Return Items - how to

Alma role needed: Circulation Desk Manager, Circulation Desk Operator or Circulation Desk Operator Limited

A method to return items (i.e. check in items) is in the Return Items page. Please note that using Return Items on any item that is not checked out will incorrectly register as in-house use, inflating the in house use statistics. To print slip from Return Items, you must “Enable quick printing” before scanning the barcode. 

1. From the main menu, select Fulfillment > Return Items.
2. Scan the item’s barcode in the “Scan item barcode” field.
3. Sensitize the item

Items can also be returned in the Returns tab in Manage Patron Services and Scan In Items as well. To mitigate in-house analytics data dilution, Scan In Items is the preferred choice for removing items from the user’s account. 

1. From the main menu, select Fulfillment > Scan In Items
2. Check Yes for “Automatically print slip”
3. Ensure “Register in-house use” is unchecked
4. Scan the item’s barcode in the “Scan item barcode” field
5. Click “Exit”
6. Sensitize the item

It is only possible to Override the return date and time via Return Items. It is not possible to do this from the Manage Patron Services “Returns” tab or from Scan In Items. Note: SPA accounts, which have the Circulation Desk Operator Limited role, will not be able to backdate. The Circulation Desk Operator role is needed to backdate.

Batch: If the return date needs to be backdated for many items (for example, returns in an overnight drop box), this can only be done from Return Items. Date and time can be selected from the calendar tool prior to scanning barcodes. This changes the date and time for all subsequent items scanned during the session.

Single Item: in addition to the option described above for the calendar tool, it is also possible to backdate a return after the barcode has been scanned. Scan the barcode and before you “Clear List” or “Exit,” click on the ellipses and click the option to “Select Return Date” and change the date & time here.

Once an item is checked-in, it is immediately removed from the user's account.  Alma does not retain patron information while the item is in route to the owning location for damage assessment. Once the item is checked-in, the item is off the user’s library account. Any Loan Notes are automatically removed when you clear or leave the Returns module. Loan notes are intended to be temporary and will keep all notes attached to the circulation transaction until the book has been checked in. To create a pop-up note that remains with the item record, the Fulfillment Notes should be used instead. The Internal Note 1 field can also be used for any other descriptions that should be permanent to the item record. Patrons will automatically be emailed a receipt. A record of a patron’s check-out history is not retained in Alma. When working with an item record, a history of “item changes” is available from the Physical Item Editor “history” tab. 

To review the most recent Transit request, use the persistent search bar to open the item record, click on Process Type “Transit.” Information about Requests can also be found from Monitor Requests & Item Processes.