A PDF of these instructions is available along with a 12 minute recording.
Currently, we receive our print books from Baker & Taylor - these items are shipped to LTS at Deerwood who will then process and catalog the books before sending them in interoffice mail to each location.
This document will outline the many steps involved in reviewing the shipments, verifying information in Alma, receiving the orders, closing out the invoices in Alma, and removing the transit status. You will also take these actions when reviewing items that locations purchase from Amazon or that are donations that are sent to LTS for processing and cataloging.
1. For items from Baker & Taylor, compare what is in the shipment based on what is included in the packing list/invoice. Are there any items missing in the shipment? If so, please report to LTS and they will get in contact with customer service or verify the item was not inadvertently left in LTS.
2. Next, inspect the items - are any items damaged (i.e. bent cover, torn pages, water damage) or misprocessed. If there are any issues, please report to LTS and they will get in contact with customer service.
3. In Alma, scan the item’s barcode number in Alma using an All Titles search. If you receive an error message that the barcode number was not found, please let LTS know so they can update the record.
4. Verify the call number on the spine label matches what is in Alma as sometimes there can be discrepancies. Pay close attention as sometimes there can be very small differences in the call number such as the year being different or there being one number off in part of the call number. Report any discrepancies in call numbers to LTS.
5. Another part to review is the catalog record of the item. If you click on the title in the results list, you will be taken to the Bibliographic Record view on the right-hand side of the screen. Review the fields below and make sure everything matches such as the title, author, number of pages, and year of publication. If there is a table of contents in the book but not in the record, let LTS know. Think about the call number and if it makes sense for the item to be there. For instance, most graphic novels are in the PZ range. However, sometimes they may have a call number beginning with PS. But if your location has all graphic novels in PZ, let LTS know and they can update the call number.
6. Another item to review is the permanent collection. By default, items are put in the CIRC collection. If you want these items to be in a different location (i.e. Reserves, Graphic Novels, etc.) you can either update the permanent collection in the Physical Item Editor or let LTS know to update.
7. If you are handling a large batch of items that have issues or need updates, it is recommended to keep a separate document or spreadsheet listing each item and what the issue is. An example sent to LTS previously is below. Send this list to LTS and they will let you know in the Notes field what next steps to take or what actions they took.
8. If you need to send an item to LTS, you will need to update their process status to be Send to Cataloging. To do this, scan the item’s barcode number in Alma using a Physical Items search.
9. Then click on the Edit item button.
10. Click the drop down menu for Process type and choose Send to Cataloging. Then click Save.
11. If everything looks correct with the cataloging records, you will next move to the acquisition workflow to receive the items in Alma.
12. You will first need to make sure your Alma location is set to your Acquisitions Department. Click on the drop-down menu on the top right of the screen and select your location’s acquisition department.
13. Next, click on the Acquisitions tab and click on Receive under the Receiving and Invoicing section.
14. On the Receive New Material screen, make sure the Status is set to All (Except Closed), review the list and select items to receive. If necessary, you can Filter by owning library. If you need to keep an item for a while, click the Keep in Department option and choose an appropriate selection. When you are ready to receive, you can either click Receive in the More Actions button or select the checkbox next to the POL-number and then click Receive button at the top right of the screen. You can also select more than one option in this method.
15. You will receive a Receiving process completed successfully message on the top right-hand side of the screen.
16. You will next need to confirm that the PO Line is closed. You have a few options in locating the order.
Search via the PO Line number in the Order lines scope.
Search via the ISBN number in the Order lines scope.
17. When you locate the order in the results screen, make sure the PO line is in a Waiting for Invoice status. Next, click the three dots on the right-hand side of the screen and click Close. Occasionally the POL number is already Closed. In such cases, just verify that it is closed and move to the next one.
18. Click Confirm on the Confirmation Message that displays.
19. The PO line is now closed.
The only invoices you need to review and close out in Alma are from Baker & Taylor. Since we do not add orders for our electronic resources, you will not need to worry about closing out those invoices in Alma.
21. First click on the Acquisitions tab and then click on Waiting for Payment under the Receiving and Invoicing section.
22. Next, click on the Unassigned tab in the Waiting for Payment Invoices screen.
23. In the Unassigned tab, you should see the invoice listed. Click on the three dots on the right-hand side of the screen and click on Edit.
24. On the Invoice Details screen, update the Payment status and Payment identifier fields. Entering Unknown in the Payment identifier section is fine, or you can enter a payment confirmation number. Once everything looks good, click on the Save and Continue button at the top of the screen.
25. To verify that the invoice is closed, change the search drop-down menu to Invoices, enter the invoice number, and click search.
26. You will see that the invoice is indeed closed.
Finally, you will need to remove the transit status as the item would show up as unavailable in Primo. You can check if an item is in transit by running a Physical items search for the barcode number and noting the process type.
27. Make sure that your location in Alma is set to the correct Circulation Desk. On the right-hand side of the screen, click the down arrow which will bring up the Location drop-down menu. If you need to switch your location, click the down arrow next to the current location and scroll through the resulting list.
The reason why it is critical for your location to be set first is because it must match the location where the item permanently belongs. If you work at multiple locations, always make sure your Circulation Desk is set to your current location. Otherwise, items will continue to be in this Transit status and it will generate a transit letter when returned.
28. You will next click on the Fulfillment tab and then click on Return Items under the Checkout/Checkin listing.
29. In the Manage Item Returns screen, scan the barcode number in the Scan item barcode field.
30. In the Manage Item Returns screen, you will see the item listed. Note the Reshelve location. Keep doing this for all items.
31. Finally, click on the Exit button.
