CAT ADMINISTRATION
Chapter 6. MANAGING INVENTORY
Setting the Missing Items Exception
The Set Missing Items Exception lets you automatically apply the Missing exception to all “unreconciled” items for a selected location. An item is considered to be “unreconciled” if an item record for a given item exists in the database for a selected location, but a barcode for the item was not scanned or uploaded during inventory processing for the location.
NOTE: DO NOT use the Set Missing Items Exception function until ALL inventory processing for the associated location has been completed. It is STRONGLY recommended that you generate an inventory report for the location and verify that ALL “unreconciled” items are truly missing before using the Set Missing Items Exception function. Once the Missing exception is applied to “unreconciled” items, it cannot be “undone” automatically. The exception for any items incorrectly identified as Missing must be changed manually.
To set the Missing Items Exception:
-
From the CAT Admin menu, select Inventory - Set Missing Items Exception.
- The Set Missing Items Exception 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:
Set Missing Items Exception 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
- Click the Set exceptions link for the Location for which you wish to apply
the missing exception to all items determined to be missing as a result of
inventory processing.
- A confirmation dialog displays the message “Continue to Process this?”
-
Click the OK button to continue. (Click the Cancel button to cancel the
request and return to the Set Missing Items Exception screen.)
- The Schedule Set Exception Missing screen displays.
Schedule Set Exception Missing 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 complete the process.
Once the process has completed, you can choose to delete items identified as missing using the Delete Item Exceptions report available through the Circulation Reports module (see the Circulation Reports User Guide for details).