Fulfillment Notes and Pieces Count

Fulfillment notes are a pop-up note that appears when an item is loaned or returned.  For example, you may want to use fulfillment notes to mark an item for Circ Review.

To add a fulfillment note when loaning an item:

1. Once the item is charged and viewable in the Loans of the current session, click the item’s barcode to access the item record.

2. Click on the barcode again.

3. Click on the “Notes” tab. Add a note in the Fulfillment note field. For example, “CIRC REVIEW: Give to Sara when returned.” Please do not remove any previous notes in the field, such as pieces counts.

4. Click the “Save” button when finished. This returns you to the item record within the patron record. Click on the blue “Back to List” button. This allows you to continue checking out items to patrons.

In Alma, the pieces count field in the item record does NOT generate a pop-up. You must also create a fulfillment note about the pieces count. This will create the pop-up note.  Therefore, to add a pieces count notification, or to edit pieces count, you will need to update two fields in the item record.

1. First, use the search type Physical items, and locate your item.

2. In the results list, find the item you’re looking for and click “edit item” on the right side of the search result.

3. In the “General” tab, update the pieces field. This will be numerals only.

4. In the “Notes” tab, add a fulfillment note in the “functional notes” section. The text should read “Item consists of ___ pieces”, edited to reflect the correct pieces count. Click “save”.

5. This note will pop up upon loaning and returning, and circulation assistants should count to make sure that all pieces are present before acknowledging the note.