For more information on this feature, please check our
Help Centre.
It is possible to use fields like this one to enhance the function of the item record, for example, causing items to be automatically hidden from the OPAC.
8 - Collection code
This is drawn from the CCODE authorised value. While this field also uses authorised values, there are no standard options for this field, unlike WITHDRAWN, LOST, etc.. For a library to get content in this dropdown they will need to identify the collection codes for their own site.
Collection codes are intended to flag items that are related to each other in some way. This may be due to them covering similar topics, being donated by the same person or being physically close to each other. Collection codes are similar to shelving locations, covered elsewhere in this document.
This image shows where the selected collection code will appear on the finished item record. The collection code will appear in a distinct column on the item record.
For more information on collection codes, please check our
Help Centre.
9 - Koha itemnumber (autogenerated)
This field is normally hidden on the Add item form and setting it to display can be risky.
Best practice is to keep this field hidden.
The field should not be manually filled in or edited. It will autofill once the item record is saved off and should not be changed after being saved.
The itemnumber is a unique internal number that Koha assigns to all newly created items. The itemnumber assigned internally cannot be changed on the database side and is usually only viewable through reports. The intention of the field is to ensure that all item records on Koha have a numerical code associated with them so the item can always be identified in the database. It is possible to forget to add a barcode, but as the itemnumber is an automatic process it is not possible to create an item record without an itemnumber.
This image shows the field populated after the item record was saved off.
Editing the existing item number can cause detrimental errors on the database, which could be irreversible.
For more information about itemnumbers, please check our
Help Centre.
a - Permanent location
This is the home library of the item. On a standard Koha install, this field will automatically be filled with the branch the person cataloguing the item is logged into.
It is possible to use the dropdown menu to change the default home library of item.
For more information about which library a patron is logged in at, please check our
Help Centre.
b - Current location
This is the holding library of the item which is the branch the item is currently checked into. On a standard Koha install, this field will automatically be filled with the library the person cataloguing the item is logged into. If an item is checked out to a patron, this field will automatically update to contain the patron's home library.
It is possible to use the dropdown menu to change the holding library of item.
For more details on holding libraries based on patron accounts, please check our
Help Centre.
c - Shelving location
This is drawn from the LOC authorised value. While this field also uses authorised values, there are no standard options for this field, unlike WITHDRAWN, LOST, etc.. For a library to get content in this dropdown they will need to identify the shelving locations for their own site.
Example of c - Shelving location filled in:
Shelving locations are similar to collection codes, as they are fields that contain flags to indicate when items are related to each other in some way. The main difference between the fields is that while collection codes can be used to identify different kinds of commonalities between items, the shelving location field is specifically intended to record information about items that are physically close to each other.
The field does not have to record a shelf specifically, it may just be a common physical location in the library, i.e basement, behind the desk, the third floor.
The shelving location will appear in the Home library field, below details of the permanent branch of the library as shown in the below image.
For more details on shelving locations, please check our
Help Centre.
d - Date acquired
This field will automatically fill with the date the item is being catalogued on when it is clicked into. This will also create a dropdown calendar, where the date populating the field can be changed.
Example of d - Date acquired filled in:
e - Source of acquisition
The intention of this field is to record where the physical copy was purchased or received from. This might be the publisher, vendor or donator.
Example of e - Source of acquisition filled in:
f- Coded location qualifier
The intention of this field is to record any issues of the physical item that are being held in another physical location.
This field has little to no practical function on Koha.
g - Cost, normal purchase price
This field is intended to record how much was paid to buy the item copy. The exact price of the item should be recorded in this field, as there are other fields where replacement price may be recorded, which will be addressed elsewhere in this document.
Example of g - Cost, normal purchase price filled in:
h - Serial Enumeration / chronology
This field is intended to be used with records being received in the Serials module. If the biblionumber for this record is linked to a subscription in the serials module, this field may already be filled in.
Example of h - Serial Enumeration / chronology filled in:
i - Inventory number
This field is intended to record local identification numbers for items in a catalogue's inventory.
Example of i - Inventory number filled in:
j - shelving control number
This field is intended to record stack information about the item.
Example of j - Shelving control number filled in:
l - Total checkouts
This field records the number of times the item has been checked out on Koha.
Best practice is to keep this field hidden.
If the information on the Koha site was migrated from another LMS, this information may or may not have been brought over, depending on the agreement between the library and the support company
Example of l - Total Checkouts filled in: