General information
After physical material has been marked as received in Alma, the item will display a certain Status or Process Type depending on which post-receiving process has been selected. The item will appear as if it is available for use or as In transit to the owning library unless some other Process type is assigned to it. These process types are assigned via Work Orders.
Post-Receiving Best Practice for Physical Materials:
Unless the item being received is ready to be shelved in the owning library immediately upon receipt, the suggested best practice is to move the item into a Work order.
For more information about Work orders, see the Power Point class on Work orders listed in the Training Portal.
If not using Keep in Departmental Work order status function
When Receiving One time orders
- If the Keep in department option is not used during receipt of a One time order, the item automatically moves into the Transit process type; Status: Item not in place (which indicates that it is en route to be added to the Library stacks or remote storage)
- Items in the Transit status are scanned in at the Circulation desk to remove this status, and then shelved
When Receiving Continuous orders
If the Keep in department option is not used during receipt of a Continuous Order, the item does NOT move into to the Transit process type.
The item will remain coded as:
- Status: Item in place
- Process type: <blank>
For this reason, it is important to send the item to be shelved/deposited as soon after receipt as possible
If using the Keep in department Work order status function
During the receiving process for physical material, there is an option to indicate that the material is still in the department, by choosing the Keep in department option at the top of the Receiving list, and selecting the location/status within the department, such as:
To see the the list of material in the Department, go to Acquisitions > Post-receiving processing > Receiving department items
- the list of Receiving department items allows you to update the item in various ways such as, changing the status, edit the item, print an arrival slip,or mark the status as Done
- the list of items has various search indexes as well filters to help limit and locate in process items
These items have the following values
- Status: Item Not in place
- Process type: Acquisitions workflow (<the work order status such as:Review shelves, etc>)
Printing an Arrival slip
If the item was received and marked as Keep in department, there are two ways to Print a slip:
1) from the Received items list (via the Manage items command from the order on the Receive New Material page
- Select Print slip from the ellipsis action icon
- The slip will be emailed to the printer associated with the Receiving department
2) The item can be called up in the In process items screen (Acquisitions > Post-Receiving Processing > Receiving department items) where there is an option to Print a slip in the ellipsis action icon
- The slip will be emailed to the printer associated with the Receiving department
Changing Work Order status
As the item progresses to another workflow stage of location:
click the box to the left of the item in the In process items list
choose Change Status from the Upper menu bar, and select the Status that represents the new step or location
Marking the item as Done moves it into:
- Status: Item Not in place
- Process type: Transit
When the item is accessioned and shelved at the owning library or repository, the item will change to:
- Status: Item in place
- Process type: <blank>