Stocktake information for a Section or Location of your resource collection is recorded in a column.

Each row in the column requires your input to make sure you have covered all the steps needed to complete a stocktake for a Section or Location and, as long as you fill out each row as you go, there is no chance any time will be wasted!

Target Section / Location:

Write down which part of the collection you are about to stocktake. For example Subject=ENG or perhaps write Shelves = A01 - A15 which would describe the selection criteria you would use as parameters.  Subject ENG - ENG and Shelves A01 - A15 is a more specific example of details you might write in the top of a column.  (If you are creating files to Append, then this is a great place to write down the name of the file that contains the barcodes for the section)

Loans Suspended:

You should not lend or return resources from the actual section of the collection you are stocktaking.  Tick this column when you’re happy that everyone knows not to lend or return resources from the section of the collection you have noted in this column.  For example stick a Post-It on the Circulation terminal!

Check for Resources Located in misc. areas:

Tick this column after you have checked the Returns Trolley, Repairs and Reservations Shelves and retrieved all resources from the chosen section for stocktaking purposes

Shelves Checked:

Tick this column after you have checked the section for resources lying down or stuck inside other resources.  We also suggest you take the time to get the section in correct shelf order because this will save lots of time when it comes to checking your data entry consistency!

Date / Time Started AND Date / Time Finished:

Fill in the time you start zapping barcodes into the Add option or the time you start Appending a file of barcodes and then do the same for the Finish times.  This information will allow you to deal with chunks of your stocktake without having to clear out the entire stocktake file.  Very handy once you get used to it!  Not really necessary if you are totally finishing one section before beginning the next one

Data Viewed / Adjusted: (Go into Circulation / Stocktake / View)

After zapping in a section (or Appending a file of barcodes) go into View and set the parameters that should describe the resources just entered (fill out the Date / time details if you have recorded them so ONLY the barcodes zapped during that time span will be displayed).  Resources are displayed and there will probably be several records that need some adjustments or actually need to be entered into the catalogue for the first time!  You can deal with these straight away by jumping into Data Entry module and editing the records.  Or, you might just remove questionable items from the shelves, attach a note to each resource detailing what needs doing and fix them later…

Tick the column when you are happy that this task has been completed.

(See “Creating and Appending Barcode files” at end of these instructions for more details about creating and using barcode files in the Stocktaking process)

Using the Stocktaking Check Sheet - The Details...

Found Report: (Go into Utilities / Stocktake / Reports / Found)

Prints a report (if there are any) of items that were on the shelves but are currently marked missing.  These resources have turned up after being found (and marked) missing in a previous stocktake.  Record the number of items “Found” in this column

Missing Report:

Go into Circulation / Stocktake / Reports / Missing and Preview the report to see if you have accidentally missed any resources.  If you need to, print the report and go back to the shelves to double check and Add any extra resources to Circulation / Stocktake / Add and then produce another Missing report from Utilities.  When you are happy that only actually Missing resources are on the list then record the number in this column

Reconciled: (Go into Utilities / Stocktake / Reconcile)

When you are confident you have thoroughly checked and re-checked the section you should Reconcile which will add a Last Stocktake Date to each item found in this section of the collection.  “Found” items are automatically fixed during this operation.  Tick this column after you have Reconciled the section and record the appropriate dates as outlined below:-

Found items:

This is the Last Stocktake Date assigned to items actually seen during the section stocktake

On Loan items: 

This is the Last Stocktake Date assigned to items that were out on loan during section stocktake

Many schools chose not to differentiate between these items because it does not really matter if they are on loan you “know” where they are.  If you don’t want to have two different Last Stocktake Dates assigned feel free to set the identical date in both fields when prompted

Missing Items Marked: (Go into Utilities / Stocktake / Mark Missing)

Tick this column after Missing items in section have been marked Missing.  Record the Status Date of the items in this column as well

Comment:

Record any special notes you would like to remember about the stocktake of this section

Section Completed:

Tick this box and initial it to indicate that this section has been totally dealt with and lending and returning can be resumed.

Notes...

• If you are doing your stocktake only one section at a time, then now is a good time to delete the Stocktake data and start a New Stocktake for the next section (Utilities / Stocktake / New Stocktake)
• Do not start a New Stocktake if you are saving all the zapped barcodes to do one big Missing Report, Found Report, Reconcile and Mark Missing at the end of the entire collection stocktake!

Creating and Appending Barcode Files...

To create a file of barcodes you should open NotePad (Under START / Programs / Accessories / NotePad) and then zap or type in your barcodes (there should be one barcode per line).  Save the file as a Text (.txt) file and then go into Circulation / Stocktake / Append and select the file you created with the barcodes in it and any barcodes in the file,  not already in the Stocktake, will be added to the file...