Library.Solution Inventory Procedures Using Percon Scanner

Also refer to the online help and reference manuals provided with Library.Solution.

There is another option to using a Percon inventory scanner -- use a wireless scanner and save to a text file, which is then uploaded.  Instructions for this option are forthcoming.  In the meantime, check with The Library Corporation Customer Support if you need assistance.        

STEP 1. COORDINATE WITH CATALOGER & PRINT REPORTS

a.    Print report Collection Item Counts and Values to determine holdings codes currently in use at your library.  Or use the Data Verification report Holdingscode List for entire database.

b.    Print Inventory report  Shelf Ordering for Holdingscode for each holdings code in your library, and review with your cataloger. Errors in call numbers and prefixes need to be corrected before beginning inventory in that holdings code range.  

STEP2. INITIAL SETUP OF DESKTOP SHORTCUTS

a.    Locate one of the Library.Solution workstations that will be used for offloading and processing inventory data.  This workstation will need to access a printer other than the receipt printer.  Attach Percon scanner to this workstation and nearby electrical source.

b.    On this workstation create a desktop shortcut named Offload Scanner data.  Have the shortcut point to this application:

        c:\ProgramFiles\TheLibraryCorporation\Library.Solution\Circ\PTFER.EXE

c.    Right click on the desktop shortcut, then select Properties. Modify the command line:

        c:\ProgramFiles\TheLibraryCorporation\Library.Solution\Circ\PTFER.EXE" upload.inv -2rx

d.    Create a desktop shortcut to access LS Inventory [found in Library.Solution Circulation Utilities].  

e.    If necessary create a subfolder labeled Inventory in the Reports folder, and move relevant inventory reports into it. This speeds up the process.  

STEP 3. SCAN RANGE OF ITEMS

a.    Unplug data cable from scanner, and push green button labeled I/O; you should see the main menu (four function options) displayed. If not, the rechargeable battery needs charging.

b.    Identify relevant holdings code to start with.

c.    Start with scanning only a shelf or two at a time to become accustomed to the process.

d.    Follow these rules:

            Scan barcode labels in the same order that the items are on the shelf.

            Stay within the same holdings code for each offload.

            Complete scanning all items within holdings code before moving into another collection area.

            Don't scan more than 200 items at a time if you intend to use the Shelving Sequence Error report.

            Keep track of where you begin and end the scan.

e.    Start a log. Record the date and first call number ; barcode and title are optional.

f.    Press F1 on the scanner. Begin scanning barcode labels on items in shelf order.

g.   Record the date and last call number ;  barcode number, and title are optional.

h.    Press F4 on the scanner.

i.    Return to the computer workstation, and plug the data cable back into the scanner.

STEP 4. OFFLOAD SCANNER DATA

a.    On the workstation, click on desktop icon labeled Offload scanner data.  

b.    On scanner, press F4 to begin the Offload process. Then press F1 to start the offload.  

c.    The offload worked successfully if the scanner display returns to the main menu, and the Offload scanner data window on the workstation closes. If there are any error messages, call TLC at 1-800-852-4911 for assistance.  

STEP 5. PROCESSING THE INVENTORY

a.    Open LS Inventory.  

b.    Make sure the file selected will be "upload.inv."  

c.    Make sure the "scanner file" is selected (button contains a dot).  

d.    Select branch and coll. (holdings code) from drop-down list..  

e,    Enter the first call number scanned. If the call number is Dewey, DO NOT include the prefix (LP, REF, J, etc.)  

f.    Enter the last call number scanned.  

g.    If desired, click to check the Check Shelving Order box. 

NOTE:     Remember that Inventory processes shelving order by looking at call number then title so if this option is selected with non-standard call numbers, there may be many errors detected and appear on the report that you may not need to worry about.  For example,  if your library shelves fiction alphabetically by the author but not by title, then shelving errors will be reported when the process detects titles out of order within the same author (or same call number).

h.    Click on the Process Inventory Data button.  

STEP 6. IDENTIFY MISSING ITEMS

a.    Click on the tab labeled Identify Missing Items.

b.    Enter the beginning date of the inventory, or the current date.

c.    Select the branch and coll. from the drop-down list.

d.    The defaults for Selected call number range and Call number type Dewey are correct.

e.    Enter the first call number and the last call number scanned. DO NOT include the prefix if the call number is Dewey.

f.    Click Run Process button.

g.    Close LS Inventory.  

STEP 7. PRINT REPORTS

b.    Open Inventory folder.  

d.    Change date and time to match when the call number range was processed.

f.    Save copy for further investigation after inventory is completed. If items are found, then check in; this will change the item status from MS to I.

g.    To identify Shelving Errors (if this option was selected when processing the inventory data):

            Select report Identify Shelving Sequence Errors.

i.    Correct shelving errors.

STEP 8. DELETE OLD TASKS

b.    Open LS Inventory.

c.    Click on the tab Delete Old Tasks.

d.    Set the date to the previous day, to protect any inventory processing completed on the current date.

e.    Click Delete.

STEP 9. NOTIFY CATALOGING STAFF

Notify Cataloging staff when Inventory process is complete, so they can print the necessary reports to compile list of items marked with a L and MS status. Follow the library's replacement and withdrawal policies and procedures for items that have been lost or missing for a certain period of time.