Starting a textbook inventory

When beginning an inventory, Destiny allows you specify the textbooks to include or exclude:

• Include only copies that are assigned to one or more specified Locations (site only).
• Include only copies whose adoption year ends within a certain range.
• 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 the copy record does not match the location in which you found the copy. You can also choose to check in copies as you scan them during an inventory.

How do I start an inventory?

What does "copies that have been seen" mean?

How do I assign Locations to textbooks?

How do I start an inventory?

1. Open Inventory in the Back Office. If there are tabs, select Textbooks.
2. Click .
3. Provide a unique name of up to 30 characters for this inventory. This name appears in the Textbook Inventory list on the Inventorypage and on all inventory lists and reports.
4. If you are starting a district inventory, select the district, a group of schools, or an individual school from the For list.
5. If you are starting a school inventory, you can limit the inventory to copies that are currently assigned to one or more locations:
   1. Click .
   2. On the Select Location(s) page that opens, select one or more check boxes for the locations you want to include in the inventory.
      Selecting Undefined includes copies not assigned to any location.
   3. When you are done, click .
6. To include only copies whose adoption year ends within a certain range, enter the beginning and ending year for the range.
7. Select the types of copies you want to include in the inventory:
   • Copies with barcodes
   • Copies without barcodes
   • Consumables
     
   Important: Because Consumables and copies without barcodes do not circulate or have a location on record, the inventory includes all of them if you select one or both check boxes.
8. If you want to include copies that are currently checked out, select the Make currently checked out copies "unaccounted for" check box.
9. If you want to check in copies as you scan them, select the Check in currently checked out copies when scanned into inventory check box.
   When you select the check box:
• When you scan or enter a barcode for a checked-out copy, Inventory checks it in.
• When you upload a file containing a barcode for a checked-out copy, Inventory does not check it in; it remains checked out.
10. If you want to exclude copies that have been seen recently, enter an earlier date in the box next to Except for copies….
    Click for a calendar.
11. Select the action you want Destiny to take when the Location on record does not match the location in which you scanned the copy.
    • Do nothing
      Destiny ignores the discrepancy.
    • Alert but do nothing
      Destiny plays an alert sound and displays a warning message.
    • Prompt for change
      Destiny plays an alert sound and displays a warning message, giving you the option to change the Location assigned to the copy. If you select Yes, Destiny changes the Location on the copy record to the location specified next to Current scanning location (on the main Inventory page).
    • Automatically change location
      Destiny automatically changes the Location assigned to the copy to the location specified next to Current scanning location.
      If you are uploading barcode files (not scanning one at a time), this is the only method that changes the location.

    If you are uploading files of barcodes and you chose Automatically change location, the job summary includes information about any changes of location.

    Tip: If you are including textbooks that are not assigned to a Location (Undefined on the Select Locations page) and need to be, choose either Prompt for change or Automatically change location.

12. When you've made your selections, click , and Yes on the confirmation message, to begin the inventory and return to the main Inventory page.

Important: Once you make your selections here and click , you cannot return and make changes.
You can view these inventory parameters by clicking View Selections in the lower left corner of the main Inventory page.

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What does "copies that have been seen" mean?

Every time Destiny updates information about a copy during one of the following transactions or processes, Destiny also updates its date last seen information:

• Check Out Text (To Patron, By Class, or To Teacher)
• Check In Text
• Inventory
• Batch Update in Update Copies
• Add textbook titles ( or I want to"Add to this List") to a Resource List when adding records using a barcode scan or barcode List
• Transfer Textbooks when transferring copies by processing a barcode list (but not when using a Resource List)

So, for example, if you checked in textbooks or received some in a transfer last week, you can set the date to a week ago. Then you do not need to scan those copies.

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How do I assign Locations to textbooks?

To conduct an inventory by location, your copy records need have a Location assigned.

• Assign locations to textbook copies when creating the records.
• Assign or change locations when editing the records individually.
• Assign or change locations using a file of barcode numbers in Batch Update in Update Copies in the Catalog.
• Assign locations to copies that do not have them during inventory by including Undefined on the Select Location(s) page and choosing either Prompt for change or Automatically change location. (See step 10 above.)
• Change locations during inventory by choosing either Prompt for change or Automatically change location. (See step 9 above.)
• Include a Location field in a textbook import file.

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