Simpson Library Technical Services

Receiving Items

Once items have a PO Line attached, they are ready to receive in Alma.

1. Go to the Acquisitions menu > Receiving and Invoicing > Receive
2. Choose the One Time tab or the Continuous tab:
3. You can search for your item by title or select from the list.
4. It is easier if you can filter by vendor.  Choose the drop down filter by vendor: enter YBP, then Apply.
5. You can receive items one at a time or select multiple items to receive.

One-at-a-Time Receiving:

1. Check the POL for the item you are receiving.
2. Click the more menu and select Manage Items.
3. Not Received. Click the more menu and select Edit Inventory Item.
4. Check to see that the Material type is correct.
5. Change Provenance to Library owned copy.
6. If the item has enumeration and/or chronology information, fill out those fields and  Generate  the Description.
7. Place a new barcode on the item.
8. Place cursor in the Barcode field and scan the item's barcode.  This will Save and close the window.
9. Check Not Received again
10. Verify the Received Date is correct and click  Save and receive
11. You should get a confirmation: "Receiving process was activated for the selected Purchase Order lines."

Multiple Item Receiving:

1. Check the POL for the item you are receiving.
2. Click the more menu and select Manage Items.
3. Check Not Received. Click the more menu and select Edit Inventory Item.
4. Check to see that the Material type is correct.
5. Change Provenance to Library owned copy.
6. If the item has enumeration and/or chronology information, fill out those fields and  Generate  the Description.
7. Place a new barcode on the item.
8. Place cursor in the Barcode field and scan the item's barcode.
9. Repeat steps 1-7 for each item.
10. Now you can receive multiple items at once:
11. Check Not Received for each item.
12. Verify the Received Date is correct and click  Save and receive
13. You should get a confirmation: "Receiving process was activated for the selected Purchase Order lines."

Items are ready to go to the Spine Label cart.

Removing Received Items from Claims

Problem: Items are in 'Claims' even though they have already been received

First, in order to get these PO lines out of claims, you need to change the expected due date to a date in the future.

This can be done individually.

To individually change the expected due date for items:

1. Go to the 'Claim' window in Alma.
2. Locate the item and check the box next to the number assigned as the item's 'place.'
3. Click on the box 'Change Expected Date.'
4. Change Expected Receipt Date* to a date in the future.
5. Click Save.

Now the item(s) is no longer in 'Claims' but still has a PO Line status as 'Sent.'
This is fine if the item has not arrived and therefore, has not been received yet.

If the item has arrived and has been received in Technical Services, the PO Line status needs to be changed from 'Sent' to 'Closed.'
We have found that these will not close even if the appropriate job has been run.

To close these PO Lines:

1. Make sure you are at the appropriate department.
2. Go to Acquisitions > Receiving and Invoicing > Receive
3. Optionally, search by PO line under the One Time tab.
4. Identify the PO line.
5. Change the date in the Received Date window to the original received date (if the item has already been received).
6. Row actions (the three dots) > Receive.