Introduction
Alma’s work order type named Acquisition Work Order supports acquisitions processing tasks managed by Collections Services.
There are three statuses currently available in the Acquisition Work Order: Copy Cataloging, Physical Processing, and Temp Storage. During receiving, items need to be moved into the Acquisitions Work Order with one of these status values; otherwise, after receiving, the item it will display to patrons as “In Transit” even though it is still being processed by Collections Services.
By placing an item in a work order at the time of receiving, the item status displayed to patrons will change from “Acquisition” to “In Process.” When processing by Collections Services is complete and items are ready for transit out of Smith Warehouse, the item is marked as “Done” which changes the status from “In Process” to “In Transit.”
This page describes the receiving to the Acquisitions Work Order process step-by-step.
Acquisition Work Order Process
Receiving an Item into the Acquisition Work Order
Navigate to the “Receive” page in Alma to begin the “Receive New Material” process.
From the Receive New Material page, use the search bar to find the PO line Re4dyou need to receive.
Notice that there are two tabs available: One Time and Continuous. If your PO Line search fails, it might be because you’re searching for a one-time order while on the Continuous tab.
Select the “Keep in Department” checkbox and select “Physical Processing” from the drop-down menu.
Select the checkbox on the row of the order you want to receive.
You can also select multiple orders by selecting the checkbox at the top of the result list - this will select all orders currently listed on the page.
To receive the selected items, select the “Receive” button at the top right.
The item is now received and has a process type of “Transit.”
Completing the Work Order
When Collections Services processing of the item is complete, we need to indicate that the work order is “done” to exit the work order.i Setting the item to “Done” can be handled three different ways in Alma:
Method 1: You can scan items in one-by-one
Method 2: You can select a group of up to 20 items on the Manage In Process Items page
Method 3: You can use the Bulk Scan In app to mark a list of items as Done
The following section briefly describes how to do each of these methods.
Complete Work Order Method 1: Scan one-by-one
Scan in items one-by-one
Go to Fulfillment > Scan in items
Enter the item barcode by scanning, typing, or doing a search and then select Done “Yes.” Select “Manage In Process” on the top right to finish.
The item now displays a “Transit” status.
Complete Work Order Method 2: Select a group of up to 20 items
Complete Work Order Method 3: Bulk Scan In
