There are 2 primary options for inventory of items provided in Sierra:

Transcription

1 Inventory in Sierra There are 2 primary options for inventory of items provided in Sierra: - Circa Wireless: This website interface allows staff to update the Inventory Date field in the item record as well as providing functionality to display shelflist information for a small number of items (250) - Inventory Report: This report, which can be run by PrairieCat staff, allows for a larger quantity of items (5,000) to be inventoried at once. Circa Wireless Circa Wireless is a web interface that allows staff to scan items using a handheld device, laptop or even a PC. All that is required is a device that has internet access (with a web browser) and a barcode scanner (optional but very helpful). Your library must contact PrairieCat support staff so that your Sierra login can be assigned the correct permissions. Please open a help desk when you re ready to start using Circa. PC staff will contact you when your login is ready and provide you with the URL to access Circa. Please see the attached Circa documentation for information on the functions available and restrictions/notes on Circa functionality. Inventory Report The Inventory Report allows for a larger group of items to be inventoried and compared to a shelflist. Library staff has to provide a plain text file of barcodes in the order they were scanned on the shelf. This can be accomplished by using a barcode scanner and scanning into a text editor like Notepad. Please make sure that the file is saved in plain text to avoid files that contain formatting information. If you wish to run reports separated by departments or collections, save each scan to a separate file that is appropriately named. PC staff will split files that go over the 5,000 item max. See the attached example of an Inventory Report.

2 Notes: - Both functions update the Inventory Date in the records of the items scanned. For those using Create Lists or requesting Create Lists reports, this is another data field that can be used in your searches. - Circa and Inventory Report are relatively new to PC staff. We ve only done a few tests with both of these functions so please keep this in mind when using them. There may be gotchas as we start to use these more extensively. Circa, in particular, has been reported by a number of Innovative customers to be slow both in scanning and producing a shelflist report. - Circa Shelflist reports are created on-the-fly and cannot be saved in the traditional sense. However, you can print them like any other web page. Please contact PC staff for information on options to save Shelflist reports in Circa. If you have any questions about Circa or Inventory report, open a help desk ticket or contact Ron Chesko at ron.chesko@railslibraries.info

3 You are here: Sierra Guide > Using Circulation > Performing Circulation Functions with Circa > Shelflist with Circa Wireless Inventory (barcode) Shelflist with Circa Wireless Inventory (barcode) To use Shelflist from a wireless device, you must be assigned permission 251 (Circa Inventory Control). To update item record(s) using Circa's Shelflist function, you must be assigned permission 253 (Circa Rapid Update). See Permissions Used by Sierra for more information. The Shelflist function for the Circa Wireless Inventory (barcode) product enables you to compare the items in the stacks against a list of items that are expected by the system to be in the stacks. The system stores this ordered list of item records the shelflist in the Call Number index. To compare a range of items in the stacks against the system's shelflist: Access the Inventory Control function in Circa Wireless Inventory (barcode). Scan the items you want to compare against the system's shelflist (for example, all the items in one bookcase). Choose Shelflist. Circa retrieves the specified range of the system's shelflist from the Call Number index. Location and Order of Items on the Shelflist When retrieving items in the specified shelflist range, Circa retrieves only items with location codes that match the first item scanned. For example, if the first item scanned has a location code of "ea", Circa retrieves a shelflist containing only the items with a location code of "ea" that are within the specified range. If any items within the range have identical call numbers (e.g., FIC A), the system functions as if the items are attached to the same bibliographical record and orders these items according to the order in which they are attached to the bibliographic record. The system does not consult the values in other fields, such as VOLUME or COPY #, to determine the order of items on the shelflist. Limits to the Number of Items Circa Uses to Generate a Shelflist Comparison Circa can: Read through up to 50,000 records when retrieving the specified range of the system's shelflist from the Call Number index. Scan up to 250 physical items to compare with the generated shelflist. If either of these numbers are reached (and the range does not include both the beginning and ending barcode), the comparison is made on however many scanned items (up to 250) were in-range and eligible. In this case, the system alerts the user to the fact that the shelflist range being compared is smaller than anticipated. 4. After the specified shelflist range is retrieved, Circa displays the call numbers and titles of the first and last items scanned. These items define the shelflist range for comparison. To scan a different range, choose Start Over. To view the comparison of the current range against the system's shelflist, choose Continue. Circa displays the Circa Wireless Inventory (barcode) shelflist result summary screen.

4 5. Circa displays a green icon next to entries in which the listed items match the system shelflist as expected. Circa displays a red icon next to entries in which the listed items do not match the system's shelflist (e.g., items outside of the specified range). To view the shelflist result details, choose the result list you want to view. If a result list contains no items (e.g., no items in the range are checked out), the result list entry displays a 0 (zero) and is not linked to a list, as there are no results to display. Shelflist Total The complete list of items contained in the system's shelflist in the specified range, including the first and last item scanned. Range The titles and call numbers of the first and last item scanned. These items specify the shelflist range. On shelf - Expected The list of items in the specified range that should be in the stacks, according to the system. Checked out - Expected Other The list of items in the specified range that should not be in the stacks because the items are checked out. The list of items in the specified range that are neither available nor checked out (e.g., items with a status of 'b' [BILLED]). Scanned Total The list of items detected by the scanner. In range - OK Of the items detected by the scanner, the items in the stacks that are contained in the specified range in the system's shelflist. In range - Warning Of the items detected by the scanner, the items in the stacks that are contained in the specified range in the system's shelflist but have an unexpected condition (for example, an item status other than '-' (AVAILABLE)) or are out of order (i.e., the order in which the item was scanned does not match the item's placement in the system's shelflist). Out of range Of the items detected by the scanner, the items in the stacks that are not contained in the specified range in the system's shelflist; i.e., items listed in the Call Number index after the item that ends the specified range or before the item that begins the specified range. Missing from shelf The items contained in the specified range in the system's shelflist that are expected to be in the stacks but were not

5 detected by the scanner When you view a list of items that contain one or more items with an unexpected condition (for example, an item placed out of order in the stacks), Circa indicates the unexpected condition in red next to the item's call number (e.g., misshelved). To update item record fields for individual items from the list of results, choose the item you want to update. Circa's Shelflist function displays the item detail and enables you to update the item record information in the modifiable fields. To compare another range of items with the system's shelflist, choose Start Over from the shelflist result summary screen. Circa displays the Inventory Control scan barcode screen.. To exit the application or your Circa session, see Exiting Circa. See also: Inventory Control with Circa Wireless Inventory (barcode) Version 1.2: Innovative Interfaces, Inc. Send Documentation Feedback to Innovative

6 You are here: Sierra Guide > Using Circulation > Performing Circulation Functions with Circa > Inventory Control with Circa Wireless Inventory (barcode) Inventory Control with Circa Wireless Inventory (barcode) To use Inventory Control from a wireless device, you must be assigned permission 251 (Circa Inventory Control). To edit items, you must be assigned permission 124 (Update item records). See Permissions Used by Sierra for more information. The Inventory Control function for the Circa Wireless Inventory (barcode) product enables you to use your wireless device to: update an item's inventory date update an item's status compare items in the stacks against the system's shelflist Updating the Inventory Date To update an item's inventory date with Circa Wireless Inventory (barcode): 1. Access Circa's Inventory Control function. Circa displays the Inventory Control scan barcode screen Scan the item's barcode. Choose Submit. The success of the update depends on which of the following is true: item status is "available" item status is "checked out" item status is other than "available" or "checked out" Circa encounters an error condition To continue using Circa's Inventory Control application, scan another item barcode. To exit the application or your Circa session, see Exiting Circa. Item Status Is "Available" If the item's STATUS is "AVAILABLE", the system updates the inventory date, and Circa displays the Inventory Control success screen showing the barcode and title data of the updated item. For example:

7 From the success screen, you can: change the status of the item you just updated. To do so, choose Update Status. begin the shelflist process. For more information, see Shelflist with Circa Wireless Inventory (barcode). Item Status Is "Checked Out" If you process a barcode for which the item STATUS is "CHECKED OUT" (although the item is in the library), Circa displays the Item Detail and prompts you to check in the item. To retain the item's checked-out status, choose No. To check the item in, choose Yes. The system attempts to check the item in. If the system is able to check the item in, Circa displays the Inventory Control success screen with a message that the item is updated and checked in. By default, the system waives any fines that have accrued during the checkout period. If the system is unable to check the item in, Circa displays an error message at the top of the Item Detail. Choose OK to return to the Inventory Control scan barcode screen. Assessing Fines during Inventory Control Checkin Accrued fines can be automatically added to patron records when checking in an item with Circa's Inventory Control application. To enable this functionality, contact Innovative and request that the Fine Assessment in Inventory Control for Circa feature be enabled. Item Status Is Other than "Available" or "Checked Out" If an item has a status other than "available" or "checked out" (for example, the item status is "missing"), Circa displays the Item Detail with a warning message Choose OK. Circa updates the inventory date and displays the Inventory Control success screen. To update the status of this item now, choose the Update Status button. Circa Encounters an Error Condition If the system is unable to update the inventory date for an item (for example, the system does not find a matching barcode), Circa displays an error message at the top of the Inventory Control screen. Updating Item Status Use Circa's Update Status functionality to modify the item record's STATUS field; for example, if the item's status is "MISSING" but the item is on the shelf, or the item's status is "AVAILABLE" but you need to have it repaired.

8 Changing Item Status with Circa When you use Circa to update an item's status, the system only updates the STATUS field in the item record; it does not set in motion any activity regarding that item. For example, if you update an item's status to "IN TRANSIT", the item record displays a 't' in the STATUS field, but the system does not add an in-transit note to the item record and does not print a transit slip for the item. To set an item in transit, you must check it in at a Sierra workstation. To update the status of an item using Circa Wireless Inventory (barcode): Use the Inventory Control function to scan the item's barcode. If the system is able to successfully update the item's inventory date, Circa displays the Inventory Control success screen and enables you to update the item's status. Choose Update Status. Circa displays the Item Detail with a drop-down list of item statuses. For example: 3. To change the item's status: a. b. Select the desired option from the Status drop-down list. Choose Submit. If the system is able to update the item's status, Circa displays the Inventory Control success screen. If the system is unable to update the status of an item, Circa displays an error message across the top of the Item Detail. Choose OK to return to the Inventory Control scan barcode screen. See also: Shelflist with Circa Wireless Inventory (barcode) Version 1.2: Innovative Interfaces, Inc. Send Documentation Feedback to Innovative

9 File Name: inv_test.p (19,288 bytes) 1 SHELF LIST INVENTORY REPORT Mon Sep for LOCATION RAILS (Shorewood Servi Beginning barcode and call # LS NEL Ending barcode and call # TECH SERV REF 025. Total number of items that exist in this range 206 Number currently checked out 7 Number of items with off-shelf status 1 Number expected to be on the shelf 198 A. Number of barcodes in input file 27 B. Number of barcodes in input file that do not belong in this area of the shelves 9 C. Number of barcodes in input file that are in wrong place in this area of the shelves 8 D. Number of barcodes that are MISSING from the input file 184 DETAIL REPORT FOR LOCATION RAILS (Shorewood Service Center) Adult Professiona Status Barcode Call Number Title 1. OK on shelf LS NEL Creating policies fo 2. OK on shelf LS NEL c.2 Creating policies fo ERR msh LS WAR Budgeting : a how-to ERR msh, # Prof. Coll Mat 5-star programming a ERR msh LS FRI Friends of libraries ERR msh, # LS JON Do it right! : best ERR msh, # LS VAI Bare bones young adu ERR msh LS TRE c.2 The read-aloud handb ERR msh PROF COLL ILL Illinois library law ERR msh LS BOD Booktalk! 5 : more s ERR msh, # LS An action plan for o ERR msh, # LS WAL Output measures for ERR msh, # LS CRO Used book sales : le ERR msh LS PAR Part-time public rel ERR msh LS NEL c.2 Managing for results 3. OK on shelf LS NEL c.3 Creating policies fo ERR msh, # LS NEL c.3 The new planning for ERR msh, # LS NEL c.2 The new planning for 4. OK on shelf LS NEL The new planning for 5. ERR msh LS NEL c.2 The new planning for 6. ERR msh LS NEL c.3 The new planning for 7. ERR missing LS INT Intellectual freedom 8. ERR missing LS INT Intellectual freedom 9. ERR missing LS MOO Book selection and c 10. ERR missing LS SCH Data gathering handb 11. ERR missing LS WEE CCM in Illinois : a 12. ERR missing LS ALA Developing an outsta 13. ERR missing LS ALA c.2 Developing an outsta 14. ERR missing LS BUR Collaborative collec 15. ERR missing LS SLO Weeding library coll 16. ERR missing LS CAS Developing public li 17. ERR missing LS FOR Format integration p 18. ERR missing LS TAY Wynar's introduction 19. ERR missing LS PAR Partnerships for the 20. ERR missing LS FOR Format integration a OK checked LS FRI MARC21 for everyone Page 1 of 5

10 22. OK on shelf LS UND Understanding MARC b 23. ERR missing LS UND c.2 Understanding MARC b 24. ERR missing LS UND c.3 Understanding MARC b 25. ERR missing LS UND c.4 Understanding MARC b 26. ERR missing LS ANG Anglo-American catal 27. ERR missing LS ANG c.2 Anglo-American catal 28. ERR missing LS HAG Where's that rule? : 29. ERR missing LS LIB Library of Congress 30. ERR missing LS MAX Handbook for AACR2 : 31. OK checked LS MAX Maxwell's guide to a 32. ERR missing LS GUI Guidelines for bibli 33. ERR missing LS TIL Standards for catalo 34. ERR missing LS AME ALA rules for filing 35. ERR missing LS CUT C. A. Cutter's three 36. ERR missing LS CUT c.2 C. A. Cutter's three 37. OK checked LS NEL LC classification ou 38. ERR missing LS UNI LC classification ou 39. ERR missing LS DEW V.1 V. 1 Dewey decimal classi 40. ERR missing LS DEW V.2 V. 2 Dewey decimal classi 41. ERR missing LS DEW V.3 V. 3 Dewey decimal classi 42. ERR missing LS DEW V.4 V. 4 Dewey decimal classi 43. ERR missing LS LIB V Library of Congress 44. ERR missing LS LIB V Library of Congress 45. ERR missing LS LIB V Library of Congress 46. ERR missing LS LIB V Library of Congress 47. ERR missing LS LIB V No Title 48. ERR missing LS BRA No Title 49. ERR missing LS DOE No Title 50. ERR missing LS EVA No Title 51. ERR missing LS HER No Title 52. ERR missing LS LIB c.2 No Title 53. ERR missing LS NOL No Title 54. ERR missing LS PAT No Title 55. ERR missing LS RUB No Title 56. ERR missing LS SMI No Title 57. ERR missing LS WIL No Title 58. ERR missing LS MCD No Title 59. ERR missing LS PHI No Title 60. ERR missing LS LIP No Title 61. ERR missing LS BRU No Title 62. ERR missing LS COF No Title 63. ERR missing LS HIR No Title 64. ERR missing LS PAT No Title 65. ERR missing LS JON No Title 66. ERR missing LS LIB No Title 67. ERR missing LS RUB No Title 68. ERR missing LS HIL No Title 69. ERR missing LS MOR No Title 70. ERR missing LS BAS No Title 71. ERR missing LS DEM No Title 72. ERR missing LS PRO No Title 73. ERR missing LS LIB No Title 74. ERR missing LS PHI No Title 75. ERR missing LS ILL E No Title 76. ERR missing LS KOO No Title 77. ERR missing LS POH No Title 3 Page 2 of 5

11 78. ERR missing LS WEI No Title 79. ERR missing LS SMI No Title 80. ERR missing LS ZWE No Title 81. ERR missing LS COU No Title 82. ERR missing LS ILL COPY 2 No Title 83. ERR missing LS DES No Title 84. ERR missing LS LEA c.2 No Title 85. ERR msh LS WAL No Title 86. ERR msh LS JON No Title 87. ERR msh LS VAI No Title 88. ERR msh LS No Title 89. ERR missing LS AND No Title 90. ERR missing LS BRA No Title 91. ERR missing LS LAN No Title 92. ERR missing LS LAN No Title 93. ERR missing LS BAS No Title 94. ERR missing LS BRO No Title 95. ERR missing LS AME E No Title 96. ERR missing LS SCH No Title 97. ERR missing LS BUR No Title 98. ERR missing LS 031 NEW No Title 99. ERR missing LS JOH No Title 100. ERR missing LS WAG No Title 101. ERR missing LS WAG No Title 102. ERR missing LS TRU No Title 103. ERR missing LS No Title 104. ERR missing LS UCI No Title 105. ERR missing LS ILL No Title 106. ERR missing LS MIN No Title 107. ERR missing LS 346 (2 TAPES) No Title 108. ERR missing LS COM No Title 109. ERR missing LS DOG No Title 110. ERR missing LS GOL No Title 111. ERR missing LS IMP No Title 112. ERR missing LS BIE No Title 113. ERR missing LS HOF No Title 114. ERR missing LS BUT No Title 115. ERR missing LS DUR No Title 116. ERR missing LS GIV No Title 117. ERR missing LS CHA No Title 118. ERR missing LS NAT PT.1 No Title 119. ERR missing LS NAT PT.2 No Title 120. ERR missing LS NAT 1997 No Title 121. ERR missing LS MDR 27TH ED No Title 122. ERR missing LS MDR 29TH ED No Title 123. ERR missing LS GED No Title 124. ERR missing LS BER No Title 125. ERR missing LS ECK No Title 126. ERR missing LS IRV No Title 127. ERR missing LS RYA No Title 128. ERR missing LS STU No Title 129. ERR missing LS BAU No Title 130. ERR missing LS JAC No Title 131. ERR missing LS REA No Title 132. ERR msh LS CRO No Title 133. ERR missing LS RUS C.1 No Title 134. ERR missing LS 395 POS No Title Page 3 of 5

12 ERR missing LS 419 SAY No Title 136. ERR missing LS DES No Title 137. OK checked LS PIE No Title 138. ERR missing LS WAG No Title 139. ERR missing LS NEW No Title 140. ERR missing LS WAG No Title 141. ERR missing LS POL No Title 142. ERR missing LS BAU No Title 143. ERR missing LS ESS (BINDER) No Title 144. ERR missing LS ESS (CD-ROM) No Title 145. ERR missing LS LAN No Title 146. ERR missing LS FEI No Title 147. ERR missing LS HAY No Title 148. ERR missing LS FAL No Title 149. ERR missing LS WAG No Title 150. ERR missing LS BUC No Title 151. ERR missing LS WAG No Title 152. ERR missing LS BET No Title 153. ERR missing LS ARE No Title 154. ERR missing LS BET No Title 155. ERR missing LS BOA TAPE 1 No Title 156. ERR missing LS BOA TAPE 2 No Title 157. ERR missing LS BOA TAPE 3 No Title 158. ERR missing LS BOO No Title 159. ERR missing LS CUS No Title 160. ERR missing LS SAT No Title 161. ERR missing LS MCC No Title 162. ERR missing LS MAC No Title 163. ERR missing LS COP No Title 164. ERR missing LS GRE No Title 165. ERR missing LS LEW No Title 166. ERR missing LS CAR No Title 167. ERR missing LS ARB No Title 168. ERR missing LS 912 ATL No Title 169. ERR missing LS J KIT HOPPER No Title 170. OK ST = m PROF COLL LAC 2009 No Title 171. ERR missing Prof. Coll Gor No Title 172. ERR missing Prof. Coll Rob No Title ERR msh LS WEI Future-driven librar ERR no item ERR msh LS SIE The visible libraria 173. OK on shelf Prof. Coll Boa No Title 174. ERR missing Prof. Coll. 023 Goo No Title 175. OK checked Prof. Coll Cra No Title 176. ERR missing Prof. Coll Hea No Title 177. ERR missing PROF. COLL JOH No Title 178. ERR missing Prof. Coll NEL No Title 179. ERR missing Prof. Coll FRE 2 No Title 180. ERR missing Prof. Coll FRE E No Title 181. OK checked PROF. COLL FRE E No Title 182. ERR missing Prof. Coll Far No Title 183. ERR msh Prof. Coll Mat No Title 184. ERR missing Prof. Coll Dai No Title 185. ERR missing PROF. COLL TAP No Title 186. ERR missing Prof. Coll Shi No Title 187. ERR missing Prof. Coll Boo No Title Page 4 of 5

13 188. ERR missing Prof. Coll. LS A No Title 189. ERR missing R COM No Title 190. ERR missing R LAS No Title 191. ERR missing R DAV No Title 192. ERR missing R BLO 1995 No Title 193. ERR missing REF No Title 194. OK checked TECH SERV LS ANG No Title 195. ERR missing TECH SERV LS MAX No Title 196. ERR missing TECH SERV LS LIB No Title 197. ERR missing TECH SERV LS LIB No Title 198. ERR missing TECH SERV LS LIB No Title 199. ERR missing TECH SERV LS LIB No Title 200. ERR missing TECH SERV LS LIB No Title 201. ERR missing TECH SERV LS 423 AME No Title 202. ERR missing TECH SERV LS 463 LAN No Title 203. ERR missing TECH SERV REF LIB No Title 204. ERR missing TECH SERV REF LIB No Title 205. ERR missing TECH SERV REF LIB No Title 206. ERR missing TECH SERV REF LIB No Title 5 Page 5 of 5