Conducting a textbook inventory

Inventorying your textbooks lets you know exactly what you have and what is missing or just misplaced. Once you know what you have, you'll also be in a better position to make acquisition decisions.

With Inventory, you can choose to take stock of your entire collection or inspect one or more locations at a time.

If you're a district textbooks manager, you can initiate a district-wide inventory, monitor its progress, and generate district-wide inventory reports.
For copies with barcode numbers, your goal is to enter the barcode number of each Unaccounted-for copy. For copies without barcode numbers, your goal is to count the number of copies on hand for each title.

Keep in mind that, while inventorying changes a copy's inventory status (Accounted for/Unaccounted for), it may also affect a copy's copy status (Available/Checked Out/Lost/Loaned Out/On Order/Out for Repairs/In Transit). Information about all such changes is included in the sections below.

How do I take inventory of my textbooks?

How do I account for my copies with barcodes?

How do I account for my copies without barcodes and Consumables?

What does the Accounted-for total include?

What exactly does clicking Start New do?

What exactly does clicking Finalize do?

What exactly does clicking Finished do?

How do I generate an inventory report?

Can Inventory tell me if a copy is in the wrong place?

How does circulation affect inventory?

How does cataloging affect inventory?

How does entering barcodes directly differ from uploading a file of scans?

What information does the Inventory job summary contain?

I set all my Unaccounted-for copies to Lost by mistake. What can I do?

How do I conduct a district-wide inventory?

How do I start it?

How do I monitor it?

How do I finalize it?

How do I take inventory of my textbooks?

For copies with barcode numbers, your goal is to enter the barcode number of each Unaccounted-for copy. For copies without barcode numbers, your goal is to count the number of copies on hand for each title.
The following list gives an overview of the general procedure for an inventory in Destiny:

1. Set up a schedule before you start. This will help you keep track of what you've done and what areas or storerooms you still need to inventory.
2. Open Inventory in the Back Office.
3. You can have multiple inventories open at one time and switch between them. Either choose an existing inventory to work on from the Textbook Inventory list, or click to begin a new one.

   On the Start Inventory page that opens, you can specify the copies to include or exclude:

   • Include only copies that are assigned to one or more specified Locations.
   • Include copies with barcodes.
   • Include copies without barcodes.
   • Include Consumables.
   • Include copies that are checked out.
   • Exclude copies that have been seen recently.
   You can also decide what action you want Destiny to take when the Location on record does not match the location in which you scanned the copy and whether to check in any checked-out copies.
4. On the main Inventory page, to verify or update the Location of the copies you account for, click to select your current scanning location.
5. For copies that have barcode numbers, scan, enter, or upload the barcode numbers to account for your copies under Account for each Barcode.
6. For copies without barcodes, enter the number of copies on hand for each title and click under Count Copies without Barcodes. Destiny retains the last copy count that was saved for each title.
7. Once you are sure you have entered the barcode numbers and counts for all the copies, review the list of Unaccounted-for copies by clicking beneath Textbook Inventory on the main Inventory page, and then See Details next to Unaccounted for:
   • If you can locate any of the copies on the list, click Found to account for it and change its copy status to Available.
   • If you cannot locate a copy, click Mark "Lost" on the list to account for it and change its copy status to Lost.
8. Review the Lost Copies list.
   To open the list, click beneath Textbook Inventory on the main Inventory page, and then click See Details next to Accounted for.
   • If you can locate any of the copies that had been Lost, either click Found on the lost copy list or enter the barcode directly on the main Inventory page to make it Accounted-for and change its copy status to Available.
   • To delete a lost copy from the collection permanently, click Delete on the list.
     Remember that deleting a copy deletes all information about it, including its circulation statistics.
9. Once the Unaccounted-for total on the Progress Details page is at or near 0 (zero), your inventory is complete.
   Click and Yes on the confirmation message.
   If you still have any unaccounted-for copies, a message appears, asking whether Destiny should mark them Lost.
   • Select Mark lost if you are sure that you cannot find the remaining Unaccounted-for copies.
     When you select Mark lost on the message, Destiny marks the Unaccounted-for barcoded copies Lost. Their copy status changes to Lost, they are added to the Lost Copies list, and they become Accounted-for.
     
     If you included Consumables in the inventory, Destiny includes adjust consumables in the message as well. The quantities of unbarcoded copies and Consumables are adjusted to the count you entered for each title.
   • When you select Ignore them (do not process), Destiny does not change their inventory status or copy status. The Unaccounted-for copies remain Unaccounted-for. Their copy status remains Available.

If you're participating in a multi-school or district-wide inventory, click , and Yes on the confirmation message.

(back to the top)

How do I account for my copies with barcodes?

There are three main ways to enter copies into inventory:

• Scan them directly on the main Inventory page.
• Use a PHD Dolphin+ to create a file of barcode scans and upload them.
  How do I use a PHD Dolphin+?
  How do I transfer the Dolphin scans to my workstation?
  How do I upload them into Destiny?
• Create a text file of barcode scans and upload them.
  How do I use my circulation desk scanner?
  How do I upload the text file to Destiny?

You can use any combination of these methods to take an inventory.

(back to the top)

How do I account for my copies without barcodes and Consumables?

On the Inventory page, enter the number of copies on hand for each title in the Count Copies without Barcodes section. You must enter a copy count for each title before finalizing the inventory. When you finalize, Destiny adjusts the copy count for each title to the quantity you entered.

Copies without barcodes can be marked "Lost" in the Catalog, but not in Inventory. Consumables cannot be marked "Lost".

(back to the top)

What does the Accounted-for total include?

Besides the barcode numbers that you enter or upload on the main Inventory page, the Accounted for total automatically includes any copies with a copy status of In Transit, Loaned Out, Lost, On Order, or Out for Repairs.
Depending on your selection on the Start Inventory page, it may include copies with a copy status of Checked Out.

(back to the top)

What exactly does clicking Start New do?

Clicking changes the inventory status of many of your copies, both Accounted-for and Unaccounted-for:

• Unaccounted-for copies remain Unaccounted-for.
• Accounted-for copies that fit the parameters of the inventory and that have a status of Available or become Unaccounted-for.
  These copies should theoretically be somewhere in your storeroom or school and you'll need to enter these into inventory.
• Accounted-for copies that fit the parameters of the inventory and that have a status of In Transit, Loaned Out, On Order, or Out for Repairs, remain Accounted-for. You already have information regarding the current location of these copies.
• Accounted-for copies that have a status of Checked Out may or may not remain Accounted-for, depending on your selection on the Start Inventory page.
• Copies that had previously been marked Lost remain Lost and Accounted-for.

(back to the top)

What exactly does clicking Finalize do?

After you've inventoried the copies in the selected location(s), you'll click to close the inventory. If you have any unaccounted-for copies, a message appears.

• Select Mark all unaccounted for copies "lost" if you are sure that you cannot find the remaining Unaccounted-for copies. When you select Mark all on the message, Destiny marks the Unaccounted-for copies Lost. Their copy status changes to Lost; they are added to the Lost Copies list; and they become Accounted-for.
• When you select Ignore them (don't mark them "lost"), Destiny does not change their inventory status or copy status. The Unaccounted-for copies remain Unaccounted-for. Their copy status remains Available.

(back to the top)

What exactly does clicking Finished do?

You'll have a button for an inventory started by your district textbooks manager.

After you've inventoried all your copies, you'll click , and Yes on the confirmation message, to indicate that you're finished with your part of the inventory. When all the schools are finished, your district textbooks manager finalizes the inventory and determines whether the copies still Unaccounted-for are to be marked Lost.

(back to the top)

How do I generate an inventory report?

To help you keep track of your inventories, click View In-Progress & Completed Inventories List for a list, details, and reports of the inventories. The reports are also available on the Textbook page of Reports.

More on generating inventory reports

(back to the top)

Can Inventory tell me if a copy is in the wrong place?

Destiny can alert you when a copy is in the wrong Location at your school and/or at the wrong school in your district.

Location

For each barcode scan, Destiny can compare the Location on the copy record to the location in which you're scanning. If the location is different, Destiny can notify you either on-page (for direct scans) or in the Job Summary (for file uploads). It can also update the Location automatically.

On the Start Inventory page, you'll need to choose the action that you want Destiny to take if the location is different.

Make sure to specify your scanning location next to Current scanning location on the main Inventory page before accounting for any copies.

School

For each on-page barcode scan for a barcode number that does not belong to one of your school's copies, Destiny displays a message. The message may allow you to transfer the copy to your school. If two or more schools have the same barcode number, the message includes a list of the titles and their owning schools, allowing you to select the correct one.

This function works only for on-page scanning; Destiny does not notify you in the job summary for a file upload.

To enable this function, you'll need the Transfer textbooks through inventory permission in your Access Level.

(back to the top)

How does circulation affect inventory?

You can continue to circulate your textbooks while an inventory is in progress.
Copies checked out, loaned out, or sent out for repairs during an inventory become Accounted-for.
Checking a copy in does not affect its inventory status; it stays Accounted-for.

(back to the top)

How does cataloging affect inventory?

You can continue to add new titles and copies while an inventory is in progress.
Copies added manually, by an import, or through a transfer, become Accounted-for in Inventory.

(back to the top)

How does entering barcodes directly differ from uploading a file of scans?

Scanning copies directly on the Inventory page

• Copy information for the ten most recent scans appears on the page in the Most Recently Accounted For list.
• Destiny does not create an Inventory job summary in Job Manager for direct scans.
• If there is a problem with the barcode number or the copy, an alert message appears at the top of the main Inventory page.
• If you chose to have Destiny alert you or prompt you for a change in Location, a message appears on the page.
• If the copy belongs to another school, a message appears, informing you of the owner.
  If its copy Status is Available, the message gives you the opportunity to transfer it to your school.
• The copy status of any Lost copy changes to Available.
  Destiny deletes any fine charged to a patron for the lost copy. If it was paid, Destiny creates a refund.
• If you chose to have Destiny alert you or prompt you for a change in Location, a message appears on the page.
• If you enter a barcode for a kit that has components, a message appears, listing the components. To account for the kit, you'll need to verify the actual numbers of components and click Yes.

Uploading a file of scans from Follett Remote, a PHD, or text editor

• No copy information appears in the Most Recently Accounted For list.
• Destiny creates an Inventory job summary in Job Manager.
• If you chose to have Destiny automatically change a location, Destiny adds an entry to the job summary about the location change.
• Lost copies remain lost.
  Destiny adds an entry to the job summary indicating that the copy is lost.
• Checked-out copies remain checked out.
  Destiny adds an entry to the job summary indicating that the copy is checked out, and includes its due date.
• You do not have the opportunity to verify or change the components of a kit.

(back to the top)

What information does the Inventory job summary contain?

Destiny makes an entry in the job summary for every barcode number in the uploaded file. For exceptions, it enters one of the following messages:

• If the barcode does not match any barcode that exists in the collection,
  "Skipped: Barcode <barcode number> not found" appears.
• If Destiny automatically changed the location of a copy,
  "Accounted For Author: <name> Title: <title> Barcode: <number> Location changed from <old location> to: <new location>." appears.
• If the copy is currently listed as checked out, it remains Accounted-for and checked out.
  "Barcode <barcode number> has been accounted for, but is currently checked out and has a due date of <due date>" appears.
  To make the copy Available, enter its barcode on the main Inventory page.
• If the copy was Lost, it remains Accounted-for and Lost. Any assessed fines are unaffected.
  "This barcode is currently marked lost" appears.
  To make the copy Available, enter its barcode on the main Inventory page.
• If a barcode number is for a kit with components, "Components included" appears.

(back to the top)

I set all my unaccounted-for copies to Lost by mistake. What can I do?

If you've finalized an inventory and selected Mark all unaccounted for copies "lost" on the confirmation message by mistake, you can reset the copy status to Available from the Lost Copies list.

If there are no inventories currently in progress, you can access the Lost Copies list by clicking (at the school) or (at the district).

If there is at least one inventory already in progress:

1. Click View In-Progress & Completed Inventories above Textbook Inventory on the Inventory page.
2. Click next to the appropriate inventory.
3. Click See Details next to Accounted for.

Then, reset the copies.

(back to the top)

Taking inventory with a scanner

You can take inventory with a scanner either by scanning the barcodes directly into the text box on the main Inventory page or by creating a file of barcode scans.

(back to the top)