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How to Process Borrowed Peer to Peer Items (Incoming)

This workflow explains how to receive and process books borrowed from partner libraries using Alma’s Resource Sharing > Receiving Items function. 

Correctly receiving Peer to Peer (P2P) items ensures Alma updates the borrowing request’s workflow status to Received, enabling pickup notices and accurate transit tracking. Ex Libris emphasizes the critical role of the External Identifier in linking the physical item to the Resource Sharing request record.

When to Reference This Document:

  • When books arrive via delivery or mail from partner institutions.
  • When processing newly received items so they can be placed on the hold shelf for WRLC patrons.
  • When ensuring paperwork, routing slips, and Alma request metadata all match.
Required Roles
  • Fulfillment Operator
  • Circulation Desk Manager

1: Verify Paperwork and Item Barcode

  • Locate paperwork inside the P2P-loaned item.
  • Confirm all information matches, including the book barcode and the External Identifier printed on the slip.

2: Open Receiving Items Navigate to Fulfillment > Resource Sharing > Receiving Items>

3: Enter the External Identifier

  • In Alma, switch the search mode to External Identifier.
  • Enter the identifier from the paperwork and click <OK>.

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Note: Ex Libris identifies the External Identifier as the primary matching key between the item and the borrowing request.

4: Assign a Temporary Barcode The temporary barcode ties the physical item to the local inventory system while maintaining the lending institution’s original barcode.

  • A pop-up will appear prompting for a Temporary barcode.
  • Enter the item’s actual barcode.
  • Click <Save>.

Page 2 “Receive Items” screen shows Temporary barcode highlighted.

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5: Print the Book Slip After saving, Alma generates the Resource Sharing Receive Slip (if Quick Printing is enabled); Click <Print>

6: Prepare the item for the Hold Shelf

  • GW Proedures Create the Hold Strap
    • Cut the printed slip lengthwise to form a strap.
    • Tape it around the item’s cover so the patron name and Hold Until Date are visible.

7: Place Item on the Hold Shelf Follow your libraries' hold-shelf procedures to shelve the incoming item for patron pickup.

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