Producing The Inventory Report

To begin producing the inventory report, choose the C > COMPARE inventory to shelflist option from the Inventory Control menu and enter a line number associated with a file. The system generates an "ideal" shelflist by looking at the call numbers of the first and last items in the file and building a list of items that should fall within that range.

The system will then produce a report based on an item-by-item comparison between the barcodes in the file transferred from the portable barcode reader and the "ideal" shelflist it has just built.

NOTE

The call number of the last item in the file must be greater than the call number of the first item in the file. If the call number of the last item belongs, sequentially, before the call number of the first item, you will get an error message:

First and last records' call numbers are out of order.
Press <SPACE> to continue.

You must correct the problem before proceeding with the inventory report.

When you enter the line number of a file, the system displays a screen similar to the following:

                          Inventory Function

              Files To Compare    Date Created        # of Items           
          1 > rdi0110124750       01-10-96 12:47PM    564
          2 > rdi0117020055       01-17-96 02:00PM    570
          3 > rdi0117123340       01-17-96 12:33PM    1684
          4 > rdi1213035150       12-13-95 03:51PM    53
          5 > rdi1213122353       12-13-95 12:23PM    1053
          6 > rdi1219082058       12-19-95 08:20AM    170


______________________________________________________________________
File #1 selected
I > INCLUDE only items at JuvenileR > RETURN to previous menu
S > Off-shelf STATUS codes
A > List ALL items
E > List ERRORS only
Choose one (I,S,A,E,R)

I > INCLUDE only items at <location>

The system assumes that the inventory is to take place only among items at the same five-character branch code as the item which begins the inventory.

Choose I > INCLUDE only items at <location> to have the inventory take place among items at the Locations Served group of locations for the terminal or login (i.e. statistics group). The system displays the name of the Locations Served group, e.g.:

I > INCLUDE only items at North Branch

If there is no Locations Served group assigned to your terminal or login (i.e. statistics group), the system displays:

There is no location served. Press <SPACE> to continue.

The system matches call numbers first, and then checks the location. The following message might appear:

The system has searched through the next 5000 items and none are in the specified LOCATION <location>. Do you want INNOPAC to continue searching? (y/n)

Enter 'y' to continue.

The inventory program compares the barcodes in the shelflist range to the entire database of records in call number order. In some cases, two call numbers that are side-by-side in a specific location can have more than 5,000 call numbers between them in the collection as a whole.

S > Off-shelf STATUS codes

The system assumes that an item with an off-shelf STATUS code is physically absent from the shelves. You can specify the STATUS codes that Inventory Control considers to be off-shelf.

To change the list of status codes that the Inventory Control function considers to be off-shelf, choose S > Off-shelf STATUS codes. You are shown a list of the item record status codes counted as "off-shelf".

                             OFF-SHELF STATUS CODES
      CODE  MEANING
1 >      m  MISSING
2 >      l  QUERIED LOAN
3 >      n  BILLED
4 >      $  BILLED & PAID
5 >      t  IN TRANSIT
6 >      z  CLAIMS RTD
7 >      !  ON HOLDSHELF
_______________________________________________________________
A > ADD a status
D > DELETE a status
Q > QUIT
Choose one (A,D,Q)

You can delete or add an item record status code to this list. Note that you must add item record status codes that already exists in your system. Deleting a code from the list does not delete the code from the system.

In the Shelf List report, the system reports OK status = [STATUS] for an item which has an "off-shelf" status. For example, if an item in the inventory range has the status 'n' (BILLED), and the status 'n' is an "off-shelf" status, the system would report the item as OK Status=n.

A > List ALL items

To produce a detail report that includes all items in the call number range being inventoried, choose A > List ALL items. The report includes those that are all right (inventory status of "OK") and those that are problematic (inventory status of "ERR.")

The system begins its comparison. While the system is preparing the report, the word Processing ... appears on the screen. After the comparison has been completed the Shelf List Inventory Report displays.

E > List ERRORS only

To produce an error report that includes only items with an inventory status of "ERR," choose E > List ERRORS only. When you select this option, the system prompts:

List items recorded as checked out? (y/n)

Answer 'y' if you wish to include in the report items which have been checked out and which are not on the shelf; these items will be listed as "OK checked out". Answer 'n' if you wish to exclude these entries.

See Inventory Statuses for a description of status condition abbreviations.

The Shelf List Inventory Report

The initial screen of the Shelf List Inventory Report is the same whether you choose to list all items or to list errors only:

SHELF LIST INVENTORY REPORT April 13, 2012 for LOCATION North

  Beginning bar code and call #  35002000050943  PQ 2635 O9644M3
  Ending bar code and call #     35002000110194  PQ 6653 O76R6

  Total number of items that exist in this range      88
  Number currently checked out                        12
  Number of items with non-blank status                2
  Number of items expected to be on the shelf         74

  A. Number of barcodes in input file                 72
  B. Number of barcodes in input file that
     do not belong in this area of the shelves         2
  C. Number of barcodes in input file that are in
     wrong place in this area of the shelves           6
  D. Number of barcodes that are MISSING from
     the input file                                    4
_______________________________________________________________
F > FORWARD                              P > PRINT
B > BACKWARD                             Q > QUIT
Choose one (F,B,P,Q)

This initial screen reports on two types of information: the call number range of the report, and the comparison summary.

Upper portion: The Call Number Range

  Beginning bar code and call #  35002000050943  PQ 2635 O9644M3
  Ending bar code and call #     35002000110194  PQ 6653 O76R6
	
  Total number of items that exist in this range      88
  Number currently checked out                        12
  Number of items with non-blank status                2
  Number of items expected to be on the shelf         74

The upper portion of the initial screen shows the range of items in the shelflist that was checked (in terms of barcodes and call numbers). It shows, in the last line, what the system expects to find on the shelves based on information in the database.

The number of items expected to be on the shelves is calculated by subtracting the number of items checked out or with a non-blank status (missing or claimed returned) from the total in the specified range.

Lower portion: The Comparison Summary

  A. Number of barcodes in input file                 72
  B. Number of barcodes in input file that
      do not belong in this area of the shelves        2
  C. Number of barcodes in input file that are in
      wrong place in this area of the shelves          6
  D. Number of barcodes that are MISSING from
      the input file                                   4

This section summarizes the results of comparing the shelflist with the inventory list. The above example shows that:

There are 72 entries in the file of scanned barcodes.
Two items in the file of barcodes scanned from the shelves were not expected in the given range of items;
Six items were shelved out of sequence;
Four items that were expected to be on the shelves were missing.

The Detail Report

Choose FORWARD from the initial screen of the Shelf List Inventory Report to see the next section of the report.

If you have chosen A > List ALL items, you see the detail report:

    DETAIL REPORT

    Status     Barcode        Call number         Title
1. OK on shel 30650008050943 PQ 2635 O9644M3   Le Malheur d'aimer :
2. OK on shel 30650008050976 PQ 2663 O5D5      Dire I-II [i.e. un-d
3. ERR ST = m 30650008038369 PQ 2678 O29C56    Codex; roman
   ERR msh    30650008150032 PT 2611 R814 Z824 Max Frisch : dramatu
4. OK on shel 30650008095625 PQ 4807 O555V5    Vietato ai minori
5. ERR os, bu 30650008044581 PQ 4809 O5633C48  Che Puzo! Epigrammi
6. OK on shel 30650008063474 PQ 4809 O563S4    Il sereno dopo la ne
   ERR msh, # 30650008045257 PQ 4829 O565 Z564 Tre saggi su Montale
7. OK on shel 30650008103999 PQ 4815 O74P67    Poesie scelte (1938-

In the detail report, the system lists information on every entry in the file of scanned barcodes that falls within the inventory range. Each line in this section of the report consists of the following elements:

Line Number	Each item that belongs on the shelf (based on the shelflist) is numbered to indicate its expected position on the shelf. Items that appear in the inventory (i.e., on the physical shelf) but not on the shelflist are listed but not numbered.
Status	An item can have a status of "OK" or "ERR" followed by an abbreviated explanation. See Inventory Statuses for a list of possible statuses. If an item is both misshelved and has an off-shelf status, the system displays an off-shelf status error.
Barcode	The barcode of the item. A duplicated barcode entry followed by an asterisk () indicates that a call number appears in both the item and bibliographic records. Adjusting the Barcode Display By default, the system allots 14 spaces for the Barcode* column, which allows the system to display entire barcode numbers in the report. Innovative can customize they display of the Barcode field to show as view as six digits or as many as 14. However, when more than six digits display in the Barcode column, the system truncates the Status column accordingly. Contact Innovative to alter the display.
Call number	The full call number of the item.
Title	Up to 20 characters of the title.

The Error Report