[Koha] Inventory

Agnes Rivers-Moore arm at hanover.ca
Sat Jun 11 07:06:54 NZST 2016

We have been using a laptop and simply checking in on Koha, rather than using the barcode file method.

That way, staff see any issues with lost status or items that seem to be checked out.

After all items in the section are checked in, we run a report that shows only the items that have not been checked in (since the date we started scanning in the items).


On 6/07/16 12:45 PM, Christopher Davis wrote:


My institution is currently running an inventory on our collections.
The way we do our inventory is to collect item barcodes, submit them
using the inventory tool found at Koha>Tools>Inventory>Use a barcode
file (the *first* time that you run this tool, you will need to record
the date found within the "Set inventory date to:" field for future
use). You should probably scan the barcodes of your collections when
the library is closed because the "Use a barcode file" tool will
automatically check in/discharge any items which it finds checked out
(which causes a big mess if patrons have items which are no longer
checked out to them). Also, sometimes the "Use a barcode file" tool
will encounter a barcode which did not read correctly or has another
problem with it; the "Use a barcode file" tool will note any such
barcodes it encounters. You can handle those exceptions manually.

Next, add the "Inventory Report" or "Inventory Report by Location" to
your Koha system (found at
When running either inventory report, plug the threshold date into the
report parameters (remember the date I told you to record in the
paragraph above?), and the report will display which items have not
been seen by Koha since the threshold date which you inputted. This
gives you list of items you can then hunt for or weed out of your


Christopher Davis, MLS
Systems & E-Services Librarian
Uintah County Library
cgdavis at uintah.utah.gov<mailto:cgdavis at uintah.utah.gov>
(435) 789-0091 ext.261

On Tue, Jun 7, 2016 at 7:55 AM, Coehoorn, Joel <jcoehoorn at york.edu><mailto:jcoehoorn at york.edu> wrote:

We recently acquired a new portable barcode scanner, and want to start
using the file matching feature in koha for inventory. In looking at this,
I have two questions.

First, we are able to create the barcode files. However, when doing the
compare, the results we're seeing are not helpful. With a test file of 53
barcodes, we had six pages of results telling us about items that simply
updated the last seen date.

Other items in the set would show up *twice*, because they had previously
been marked missing. We'd see a result reporting the item missing, and a
second result saying it should have been scanned. This is not helpful. We
already know these items are missing, and so including them here makes it
much more difficult to work the results. On the selection criteria page I
can see a way to filter down to missing items, but there is no way to
EXCLUDE missing or lost items. Normal (items.itemlost status <= 0) is not
an option in that section.

This feature would be WAY more useful if we could see results at the end
for only those items that are different. We want a view that only shows
newly missing items or items shelved in the wrong place, so we can work the
list manually to verify the errors. Is this possible?

Joel Coehoorn
Director of Information Technology
*jcoehoorn at york.edu <jcoehoorn at york.edu><mailto:jcoehoorn at york.edu>*

The mission of York College is to transform lives through
Christ-centered education and to equip students for lifelong service to
God, family, and society
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Agnes Rivers-Moore
CEO / Chief Librarian
Hanover Public Library
451 10th Ave,
Hanover, ON, N4N 2P1

Tel: 519.364.1420 | Fax: 519.364.1747
Email: arm at hanover.ca<mailto:arm at hanover.ca> | Web: www.hanoverlibrary.ca<http://www.hanoverlibrary.ca>

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