CAT ADMINISTRATION
Chapter 6. MANAGING INVENTORY
Requesting an Inventory Report
The Inventory Report reconciles your physical inventory with the item records in your library's database. The Inventory Report lists items that are unaccounted for, items that are in the wrong location, and checked out items.
NOTE: It is recommended that an inventory report be run only when inventory processing for the associated library, branch or collection is completed (all items for the location have been inventoried, and barcodes have been entered or uploaded for all inventoried items).
To request an Inventory Report:
-
From the CAT Admin menu, select Inventory – Inventory Reports.
- The Request Inventory Report screen displays. The screen shows a listing of “master” inventory files for all locations for which inventory is currently in process, or which were previously inventoried. Each line in the list provides the following information:
Request Inventory Report Screen
- Location – the location with which the inventory file is associated
- Last Report – the most recent date on which an inventory report for the associated location was requested
- Last Data Load – the most recent date on which data was added to the inventory file (by either Online Barcode Entry or through the Load Inventory function)
- Last Cleared – the most recent date on which the contents of the inventory file were cleared (deleted)
- Comments – any system generated comments associated with the inventory file
- If desired, you can reconfigure, sort and filter table content (see the System Basics User Guide for details).
- Click the Submit Report link for the Location for which you wish to
generate an inventory report.
- A confirmation dialog displays the message “Continue to Submit this Report?”
- Click the OK button to proceed with the inventory report request. (Click
the Cancel button to cancel the request and return to the Request Inventory
Report screen.)
- The Schedule Inventory Report screen displays.
Schedule Inventory Report Screen
- Enter scheduling options for the report as desired.
NOTE: The Report Frequency can only be set to Once.
- Enter the date on which you wish the report to run in the Start Date text box. Enter the Start Date using the format “MM/DD/YYYY”, i.e., “03/10/2005.”
NOTE: Be sure to include the slashes “/” when entering the Start Date. Do not include alphabetic characters when entering the Start Date.
- You may also click the Date Entry Calendar icon
next to the Start Date text box to select a Start Date using the Date Entry Calendar (see the System Basics User Guide for details).
- Select the time at which you wish the report to run from the Start Time “h” (hour) and “m” (minute) menus.
NOTE: Start Time hours are specified using a “24-hour” clock. For example, to start the report at 2:15PM on the selected Start Date, choose “14h-00M” from the Start Time menus.
- Use the Email Notification when Complete checkbox to indicate whether or not you wish to receive email notification when the report has completed.
- A checkmark
indicates you do wish to receive email notification when the report has completed.
- An empty checkbox
indicates you do not wish to receive email notification when the report has completed.
- Clicking the checkbox repeatedly will toggle it on and off.
- Use the Email Report when Complete checkbox to indicate whether or not you wish to receive a copy of the completed report via email.
- A checkmark
- An empty checkbox
- Clicking the checkbox repeatedly will toggle it on and off.
- If either the Email Notification when Complete or the Email Report when Complete checkbox has been selected, enter the email address(es) to which notifications should be sent in the Email Address(es) text box.
NOTE: When entering multiple email addresses, separate the addresses with a comma. Do not include spaces.
- When one or more email addresses are entered in the Email Address(es) text box, the notification / report is sent to those email addresses only (the requestor is not automatically CC’d).
- If the Email Address(es) text box is left blank, and the requestor’s User Record includes an email address, the notification / report is sent to the requestor.
- If the Email Address(es) text box is left blank, and the requestor’s User Record does not include an email address, reports are made available through the View Reports function, but are not emailed to any user.
- Click the Submit button to submit the inventory report request.
NOTE: Depending on the size of the selected location, it may take from several minutes to more than an hour for the inventory report to complete.
Once the inventory report has completed, you can view the report through the Circulation Reports module (see the Circulation Reports User Guide for details).