Contents - Index

Physical Inventory

Taking a physical inventory using this program is a multi-step process.  The actual time it will take to inventory the entire library may take a number of days or even weeks.  The resources file has a field to record the last time an item was included in a physical inventory.  Please read about and understand all of the steps before taking an inventory.  The way it has been designed it is possible to actually practice.  This is because the last inventory data is removed in the first step of the inventory process.

Step 1

The first step to take a physical inventory is to empty the inventory file and to set each resource's Last Inventory Date to null.  (Null is either zero or nothing.)  The window will close automatically when the process has been completed.



Step 2 of taking a physical inventory is to print a list of all the resources in the database.  The report prints is in shelf order by classification number.  The order makes it easy to customize the output to fit your schedule and the number of volunteers available.  Use the query generator to print specific report areas just before the inventory is to be taken.  If the inventory list is printed to soon before the inventory is to started the data may not be correct.  New resource may have been added; some may have been checked out or checked back in.  We suggest you only print the report just before starting the inventory.

Step 3
Now you are ready to start the inventory!  The person or persons responsible for taking the inventory will go to the location indicated on the inventory list.  Starting at the first resource listed it is to be identified as either being there or not.  (Owners of MLM have the option of using a barcode scanner to enter the accession number of each item.  To use one or more barcode readers the Enter Inventory Results window must be opened on each of the workstations having a barcode reader that is being used for the inventory.  See Step 4 below!)  If you do not have a portable scanner use the inventory report to indicate the resource has been visually inventoried.   When every resource on the report has been accounted for the report should be returned to the person in charge.  (To speed up the inventory process we suggest one person be assigned to enter each page as it is completed.  This allows Step 3 and Step 4 to be worked on simultaneously.)

Step 4
The inventory results must be added to the temporary inventory file using the keyboard or a scanner if one is available.  (Barcodes are only available if the RCL Software program Media Library Manager is being used.)  If the physical inventory was taken using a barcode reader the inventory results will be entered as the resource is scanned.



Using the inventory listing enter the accession number using either the keyboard or a scanner.  The data is written to the inventory file as each is entered but the underlying window will not update until you close the window 'Changing an Inventory Record'.



Any resource record that has been entered into the inventory file can be changed or deleted.  An accession number can not be entered more than once.

Please note in the example window above there are a number of resources that have been entered into the inventory showing they are checked out.  This is a good time to reconcile problems like this with your database and what is actually on the shelf.

Step 5

Finalizing your physical inventory will update each resource that has been inventoried with the inventory date and will mark each resource in the temporary inventory file as having been finalized.



When all the records have been finalized a message will be displayed notifying the computer operator.



After having finalized the items entered as accounted for you can see the Finalized field in the inventory file now has a check mark.



Step 6
The last step is to print an error report.  This report will print every resource that does not have a valid date in the last inventory date field.  If there are any resources have not been included in the inventory now is the time to reconcile each one.  Repeat step 6 until there are no errors or each has been accounted for to your satisfaction. 

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