Staff Client Help v7.3 - v8.0
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<meta name="search-keywords" content="circulation, public services, DQ2407050, Polaris user guide" /><title>Taking an Item Inventory</title>
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<p class="MCWebHelpFramesetLink MCWebHelpFramesetLinkTop"><a href="../../../Default.htm#PolarisStaffHelp/Patron_Services/PPinventory/Taking_an_Item_Inventory.htm">Open topic with navigation</a>
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<h1><a name="XREF_57442_Checking_In"></a>Taking an Item Inventory</h1>
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<p><a name="kanchor4758"></a><a name="IX_inventory_mode_overview"></a><a name="kanchor4759"></a><a name="IX_overview_33"></a>When you want to take an inventory of items on the shelf, use the Check In workform - Update InventoryDate view. You can inventory items by scanning item barcodes, reading RFID tags, or loading a file of item barcodes generated by another device. After you take the inventory, you can print a shelf list of the inventoried items.</p>
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<p>Items are <i>not</i> checked in through the Update InventoryDate view. If an item has any status other than In, the workform indicates the problem. You must check in the item through the Check In Normal or Bulk view. </p>
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<p><a name="kanchor4760"></a><a name="IX_inventory_mode"></a><a name="kanchor4761"></a><a name="IX_taking"></a>When you scan items during an inventory, the <b>Last inventory date</b> field in the item record (Statistics view) is updated. </p>
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<p>To take an inventory:</p>
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<p class="NoteShade"><b>Note:<br /></b>You can also take an inventory while working offline. The offline Update InventoryDate view differs slightly from the online workform view.</p>
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<ol>
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<li value="1">Select <b>Circulation </b>><b> Check In</b> from the Polaris Shortcut Bar to display the Check In workform.</li>
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<li value="2">Click <img alt="InventBtn.gif" style="width: 32;height: 18;" id="image0" src="InventBtn_32x18.gif" class="imginline" />, or select <b>View </b>><b> Update Inventory Date</b> to display the Update Inventory Date view.</li>
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<p class="NoteShade"><b>Tip:<br /></b>To open the Check In workform to this view by default. Select<b> View </b>><b> Save Current View as User Default</b>.</p>
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<p class="NoteShade"><b>Tip:<br /></b>If you are working with a number of items, some with barcodes and some with RFID tags, group the items so that you process all of one type, then all of the other. This method is faster than repeatedly switching between the barcode scanner and the RFID reader.</p>
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<li value="3"><a name="kanchor4762"></a><a name="IX_taking_inventory"></a>Enter item information using one of the following methods:<ul type="disc"><li>Scanning barcodes - Scan the item barcode in the <b>Item barcode</b><span> </span>box, or type the barcode and press <b>ENTER</b>.</li><li>Reading RFID tags - Select <b>Tools </b>><b> RFID Check In</b> (or press <b>F9</b>)<b>, </b>and place up to 10 items on the antenna tray. In check-in Inventory mode, security bits are not affected. You must select <b>Tools </b>><b> RFID Check In</b> or press <b>F9</b> for each batch of items you place on the RFID antenna tray. </li><li><a name="kanchor4763"></a><a name="IX_loading_barcode_files"></a>Loading a file of barcodes - Select <b>Tools </b>><b> Load barcode file</b>, or press <b>CTRL+ALT+I</b>. An explorer window opens, where you can browse to and select the file of barcodes.</li></ul></li>
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<p class="NoteShade"><b>Tip:<br /></b>If your library has Polaris SimplyReports, you can use the following method to create the text file containing the barcodes:<br />1. Use the Find Tool to find the item records and apply the appropriate circulation status and branch limits.<br />2. Right-click on the search results and select Add to record set.<br />3. In Polaris SimplyReports, create an item list report with:<br />--- Barcodes selected as the single report output column<br />--- Text and Tab-delimited selected as the report output format<br />----The record set you created selected in the Item Record Set filter<br />4. Download the text file from SimplyReports.<br /></p>
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<p>If the item has a status of In, the item barcode, status, title and comments appear in the Update Inventory Date list. If the item has a status other than In, a message appears. When you click <b>OK</b>, the Comment column displays the status. You can check in the item through the Normal or Bulk view, or right-click the item in the list and open the item record.</p>
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<li value="4">Repeat step 3 until you have completed your inventory of items.</li>
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<li value="5"><a name="kanchor4764"></a><a name="IX_inventory"></a><a name="kanchor4765"></a><a name="IX_reports_8"></a>Run the following reports immediately after the inventory:<ul type="disc"><li><span class="FM_BulletHead">Inventory Exception Incorrect Status</span> - Lists items that had a status other than In during inventory. You specify a call number range and a cut-off date. Set the cut-off date to the day before the inventory date. You can filter the report by organization.</li><li><span class="FM_BulletHead">Inventory Exception Misshelved</span> - Lists items with a status of In that should have been in the inventory sequence but were not. You specify a call number range and a cut-off date. Set the cut-off date to the date you started the inventory. You can filter the report by organization.</li></ul></li>
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</ol>
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<p class="NoteShade"><b>Note:<br /></b>To access these reports, select <b>Utilities </b>><b> Reports and Notices</b> on the Polaris Shortcut Bar. In the Report Manager, select <b>Cataloging </b>><b> Item</b>, and double-click the appropriate report. <MadCap:conditionalText data-mc-conditions="Primary.Online,Primary.Hidden"><a href="../../Polaris_Basics/PIreports/Using_Polaris_Standard_Reports.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Using Polaris Standard Reports</span></a>.</MadCap:conditionalText></p>
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<h4>Related Information</h4>
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<ul type="disc">
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<li><span class="FM_BulletHead">Inventory Shelf List report</span> - After you take inventory, you can run this report to list items inventoried. You specify a call number range and an inventory date range. You can filter the report by organization.</li>
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<li><span class="FM_BulletHead">Last inventory date</span> - To view the last inventory date for an item, open the Item Record workform - Statistics view. <MadCap:conditionalText data-mc-conditions="Primary.Hidden,Primary.Online"> <a href="../PPckout/Display_item_record_information.htm#XREF_35266_Display_item">Display item record information</a>. </MadCap:conditionalText>You can also see when the item was scanned for inventory on the Item Record workform - History view.</li>
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<li><span class="FM_BulletHead">Polaris Inventory</span> <span class="FM_BulletHead">Manager</span> - You can also take an inventory quickly and conveniently with Polaris Inventory Manager, using a wireless tablet PC and working at the shelves. For more information, contact your Polaris Customer Account Manager.</li>
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<div id="copyright"><a href="../../../FrontMatter/LegalNotices.htm">© 2023 Innovative (Part of Clarivate)</a><![CDATA[
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<div>Polaris Version <span class="mc-variable III_Variables.VersionNumber variable">7.5</span></div>
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