CIRCULATION REPORTS

Chapter 3. ITEM REPORTS

 

 

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Item Circulation Report

Purpose:  Provides a list of circulated items for a specified date range. Items included in the list may be selectively limited by location, material type and/or frequency of circulation.

NOTE: The size of the Item Circulation Report is limited to 30,000 records maximum. It is suggested that you select report parameters that will return less than 30,000 records to prevent report truncation.

Default Filename:

ITEM_CIRCULATION_REPORT_(date)_(ID number).xls

Report Parameters:

• Circulation Type (drop-down menu) – determines the items to be included in the report based on circulation type; select Circulated and Shelved, Circulated Only or Shelved Only, as desired.
• Location (drop-down menu) – determines the location(s) that will be included in the report; select the desired location.

  NOTE: The Location menu lists all locations (libraries, branches and collections) that have been defined for your system. Locations are defined by your Library Administrator.

  • Select All Locations to generate the report for items held by all libraries and all associated branches and collections.
  • Select a library to generate the report for items held by the selected library and all associated branches and collections.
  • Select a branch to generate the report for items held by the selected branch and all associated collections.
  • Select a collection to generate the report for items associated with the selected collection only.
• Circulation Cutoff (drop-down menu / text box) – limits the report to only those items for which the number of “check outs” is above or below the specified cutoff value.
  • To generate a report for items with low circulation, select below from the Circulation Cutoff menu, then enter the desired maximum number of “check outs” in the associated text box. All items for which circulation activity is equal to or less than the specified value for the specified time period will be included in the report.
  • To generate a report for items with high circulation, select above from the Circulation Cutoff menu, then enter the desired minimum number of “check outs” in the associated text box. All items for which circulation activity is equal to or greater than the specified value for the specified time period will be included in the report.

  NOTE: If you do not wish to qualify the report by circulation cutoff, leave the Circulation Cutoff text box blank.

• Enter Start Date (text box) – determines the starting date of the period for which the report will be generated; enter the desired date using the format MM/DD/YYYY, i.e., "03/10/2001".

  NOTE: Be sure to include the slashes "/" when entering the Enter Start Date. Do not include alphabetic characters when entering the Enter Start Date.

  • You may also click the Date Entry Calendar icon next to the date entry text box to select a Start Date using the Date Entry Calendar (see the System Basics User Guide for details).
• Enter Stop Date (text box) – determines the ending date of the period for which the report will be generated; enter the desired date using the format MM/DD/YYYY, i.e., "03/10/2001".

  NOTE: Be sure to include the slashes "/" when entering the Enter Stop Date. Do not include alphabetic characters when entering the Enter Stop Date.

  • You may also click the Date Entry Calendar icon next to the date entry text box to select a Stop Date using the Date Entry Calendar (see the System Basics User Guide for details).
• Material Type (drop-down menu) – determines which items will be included in the report based on the material type selected; select All to list all material types, or select a material type to list only those items.

  NOTE: The Material Type menu lists all material types that have been defined for your library. Material types are defined by your Library Administrator.

• Sort By (drop-down menu) – determines the order in which the report will be sorted; select Title or Call Number.
• Start on Title/Call Number (text box) – determines the starting title or call number for items included in the listing; enter the desired title or call number.
  • When entering a call number, enter the complete call number.
  • When entering a title, you may enter a complete or partial title.

    NOTE: When entering a partial title, do not skip words.

• End on Title/Call Number (text box) – determines the ending title or call number for items included in the listing; enter the desired title or call number.
  • When entering a call number, enter the complete call number.
  • When entering a title, you may enter a complete or partial title.

    NOTE: When entering a partial title, do not skip words.

  NOTE: When limiting the report to a range of titles, you must select Title from the Sort By menu for the system to recognize the Start on Title/Call Number and End on Title/Call Number as titles. When limiting the report to a range of call numbers, you must select Call Number from the Sort By menu for the system to recognize the Start on Title/Call Number and End on Title/Call Number as call numbers.

  NOTE: If you do not wish to limit the report to a range of titles or call numbers, leave the Start on Title/Call Number and End on Title/Call Number text boxes blank.

• Item Add Cutoff Date (text box) – limits the report to only those items added prior to the specified cutoff date; enter the desired date using the format MM/DD/YYYY, i.e., "03/10/2001".

  NOTE: Be sure to include the slashes "/" when entering the Item Add Cutoff Date. Do not include alphabetic characters when entering the Item Add Cutoff Date.

  • You may also click the Date Entry Calendar icon next to the date entry text box to select an Item Add Cutoff Date using the Date Entry Calendar (see the System Basics User Guide for details).

  NOTE: If you do not wish to limit the report by the item add date, leave the Item Add Cutoff Date text box blank.

To view the Item Circulation Report:

NOTE: See Viewing and Downloading Reports to download and/or open the report for viewing.

The name of the report and selected transaction type, the RUN DATE, and a summary of report parameters are shown at the top of the report. The Item Circulation Report provides the following information for each title included in the listing:

• The Barcode, Publication Date, Title, Author and Call Number of the title
• The Enumeration and Chronology for the title
• The number of times the title was circulated/shelved during the report period (Circ/Shelved Count)
• The per-item Cost for the title
• The number of items attached to the bibliographic record for the title (No of Bib Items)
• The Library location and Collection for the title
• The Material Type of the title
• The date on which the bibliographic record for the title was added to the catalog (Date Added)
• The Last Activity date and Last Activity Type for the title
• The Last Checkout date for the title
• The most recent date on which the title was inventoried (Date Inventoried)

 

 

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