Taking Inventory in Koha

Taking Inventory in Koha

Koha’s Inventory Tool can be used in one of two ways, by generating a shelf list where items can be marked off (through the module on a mobile device or laptop or by printing), or by uploading a text file of barcodes gathered by a portable scanner. 

Steps to load a barcode file

  1. First, go to Cataloging > Inventory
  2. [Option 1] Scan barcodes to a text document. Be sure to have only one barcode per line. Save the document as a .txt file.
    1. Next, under Use a barcode file select the button to choose file and attach the file to the inventory tool.
  3. [Option 2] Scan barcodes directly into the barcode list. 
    1. Note: Depending on the number of barcodes you are comparing, this may take a few minutes. It is not recommended to compare lists of more than 1000 barcodes as this may cause a session timeout.
  4. The default inventory date will be set to today’s date, however you can click the calendar button to the right of the box and select the date you scanned your barcodes on.

  1. Selecting the checkbox for Compare barcodes list to results will allow you to compare the results you scanned to a section below using your item location filters. This will list items that may not have been scanned in your initial attempt.

  1. The next checkbox to select will be Do not check in items scanned during inventory.
    1. If the checkbox is not selected the items will be checked in but there is no warning on the inventory results screen letting you know they have been checked in.
  2. The next section includes optional filters for inventory lists or comparing barcodes
    1. If any of these boxes (example Lost or Missing) are selected, the results will be filtered on the next page to show all items that are marked lost or missing (depending on the boxes checked).
    2. If an item has a lost status and the barcode was included in the file, the inventory tool updates the status but does not report the status change on the results page.
  3. Finally hit submit.
  4. Your results will be on the next page.
    1. A blue box will appear stating how many items were changed. For example: 1 items modified : datelastseen set to 01/08/2018
    2. A yellow box will appear stating the number of barcodes read in the file. For example: Number of potential barcodes read: 1

Steps to Generating a Shelf List

  1. First, go to Cataloging > Inventory
  2. Choose the following location filters to narrow down by a certain area in the library (this will make it easier for you to do a specific section at once
    1. Library – Home, Current, or All Libraries (or a specific branch)
    2. Shelving location – Select a location
    3. Call number range – select a call number range (for example 635 – 635.9)
  3. The next section includes optional filters for inventory lists or comparing barcodes
    1. If any of these boxes (example Lost or Missing) are selected, the results will be filtered on the next page to show all items that are marked lost of missing (depending on the boxes checked).
    2. If an item has a lost status and the barcode was included in the file, the inventory tool updates the status but does not report the status change on the results page.
    3. Last Inventory Date – skip records marked as seen on or after this date
    4. Optionally, select the box to skip items on loan (so those are removed from the shelf list)
  4. Additional Options
    1. Check the box to export the results in a CSV file select the checkbox below.
  5. Finally hit submit.
    1. This will provide an inventory list by date where staff can either print the list to check the shelf or use a laptop to mark off the items.

  1. Once the items are selected in the list by clicking the left hand column marked seen, you can use the 3 buttons at the button to confirm the submission
    1. Mark Seen and Quit – change the items inventory dates and close out the inventory tool
    2. Mark Seen and Continue – which will take you to the next screen / pages/ result list
    3. Continue without Marking – You didn’t find anything on the shelf and want to go to the next page of results.

Interactive Inventory Plugin

The plugin can be found at Github.


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