FAQs: Creating an Inventory

Utilities > FAQs for the Utilities Module > FAQs: Creating an Inventory

FAQs: Creating an Inventory

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Inventory Overview

You can create an inventory in SirsiDynix Symphony by scanning the barcodes of items on the shelf. WorkFlows supports the following scanners.

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Intermec 2410 Batch Handheld Terminal

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Intermec TRAKKER® T2090 Handheld Data Collection Computer

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Intermec 9440 TRAKKER® Handheld Terminal

After you scan the barcodes, upload the data from the scanner to the workstation, and then transfer the data from the workstation to the server. A series of reports runs throughout the scanner process.

Before performing an inventory, create a user with a user ID of MISSING, a user location of MISSING, and a user profile that permits an unlimited number of checkouts.

Most of the reports used in this process are in the All Inventory group of reports.

Creating an Inventory using a Scanner

Run the Set Inventory Date Report to account for any items currently checked out. This report updates the Date Inventoried and Times Inventoried fields of all checked-out items. You can restrict this report to a specified subset of items. SirsiDynix Symphony K12 sites should run the Step 1) Set Inventory Date Report instead.

Scan the barcodes on the items you want to inventory. Be sure to check the number of transactions that your scanner can retain.

Upload the data from the scanner to the workstation. Refer to the Help topics for your scanner for uploading information.

Upload the data from the workstation to the server.

Run the Load Scanner Transactions Report to update the inventory information for the scanned items. You must run this report after every upload of scanner data or the barcodes will not upload. This report log displays “Invalid station library” if the scanner station policy does not have a valid library. SirsiDynix Symphony K12 sites should run the Step 2) Load Scanned Barcodes Report report instead.

Run the Step 3a) Inventory Date BEFORE Report to get a listing of all of the copies that were previously inventoried but were not in the current inventory.

Run the Step 3b) Inventory Date NEVER Report to get a listing of all copies that have NEVER been inventoried.

Run the Charge to MISSING Report to identify items in the MISSING current location. Missing items may then be searched for and inventoried when the shelves are checked for items not found in this inventory. SirsiDynix Symphony K12 sites should run the Step 4) Checkout to MISSING Report instead.

After you create the lists of missing items, items not on the shelf, and items not found in the inventory, check the stacks again for the missing items. If you find any missing items, use the Inventory Item Wizard to manually set the date in the Date Inventoried field. Check-in any items that are checked-out to LOST or MISSING. If the home location of an item is DISCARDED or WITHDRAWN, check with a cataloger before changing.

Run the List Items Missing Report to declare all items not found as MISSING. SirsiDynix Symphony K12 sites should run the Step 5) Missing Copies List Report instead.

Run the Charge to MISSING report (or the Step 4) Checkout to MISSING report if you are a SirsiDynix Symphony K12 site) again to get a complete, updated list of items that continue to be in the MISSING current location after this inventory. You may want to check the stacks to check again for the missing materials before marking them to be discarded. SirsiDynix Symphony K12 sites should run the

To prepare items to DISCARD, run the Set Items to DISCARD Report, which selects items based on catalog, call number, and item characteristics. This report changes the current location of the selected items to DISCARD. By default, only MISSING copies are selected. Your library may retain an online record of home locations for missing, lost, withdrawn, or other materials. Check with your cataloging staff before running this report. SirsiDynix Symphony K12 sites should run the Step 6) Set Copies to DISCARD Report instead.

To prepare items for removal, run the Convert DISCARD Items Report. It checks-in the items from LOST or MISSING users. This report changes the Current Location of the item to DISCARD. SirsiDynix Symphony K12 sites should run the Step 7) Convert DISCARD Copies Report instead.

You can run the List Inventory by Item Number Report to generate a list of items with a current location of DISCARD so that you can make a final search before you remove the items.

Run the Remove DISCARD Items Report to permanently remove discarded items from the catalog. SirsiDynix Symphony K12 sites should run the Step 8) Remove DISCARD Copies Report instead.

If you are an OCLC customer and want to report your deletions to OCLC so that holdings can be updated in the OCLC database, run the Extract Deletions for OCLC Report.

Creating an Inventory without a Scanner

Run the Step 1) Set Inventory Date Report to account for any items currently checked out. This report updates the Date Inventoried and Times Inventoried fields of all checked-out items. You can restrict this report to a specified subset of items. SirsiDynix Symphony K12 sites should run the Step 1) Set Inventory Date Report instead.

Using the Inventory Item Wizard, scan barcodes on the items you want to inventory. You can use a wireless PC or you can scan the items at a workstation.

Follow steps 6 through 16 listed in Creating an Inventory using a Scanner to complete the inventory.