Library Solution Real Time Inventory

Transcription

1 The data collection module, Library Solution, allows you to scan the items on your library shelves, posting the date inventoried to each item s record in the Library Solution database, and at the same time process as many exceptions as possible in real-time while you have the items in your hand. Log the date of the beginning inventory, what collection you started with, and the starting book ID and call number. If you stop the process, log the last item where you left off. It is recommended to inventory your smallest collection first to familiarize yourself with the process. Remember, a ten-minute period of inactivity after logging in will result in an automatic log out of the program and you will need to log back in. Although no data will be lost, your data may not be viewable on the screen. Access the Login screen by clicking the Inventory tab in LS2 Staff, or using the URL On the Login screen, type your User ID and Password. It is the same as LS2 Staff. Select the Location from the drop-down list where you are conducting the inventory process. Only the locations configured for the User ID will be displayed. Notice that by default the Scan Items radio button is selected. If you are starting an inventory process, or continuing one previously started, leave Scan Items selected. The other selection, Identify Missing Items, will identify any missing items after you have completed your inventory process. Click Login. 1 of 8

2 Select the Check Shelf Order check box if you want to check the shelf order while scanning. When using this option, you will only be able to inventory items from one collection at a time. You must also select this check box before choosing a Collection. If you choose your collection first before selecting the Check Shelf Order check box, the collection entry will be cleared. If you select the Ignore Overdue Fines check box, any item found on the shelf with a status other than on the shelf will not process the associated fine. Both check boxes can be selected at the same time. 2 of 8

3 Next, highlight the Collection(s) you want to scan. Remember if you have selected the Check Shelf Order check box, then you can only choose one collection at a time. If you did not choose this option, hold the CTRL key down to select more than one, and then click the right arrows (>>) button. Using the All button with the right arrows (>>) will move the entire list over to the Collections to scan area. When all the collections are in place, click OK. The Library Solution Inventory Processing: Scan screen displays. The cursor is automatically positioned in the Barcode field. Scan the first item on the shelf and verify what you are scanning is correct. Continue scanning items through the end of the selected collection. 3 of 8

4 The program will record the current date/time as the inventoried date and will check if the item requires any special handling. If you had previously selected the Check Shelf Order check box and a message advises when an item is found out of order, click Continue and then the Reset Shelf Order button. Failure to do so will cause all subsequent items to be out of order. If checking in the item results in the need for operator action, such as filling a request, transferring to another location, not listed in the database, marked as lost with outstanding charges, or some other exception, take the item to the circulation desk to check it in. The Circulation system will prompt you on what action needs to be taken next. 4 of 8

5 Click Finished when all of the items have been scanned for the selected Collection(s), or if you have to stop you can come back later. Your data will be saved. Once the entire collection has been scanned, return to the Login. Type your User ID and Password and then select the Location. Select the Identify Missing Items radio button, followed by clicking Login. 5 of 8

6 The Library Solution Inventory: Identify Missing Items dialog displays. Select the Collection that has been completely inventoried and then click the right arrows (>>) button. This will move the collection over to the for the following Collection(s) area. To the right of Beginning date of inventory scanning, click the calendar and then select the date you started scanning the collection in, or if you are unsure, use a date prior to when you started scanning as a safety net. If the wrong date is selected a whole collection could be marked missing and that is why it is so important to maintain an inventory log. 6 of 8

7 Click the Process Missing Items button. You will be prompted for verification of the date. Click Yes if the displayed date is correct. Running the process will identify and mark the missing items in the collection, Circulation, and PAC. After the process has been completed, open L S Reports Manager and run the Inventory Identify Missing Items Log to see which items were marked as missing during the process. 7 of 8

8 Select the Location and the Holdings Code for the Identify Missing Items process that you just ran. Next, select the date and time you ran the process. Be sure to refer to your log where you had recorded the information. Round down to the closest 10 minutes. Click Finish to run the report. 8 of 8