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ACS Workflows: Acquisitions

Monograph Receiving

  1. Verify that you are scoped to Technical Services - TECHSER Acquisitions Department.
     


 

  1. In the Acquisitions menu, click on Receive under Receiving and Invoicing.
     


 

  1. This will take you to a new page called Receive New Material. Check Keep in Department and choose the One Time tab.
     


 

  1. Search for the title to check in by entering your search terms (e.g. title, ISBN, etc.).
    • Bibliographic information searches only search a shortened version of the bib record, not the entire full MARC bib.
      • If you are unable to locate your title, use the persistent search bar to search the IZ and locate the POL number or ISBN.
    • To search by Alma PO number, choose PO Reference Number.
  2. Confirm the title of the piece.
  3. Click on POL, and it will prompt the purchase order information.

  1. From there, retrieve the PO#, vendor account number (Material supplier), and confirm the List price. If it is a central pool order, correct the price. for firm orders, write the PO# next to the title on the invoice. 

  1. Check for Notes and Interested Users. 
  2. Then, go back and receive the item. 
  3. Write down the location on a blue streamer (if it is not going to the Main Stacks), and add a pink streamer for any specific notes (special funds, interested user, rush, intentional duplicates, etc.)
  4. On the last page of the invoice, put the vendor code, date received, and your initials. *see the invoice section."

*This is not relevant anymore.*

These orders do not have item records attached to them, so one will need to create an item record manually.
 

  1. In the persistent search bar, choose All Titles and paste in the MMS ID to retrieve the record.

 

  1. Click on the 1 link by Orders then copy the PO line # then click the Back button.


 

  1. Under Physical, where the inventory appears, click the Holdings link.


 

  1. Identify the correct holding (check the location) and click the Ellipses to the far right hand side of that holdings line.
  2. Click View Items.

  1. Click Add Item.


 

  1. Edit the Item:
    1. If you your book has a Barcode scan or enter barcode into item record.
    2. Enter the Material Type.
    3. Copy the POL number from where you pasted it in Notepad and enter it in the PO Line field.
    4. Click the calendar next to Receiving date and enter today's date.
    5. Click Save and Edit at the top of the screen. (must do before you will have access to the Process Type dropdown!)


 

  1. Under Process Type, choose Acquisition Technical Services
  2. In the At field, choose TECHSER Acquisitions Department
  3. Click Save.

Receiving Exceptions

  • ARX – receive only. Do not stamp, strip, or barcode. Place on ARX shelves in Rm 1.
  • IHLC – receive only. Do not mark or strip, or barcode. Place on shelf in Rm 12.
  • LLX*CLX – receive only, stamp, strip, and barcode if needed. Put on Lea’s shelves.
  • MAX (Maps) – for maps, receive only. Do not stamp, strip or barcode. Place on outgoing shelf
  • MUX (books) – receive only, put on MUX shelf in Rm. 12
  • RBML Rare Book – Do not stamp, strip or barcode. Hand carry unopened to Rare Book Library. Do not receive until approved by Rare Books.
  • SSHEL Cur. Col. – Receive only; no cat. Stamp, strip and barcode. Include "uncat" on streamer. Place on outgoing shelf.
  • SSHEL S-Col. – receive only Do Not Mark. Place on shelf in Rm. 12
  • Graphic Novels – receive only, stamp, strip, and barcode if needed. Put on Rosemary’s desk
  • UHX – receive only. Strip and stamp do not barcode. Place on Vanessa's shelf in Rm 1.
  • Replacement Copies and KITS, – Contact Scott Mann
  • Stacks Reference: use a blue streamer write "Room 300REF".