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Inventory and Soft check in

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Learn how to inventory and soft check in items in WorldShare Circulation.

Inventory

Use when conducting an inventory (for example, you are performing a shelf-read and scanning barcodes of items that are present). This mode updates the item’s Inventoried Count and Last Inventoried date on the item Statistics screen. 

  1. In the left panel click Check In.
  2. In the Check in screen, select Inventory from the Check in Mode.
  3. Scan or type the barcode of the item(s) to inventory.

 Note: Items must be in an Available status to use the Inventory feature and items in In Transit status will not be inventoried. If you Inventory an item from a different branch than the one you are signed in to, the item’s Inventoried Count and Last Inventoried date will update, but the item will then be in In Transit status to the branch that was used for Inventory.

You can also use the Digby mobile application to scan items’ barcodes to inventory your library’s collection. 

  • Digby will alert you if an item was missing, is at the wrong branch, fulfills an open hold, or requires additional processing.
  • At the end of a session, instantly share a report, which includes an activity summary and a detailed list of scanned items.
  • Digby will remember the last item inventoried.
  • WMS automatically updates the Last Inventoried date and Inventoried Count in real time.
  • See Digby app FAQ for more information.

Use the Circulation Item Inventory report to obtain a list of all inventoried items in your collection.  See Retrieve WMS data extract files with SFTP, Circulation Item Inventories for more information.  

View if an item is inventoried

  1. In the left panel, click Discover Items.
  2. To search by barcode, scan the barcode or type the barcode into the Enter barcode box. If you type the number, click Go or press <Enter>.
  3. To search for items, type your search term(s) in the text box. You can limit your search and you can choose an index to search, see below.
  4. Click Search or press <Enter>.
  5. Click the title of the item and then click View/Edit in the Action column for the copy you want to check.
  6. From the Item Details screen, click Statistics.

The information is in 2 fields:

  • Inventoried Count - This is incremented whenever you Inventory an item in check in. The count is 0 if the item has never been inventoried.
  • Last Inventoried - This is the last date and time that the item was inventoried.

 Note: If you have WorldShare Report Designer, you can use the following report objects to include these fields in a custom report:

Use the Circulation Item Inventory report to obtain a list of all inventoried items in your collection.  See Retrieve WMS data extract files with SFTP, Circulation Item Inventories for more information.  

Soft check in

Soft check-in allows you to check in items that were used, but not checked out. It includes items from the reference collection, items that are on reserve, or items found in a reading room. They are not checked out to a patron and do not leave the library. This is done by a Check In transaction using the Non Loan Return Check In mode.

Non Loan Return

  1. In the left panel click Check In.
  2. From the Check In Mode drop down, select Non Loan Return.
  3. Scan or type the barcode into Item Barcode.

A count of these transactions is stored by the system and accessible in the following WorldShare Reports standard reports: Circulation Dashboard, High Use Circulation Titles Summary Report, Hourly Average Circulation Activity Summary Report, and Monthly Circulation Statistics Report.

View Soft Issued Count

The item’s Soft Issued Count is shown on the item Statistics screen:

  1. Search for the item in Discover Items. 
  2. Click View/Edit to display the item.
  3. In the item details click Statistics in the top right.
  4. The count is shown in Soft Issued Count.