Serials Receiving Processes

Alma uses the item record as the basis for receiving physical materials. Key elements for this purpose are the Expected Date, Received Date, and PO Line number. Alma allows the Received Date to be used regardless of whether the library created a predicted sequence of issues or not.

Regular print serials--including newspapers, magazines, journals AND bound volumes--may be associated with subscription PO lines, typically either Physical - Subscription or Print Journal - Subscription. A library may choose whether to predict future items or not; in either case, these items may be received from the Receive Items screen.

Serials that are received as standing orders--where the actual identities of new and future volumes aren't known until items are published and received--may not be predicted, and are not received via the Receive Items screen. Instead, these volumes should be cataloged as new, then tied back to orders via the PO line number.

Receiving Processes

Serials Check-in with Prediction

Serials Check-in without Prediction

Start by going to the Acquisitions Menu > Receive. Click the Continuous tab. Search for your title.
In general, if you don't find your title on the continuous tab, the first thing you should do is change the filter to see if the PO line has been closed. The default for the filter is "All (except closed)". If the PO Line has been closed, you may need to re-open the PO line to modify the record.

If the title is still not listed, then do the following.
1. Search Physical Titles (e.g., by MMS ID).
2. Locate the title in the results list.
3. Click Items.
4. Locate the most recently received item.
5. Select Duplicate from the row actions menu (...) button.
6. Edit the record as desired: e.g., add barcode, material type, item policy, enum, chron, etc.
7. Enter the Receiving Date. 
8. If the PO Line number is not populated from the item you copied, enter the PO Line number for the order that represents your title.
9. Click Generate to create a description from the enumeration and chronology fields. This data appears in Primo VE for the item.
10. Click Save.

Receiving Standing Orders

In Alma, a standing order is an order for any resource or set of resources where the items are not known in advance. Standing orders in Alma may include monographic series--i.e., monographs published and sold as a series, but each monograph has its own identity, and may typically be shelved separately from the other series titles--as well as broader types of orders, such as approvals plans and rentals plans. Since the PO line for these orders is typically made at the series title or collection title level, but actual inventory will be related to the identity of the received item, Alma does not offer a way to receive standing orders directly. Instead, library staff will create a new record (using a shared NZ bib or imported bib), and then link that record to the PO line to track receipts.

Managing and Maintaining Serials Data

Retain and suppress serials history

Part 1. Create a new holding record that is suppressed from discovery
Part 2. Move item records to suppressed MFHD.
1. Search the repository for the item to be moved 
2. From the results list, click Items for the bibliographic record with multiple holdings. The list of items will appear.
3. Select the item(s) using the checkboxes and click Change Holdings. The list of holdings appears.
4. Select the holdings to which you want to move the items and click Select.
5. To review, click the View all Holdings link.
6. To delete the holdings with zero items, select that holdings (row), click Delete Holdings, and click Confirm in the confirmation dialog box.

Creating a list of users for a routing list

1. Search for your PO line.
2. On the results page, click the Edit button.
3. On the editable view of the Purchase Order Line Details screen, the check box will now appear where you previously saw "No." Tick the box to start your changes.
4. Next, go to the Interest Users tab.
5. Click Add Interested Users. Search for a user in Alma: you may start typing a name or identifier, and wait for Alma to auto-complete or offer suggestions. You may also click the Select from a List button, which opens the Find and Manage Users search screen.
6. For a routing list, you do not need to tick any of the boxes for sending notifications or setting a hold.
7. Click Add if you have more users to add, or Add and Close if done.
8. Click Save to save the PO line.

When receiving new issues from the receiving workbench, you can print the routing list for the issue by selecting "Print Interested Users List" from the row action menu.

Re-opening Serials PO lines

1. Search for the PO line.
2. On the results screen click Reopen, found on the row actions menu (...). This will change the status of the PO line to "In Review."
3. Now, edit the PO line and update the fund to your current fiscal year. Make other changes to the PO line as desired.
4. Unless you want to send an order letter to the vendor, change the acquisition method of the PO line to Purchase at Vendor System.
5. Click Order Now.

Ex Libris Documentation and Resources

Knowledge Center: Receiving Physical Material

Alma Serials Check-in FAQ
Alma Standing Orders FAQ