Inventory - Scan all barcodes on the shelves  

This document explains the procedure for stocktaking by scanning the barcodes of all items on the shelves. 

You can decide to stocktake all or part of your library stock.

Let’s start with one area of your library, the shelves holding books in the dewey range 610 to 617.

Just go to the shelves and scan the barcode of each book in sequence into a program such as Notepad. Then save the barcodes to a text file.

Then to go Administration and click on Inventory.

For the chosen method of inventory we will be using the top part of the window only.

Under Use a barcode file click on Choose File and browse to select your file of scanned barcodes.

The system will set today’s date for Set inventory date to, but you can change this if you wish.

Next Select items you want to check.

If your library rule is that items should always return the the Home Library then click the radio button for Home Library, otherwise select Current Library and then select your Library from the dropdown.

Finally enter the start of your dewey range at Item call number between: and enter the end of you range beside and:

Then just click the Submit button at the bottom of the window

So, 748 barcodes were read, and 739 items were updated to confirm they were inventoried and Date Last Seen was set to 11/01/2019 as you had requested.

Problems highlighted in yellow show 2 barcodes for items which have been withdrawn so should be retrieved from the shelves and discarded.  Use Item Search to search for T12756 and T10148 to get the details of Call No., Author and Title.

There were also 6 barcodes scanned which are not set up on the system so you need to find these barcodes and catalogue them.

The details of all the items which have been updated are then listed in the report.

The Last Seen column lists the date as it was before it was updated by this inventory.

The Problems column has a comment of ‘Change item status’ for most items but if you sort by this column you will see if there are any other problems.  In this case I have items showing ‘Item should not have been scanned’.  This is because the call number on the item is outside the range I specified for the inventory so either the item is on the wrong shelf or you need to update the item to correct the call number.  Either way, it has been inventoried and Date Last Seen has been updated.

The next step is to list the items from the inventoried area which were not scanned, use the Saved Report which Interleaf created to give you your customised listing.  You will need to search the library for items listed on this report and when you find them process them through the inventory option before you shelve them in the correct area.

The final step is to use the Batch Item Modification tool to mark the remaining items ‘Missing in Inventory’.