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OPALS
Inventory Guide
 
The inventory program is available to scan the collection barcodes, then list and mark items that are missing, and not in circulation. Use of the Worthington TriCoder is included in the explanation below. If you have another device for scanning the collection, the basics are the same as described below.

Main Menu | Setup | Scan Collection | Upload Scanned Barcodes | Inventory lists 

Setup

Getting started:

I.    Hooking up the TriCoder Y cable to computer:
  1. Shut down computer.
  2. Disconnect keyboard cable from the back of computer.
  3. Connect keyboard cable into one end of TriCoder y cable.
  4. Connect the other end of the y cable into the keyboard port in the back of the computer.
  5. Put the black end block on the end of the y cable.
  6. Turn on Tricoder first or keyboard will not work.
  7. Start up computer.
OR

      Hooking up the TriCoder with USB connection:
  1. Plug one end of Wedge Saver cable into TriCoder.
  2. Plug the USB end into an empty USB port on your computer.
  3. When TriCoder is not connected to computer, remember to put the black end block on the end of the cable disconnected from the TriCoder.
  4. Note:  With USB connection, TriCoder does not have to be turned on for computer keyboard to work.

2.    Creating Inventory folder on Desktop to store barcode files:
NOTE: Be sure your admistrator allows lyou to store files on your desktop. Some systems clear the computer of all user created local files each night. If this is your case, create the inventory folder in a personal "Home" folder or a USB device; etc.
  1. Right click on Desktop
  2. Select New> Folder.
  3. Type name for folder:  Inventory (year inventory is being done) Example:  Inventory 2005-2006

Scan Collection

IMPORTANT NOTES:
  • We highly recommend scanning one bookcase or Dewey section and then uploading the file.  If thousands of barcodes are scanned into TriCoder before uploading, and there is a problem when uploading the file, you may lose the barcodes and have to scan them again.
  • If you are doing inventory on a range of items, be sure and name each file in relationship to the exact range of call numbers that have been scanned in each file or keep very accurate notes.
    Example : A file named - 500-550.75
    or 550.76-599.256
    or FIC AAA-FIC LAM
  • In order to make a list of mis-shelved items, the inventory program assumes all uploaded barcode files to be in shelf order. Barcodes directly scanned manually into the inventory will not be checked for shelf order


3.    Using the TriCoder to start scanning the collection*:

  1. Insert new AA batteries.
  2. Plug wand into the TriCoder unit labeled scanner.
  3. Turn on TriCoder.
  4. Hit any key.
  5. Program number is 0.
  6. Data Collection?  Hit Yes (big green button).
  7. Screen will say, enter data.
  8. Start scanning by squeezing the rubberized part of the wand. Hint:  To keep a constant beam of light on the wand wrap a rubber band tightly around the rubberized part of the wand.  Please note that by doing this you will use more battery power.
  9. After scanning a Dewey section of books (example 100s), turn off the TriCoder and prepare to upload them into Inventory folder created in step 2.


4.    Save TriCoder Barcode File:
  1. Connect TriCoder to computer using appropriate instructions in step I.
  2. Open Notepad.
  3. Hit any key on TriCoder.
  4. On TriCoder, Data Collection?  No-key in the bottom left corner.
  5. On TriCoder, Data Upload? Yes (big green button).
  6. Barcodes will scroll by on screen.  Make sure caps lock is off.
  7. TriCoder will beep when it is finished uploading barcodes.  At this point, you will be able to see if any barcodes scanned incorrectly.  Make any necessary changes/corrections.
  8. Select File> Save.
  9. Scroll up to Desktop
  10. Double click the Inventory folder created in step II above.
  11. Name the file being uploaded (example: 100s) in the box where it says filename.  If you are doing inventory on a range of items, be sure and name each file in relationship to the exact range of call numbers that have been scanned in each file or keep very accurate notes. Click in that box and begin typing filename.  Keep file type as a 'text" file.
  12. Click Save. Note:  If you upload and save the TriCoder file in the Inventory folder created in Step II, the barcodes should always be available in that folder.
  13. After file is uploaded and saved, on TriCoder, del file? Yes (big green button).
  14. Are you sure? Yes (big green button).
  15. To start scanning another section, shut off TriCoder, disconnect end of TriCoder USB cable or Y cable from the TriCoder and put black end block on the end of the USB or Y cable.
  16. Repeat steps II-III until entire collection is scanned.  It is very important to create a new notepad file for each TriCoder barcode file that is uploaded.

Load Scanned Barcodes into OPALS

OPALS Inventory allows you to do inventory in stages if your library is large.  Three different screens are presented to manage the inventory sessions.

Inventory List
The first page presented when you select >Administration >Inventory from the main menu is the Inventory List represents the inventory sessions that have been finished or are in progress. It offers options to:
  1. start a new session
  2. view the results of a closed session
  3. edit the results of an open session
  4. Delete a session no longer desired or needed.
Result List
This page presents a short list of the factors and results of a session selected from the Inventory List.
View/Edit Reports
This page shows the exact result of your inventory efforts. Seven reports display the results of your inventory scanning and give options to update or correct problems and print reports.
1. Open an Inventory session
If you have not yet opened an Inventory session you must do this first. Only one inventory session can be opened at one time.
  1. Login to OPALS.
  2. Select Administration>  Inventory from main menu.
  3. If you have no open inventory sessions press the New Inventory button.
         OR
    If you already have started a session and it is unfinished choose the Edit Result link
2. Uploading a barcode file into OPALS Inventory:
  1. Login to OPALS.
  2. Select Administration>  Inventory from main menu.
  3. Select the Edit Result link for the open session.
  4. Select button  "Add bar codes from" .
  5. Click Browse.
  6. Maneuver to Inventory folder on desktop and choose the file to import.
  7. Click Add.
  8. Repeat above steps 3-6 to upload more files or proceed to step "4 Do Inventory" below.

3. Direct Scan:  Use this method to scan returned items before placing them back on shelf.
  1. Select Administration> Inventory from main menu.
  2. Select the Edit Result link for the open session.
  3. Select button "scanner/manually". 
  4. Click in the box below that and scan each barcode directly into the system.
  5. Watch the box on the screen for the barcode.
  6. Barcodes appear in entry order.
  7. If you are uncertain if an item was scanned, scan it again. 
4. Do Inventory:
  1. Select Administration> Inventory from main menu.
  2. Select the Edit Result link for the open session.
  3. Click Do Inventory button.  If you have not completed uploading the files that comprise your inventory range, a message will appear indicating that you not come close to your final barcode upload total. you will need to type 'yes' into the error dialog before proceeding.

Inventory lists

Inventory Result Boxes
  1. After clicking Do Inventory, two boxes appear at the bottom of the screen.
    • "Inventory Results" displays a running account of total barcodes:  in database, scanned, on loan (in circulation), validated and OK.
    • "Results" box allows you to view/edit problem records.
Inventory Reports
  1. Missing/Not Scanned:  Shows records that are still to be scanned and uploaded.  Click on view/edit to work with missing items.  Items may be sorted by Call Number.
    - Once you are sure of what is actually missing, select the missing items in the list and choose one of the "Mark . . as missing" buttons. The Items will then appear on the "Missing Items" list in the >Administration >Reports / Tools menu.
  2. Lost Missing but Shelved: 
  3. Damaged but Shelved:  Click on view/edit to see record.  Items may be sorted by Call Number.  Click in box before record to change status to Available as necessary.
  4. Loaned but Shelved:  Allows you to find items re-shelved before they were returned in circulation.  They may be returned from this screen.  Items may be sorted by Call Number.
  5. No Call Number : A viewable list of items having no call number (or maybe no holding?) in the electronic record.
  6. Misplaced : The inventory program assumes all uploaded barcode files to be in shelf order. Barcodes directly scanned manually into the inventory will not be checked for shelf order. 
    • This list will display items that are just one or more places out of order. 
    • This list can only be as acurate as your call numbers. For example To a computer there is a BIG difference between
      "FIC Arr" or "F Arr" or "Fic.Arr" for sorting purposes, even if you keep them all together on the shelf.
  7. Invalid Barcodes:  Allows you to see barcodes that did not scan properly or are not in your item data.
To Print from Inventory Reports

    To Print Individual Item(s)

      1. Click view/edit in appropriate section.
      2. Click box before individual item(s).
      3. Click Print Selected button.

     

    To Print Entire Page of Items:

      1. Click view/edit in appropriate section.
      2. Click box at top of screen before Barcode.
      3. Click Print Selected button.

    To Print All Items:

      1.  Click view/edit in appropriate section.
      2.  Click Print All button.         
Other

Removing barcodes from list:  Though rarely needed, uploaded barcode files or individual barcodes may be removed from the barcode list.

To Remove Individual Barcode:
  1. Go to barcode box on right side of screen.
  2. Click in box before individual barcode.
  3. Click Remove Selected button at bottom of barcode box.  The following message will appear, You are about to remove barcodes from inventory list.  Are you sure? Click OK.
To Remove Entire Page of Barcodes:
  1. Go to barcode box.
  2. Click in box at top of list before word, Barcode.  All items on page should be checked.
  3. Click Remove Selected button.  The following message will appear, You are about to remove barcodes from inventory list.  Are you sure? Click OK.
 To Remove an Uploaded Barcode File:
  1. Go to box with list of uploaded files.
  2. Click in box before desired file.
  3. Click Remove Selected button at bottom of box.  The following message will appear, You are about to remove barcodes from inventory list.  Are you sure? Click OK.

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