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Alma Acquisitions

Receiving Physical Items

1. Attach barcode to upper right of the back cover.

2. Login to Alma in the Seymour Library-HSL Acquisitions Dept.

3. In Alma Go to Acquisitions > Receiving and Invoicing > Receive.

4. Locate the PO line you want to receive (search by title if necessary).

5. Click on the POL link for the item you want to receive.

6. The Purchase Order Line Details page opens. Do these things:

  • Open the book to the Verso page (the page with publication information, usually located on the back side of the title page). At the bottom of the page, in the crease of the book on the page across from the Verso, use a pencil to record the arrival date, purchase vendor and amount paid for the book. You can take the amount from the POL, or from the packing slip (if you have one with the book that includes the price). Example: 9/6/22  Amazon  $24.00
    • Handwritten on the page 9/6/22 Amazon $24.00
  • Scroll to the 3rd Reporting Code to find the donor name and pull the appropriate bookplate for it and place it inside the cover (you will attach it later). 3rd reporting code is Van Arnam

 

  • If the Notes tab is active, click on it and view the notes. If a note exists about the item needing to go on Reserve, fill out a Reserve form and place it in the item. If a note is found about a book going on the Current Interest shelf, be sure to include a note with the book so it gets the 2-Week sticker above the spine label.
  • Also in the Notes tab, if a note exists indicating a patron (usually a faculty) is interested in the item, then 

7. If you made changes click the SAVE button in the upper right or click the back arrow at the top-left to return to the Received Items List.

8. Click on the ellipsis to the right of the item you want to receive and select Manage Items from the row actions list.

9. The Received Items screen opens. Click on the ellipsis to the right of the item and select Edit Inventory Item from the row actions list. The Physical Items Editor screen opens.

  • Enter any necessary information Copy ID is 1, Item policy is Book-regular loan, Is magnetic is no
  • Be sure to verify the permanent location and change it if necessary. If a book is heading to course reserves or the Current Interest shelf, make sure it has a temporary location and temporary Item policy that reflects where it will be going and the temporary location is marked Yes.
    • Item is in temporary location is Yes, Temporary Location is Seymour Library HSL Reserves, tempoary item type is 2 hour reserves.
  • If there is already a barcode number in the barcode field delete it, the scan in the barcode number from the item. (Sometimes when you do this, the barcode field will populate and the window will save and close automatically leaving you back on the previous screen.)
  • Click SAVE when finished. 

10. Back on Received Items List screen, first make sure that the Keep in Department checkbox is ticked and the processing location is set to "Cataloging Review." Then tick the box next to the item you are receiving, make sure the book says  and click the SAVE AND RECEIVE button located in the top-right.
 

From here the book will go to Gail to receive it's call number. Place the book on the "Call Number" Cart.