-Receive One-Time Item

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You can un-receive a one-time item provided that the item was marked ‘Keep in Department’ and there are no interested users. Select ‘All (Except Closed)’ from the status filter and locate the relevant PO line. From the row actions list, click Un-receive and then confirm. Receiving information is deleted and the PO line status is reset to ‘Sent’.

1.11 Post-Receiving Processing


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If a received item is kept in the department, it will display together with other items that have been transited to the department under Acquisitions > Post-Receiving Processing > Receiving Department Items.

1.12 Processing Statuses

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Use the filters to select items according to their current processing status, or whether they have been requested. Use the Search box to find a specific item by Barcode, ISBN, ISSN, Title or other parameters.

Click on the row actions list to view available actions for the record. Right click within the record row to see a list of available actions. Edit Inventory Item opens the Physical Item Editor. Here you can update item information as necessary.Edit allows you to add a note as well as update the processing status of the item in the department. Done will place the item in transit to its next destination. Update Expiry allows you to change the expected processing completion date, as displayed in the ‘End of Activity’ column.Print Slip will cause an Arrival Slip to be printed at the departmental printer. The Arrival Slip contains bibliographic, inventory and order information.View Hidden opens a pop-up menu that displays columns that are not currently being displayed for in process items.


1.13 Processing Statuses

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Additional Menu Options apply to selected records. Selecting Actions will generate a barcodeDone Changes the status of multiple items to ‘Done’, select their checkbox and click the ‘Done’ .Select Change Status to see available processing statuses. For example, after copy cataloging is completed, perhaps the item then needs to move to a Physical Processing status to add a barcode or spine label. To change the status of multiple items, select their checkbox, select the new status from the drop-down list at the bottom of the screen and click Change Status. Export records to Excel (current view or all fields) Configuration icon - Gives access to manage column display options. Columns that display are indicated with a checkbox.


1.14 Processing Completed

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As we saw on the previous screen, when all processing is completed for an item, choose “Done” from the drop-down. Alma places the item in transit to the next step, for example to the circulation desk for shelving. Alternatively, click on the Scan In Items link from the Post-Receiving Processing section of the Acquisitions menu to access the same menu that is opened when choosing “Done” in the previous step. Select the Yes radio button in the Done field and then scan in the item barcode. Disregard the “Set Status To” field if all processing is completed. Alma will indicate where the item needs to be routed next, which will likely be the Circulation Desk for shelving. Once it reaches the Circulation Desk, it is scanned in there to let Alma know where it is. The status for the item will then be “Available” as it will be shelved.


1.15 Receive subscriptions

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Let’s next discuss how to receive continuous orders, for example, subscription materials.

1.16 Continuous tab

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To receive subscription orders, select the Continuous tab on the Receive New Material screen.As with one-time orders, use the filters and search fields to find the specific title for which you need to receive an item or issue, and use the “Keep in Department” option if further processing will be needed. Once the subscription title is found in the list, select “Manage Items” from the row action list to see a list of items, or issues, that have already been received for the title. Note that, unlike one-time orders, item records for continuous orders are created at the time of receiving, not at the time of purchasing. Multiple item records can be collapsed into a single record, for example at the end of a subscription year or volume, using Alma’s Bind functionality. Consult the Ex Libris Knowledge Center for more information. Layer IITo immediately receive the new issue, click Receive from the row actions list.

List of received items (Slide Layer)


1.17 Receive subscription orders

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After clicking Receive from the row actions list, the item details screen will appear, enter details for the new item or issue, such as the Enumeration and Chronology. The Description field is what staff or patrons will see when they view the list of issues. Clicking the Generate button will generate the format and punctuation based on a Description template that you can define for the enumeration and chronology fields. You can edit the Description as needed, for example, to add special issue information.To quickly add the new item, click on Duplicate in the Last Received Item Details section. This will copy the details from the last received item, and you can modify it as needed for the new item.Note that from this screen you can select the Keep in Department checkbox if further processing will be needed for the issue when it is marked as Received.Lastly, click on Create and Receive to receive the issue and create an item record in Alma. You also have the option to select Receive and Set Barcodes to add a barcode right away if your institution barcodes issues. Once the item is marked as received and any further processing is completed, it is ready to be shelved.


1.18 Other receiving options

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We will wrap up the Receiving topics with a few other options related to receiving.

1.19 Receive Standing Orders

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Let’s first discuss the receiving of standing orders. A standing order for non-monographic physical material (that is, the PO line type is Physical - Standing Order Non Monographic) creates a holdings record when the PO line is created. In the receiving workflow, this order type is handled like a continuous order: item records are created manually. As we saw in the Purchasing Workflows session, however, a standing order monograph PO line does not create any inventory records. As part of the receiving process, we need to create holdings and item records - and associate the PO line for the standing order to them. Therefore, a unique workflow is used.First create (or choose an existing) Series title which is associated with a PO line type “Physical -Standing Order Monograph”. Identify a PO owner, and mark the series title records as suppressed from publishing. The initial series title will serve as a place-holder or analytic entry which serves to describe the standing order.


Notes:

As individual titles arrive for the standing order, create a new bib record. Open the new bib record in the Meta Data editor and take the following steps to add holdings and items.To edit the bib using the MD editor: Click the “Edit Record“ link to open the record in Metadata Editor. Edit the MARC 760 field to include series details for linking series records. Create a holdings record using the Tools menu > MARC Bibliographic > Add holding. Edit as

necessary, and save the new holdings record. From the holdings record, create an item record by going to Tools > MARC21 Holdings > Add

item. Save and Release the Record.


Tools (Slide Layer)


Notes:

Use the repository search to find the new bibliographic record. Click the row actions list and choose Items from the menu options. The record will open in a new window. Click the row actions list and choose Edit from the menu options.The Physical Item editor will open.Link the item to the PO line by entering it in the “PO Line” field, and then receive the item by


entering a Receiving date.Edit the item as necessary, adding a barcode and so on, and click Save to save and close the physical item editor. To recap, this process creates the holding and item record for the standing order, marks the item as being received, and associates the PO line for the main bibliographic record with the inventory.

1.22 Receive During Invoicing

Notes:

Another option to help expedite the workflow is to receive items during the invoicing process. After creating an invoice via PO or manually, you can choose to move directly to the Receive New Material page. This will be discussed in more detail in the Acquisitions Invoicing Workflows sessions.


1.23 Claims

Notes:

Now that we have talked about receiving… what happens if you don’t receive something?You may remember from the Purchasing workflows session that the PO line has fields for expected receipt date, as well as a claiming grace period. If this time period passes and the item is not received, the PO line is sent to the Claims list. You can view items that have claims from the Acquisitions menu > Purchase Order Lines > Claims link, or using the Claims link in the Task list.

A PO Claiming job runs on a nightly basis to identify items that have not yet been received. For physical one-time items, claim letters can be sent automatically from Alma to the vendor. For continuous/subscription PO lines, email notification can be sent manually to the vendor from the Communication tab of the PO line.

Once the item is received in Alma, it will be automatically removed from the Claim list.


1.24 Session Review

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This brings us to the end of this session on Acquisitions Receiving.

1.25 Summary

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In this session we covered how to: Receive one-time materials, as well as continuous orders Create items when receiving subscriptions Create inventory when receiving standing order monograph materials Review items on the Claims list

1.26 Thank You!

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Thanks for joining us. For more information visit the Ex Libris Knowledge Center


1.27 About this Training

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articulate word output - exl-edu.comexl-edu.com/.../acquisitions_receiving_workflows_new_… ·...

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