Fulfillment Tasks - Create an item on the fly

Owned by Cynthia Schwarz (Unlicensed)
Last updated: May 16, 2017
4 min read

There are three known situations where items are created on the fly. The first example is an item that a patron brings down from the stacks that does not have a barcode or a record in Alma. The second is an instructor copy that needs to be available on reserve but that does not become part of the general collection. The third is where an item, such as an iPad or other technology, is added to an already existing holding record. Please note that the Physical Item Operator role which allows for the creation of new physical items is tied to a location. Therefore someone with the role scoped to Paley will only be able to create items for Paley. 

Situation #1: A patron approaches the desk with an item that does not have a barcode or a catalog record.

Log into Alma with your Accessnet username and password. Access Alma at https://temple.alma.exlibrisgroup.com/SAML

If this is your first time logging into Alma, go to the center of the top of your screen and click the link next to Currently at:

Once logged in, navigate to the Alma button, click the drop-down and navigate to Fulfillment → Checkout/Checkin → Manage Patron Services

Enter the patron's identification. You can swipe their ID in the ID swipe or you can manually enter the patron's TUID number or name. Click Go. This will open the patron's brief record. To the right of the box where you would normally scan the item barcode, click on the button that says Create Item. 

In this particular situation, a holding record most likely does not already exist. Therefore check the circle next to New. From the drop-down, select Book. Select Choose to continue.

Complete as much information as possible. At the bottom of the form, select the Library, Location and enter a new barcode. You can also select the item policy. The Default item policy will select the default for that location. For Paley, the default item policy is 56 days. Click Save to continue.

You are taken back to the patron's record and this item is now checked out to the patron.

Situation #2: Add an instructor copy and place it on reserve. 

Once logged in, navigate to the Alma button, click the drop-down and navigate to Resource Management → Create Inventory → Add Physical Item

For this item, I am also going to select New and Book. You can change the material type later. Select Choose to continue.

Again, fill in as much information about the item as you can. Select the library and the location. You can change the Item Policy or you can let the Library and Location determine the item policy. Also, notice this time that I checked the circle next to both Course Restricted and Suppress from Discovery. Click Save to continue.


The item appears in the repository search as a confirmation that the item was created. From here, you can Add to Reading List or place a request.

Situation #3: Add a new item record to an already existing holdings record. For example, a new circulating iPad.

Once logged in, navigate to the Alma button, click the drop-down and navigate to Resource Management → Create Inventory → Add Physical Item

This time, I know that a holdings record already exists. Click in the circle next to Existing. Then click Choose.

Begin typing the title of the item. Select the already-existing title. The form will automatically populate the Library and Location fields. You can change these if needed. Complete as little or as much of the remaining fields as possible. Click Save to continue.