CIRCULATION REPORTS

Chapter 3. ITEM REPORTS

 

 

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Item Exception Listing

Purpose: Provides an alphabetic list of item exceptions for your library based on the Item Exception category selected.

Default Filename:

ITEM_EXCEPTION_(date)_(ID number).XLSX

Report Parameters:

• Item Exception (drop-down menu) – determines which items will be included in the report based on the Item Exception category to which they apply; select All to list all item exceptions, or select an Item Selection category to list only those items associated with the selected category. Select from In Process, At Bindery, Missing, On Order, Non Circulating, Discarded, Patron Lost, Deleted, Claim Returned, Reserve for Checkout or Lost and Paid.

  NOTE: The Item Exception menu may include additional item exceptions defined by your Library Administrator.

• Sort By (drop-down menu) – determines the key by which the report will be sorted; select Title or Call Number.
• Enter Start Date for Listing (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 for Listing. Do not include alphabetic characters when entering the Enter Start Date for Listing.

  • You may also click the Date Entry Calendar icon next to the date entry text box to select a Start Date for Listing using the Date Entry Calendar (see the System Basics User Guide for details).
• Enter Stop Date for Listing (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 for Listing. Do not include alphabetic characters when entering the Enter Stop Date for Listing.

  • You may also click the Date Entry Calendar icon next to the date entry text box to select a Stop Date for Listing using the Date Entry Calendar (see the System Basics User Guide for details).
• Select Location (drop-down menu) – determines the specific location for which the report will be generated; select the desired location.

  NOTE: The Select 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 with exceptions for all libraries and all associated branches and collections.
  • Select a library to generate the report for items with exceptions for the selected library and all associated branches and collections.
  • Select a branch to generate the report for items with exceptions for by the selected branch and all associated collections.
  • Select a collection to generate the report for items with exceptions associated with the selected collection only.

To view the Item Exception Listing report:

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

The name of the report, the run date, and a summary of report parameters are shown at the top of the report. The Item Exception Listing report provides the following information for each title included in the listing (not all fields are shown in the accompanying illustration):

• The Exception applied to the item
• The Call Number, Barcode, Title and Author for the item
• The Library and current Location for the item
• The per-item Cost for the title
• The date and time at which the exception was applied to the item (Date Set)
• The Material Type of the item
• The Control Number 001 for the item
• The Patron Barcode and Patron FullName of the first patron with an active “soft” hold placed against the item, or of the patron for whom the item has been placed on “Hold for Checkout” (these fields are populated only for items for which active holds exist)
• The date on which the first hold against the title was placed, or the date on which the item was placed on “Hold for Checkout” (Hold Place Date) (this field is populated only for items for which active or expired holds exist)
• The date on which the hold is due to expire (for active holds), or the date on which the hold expired (for expired holds) (Hold Expire Date) (this field is populated only for items for which active or expired holds exist)
• The number of holds placed against the title (Holds Count) (this field is populated only for items for which active or expired holds exist)
• The barcode and name of the current or most recent patron to whom the item was checked out (CO Patron Barcode, CO Patron FullName)
• The Email address and phone number(s) (Phone (primary), Phone (mobile)) of the current or most recent patron to whom the item was checked out

  NOTE: The Email, Phone (primary) and Phone (mobile) fields are shown only when the Item Exception selected during report setup is PatronLost, Claimed Returned, Reserve for Checkout or Lost and Paid.

 

 

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