Finding Missing Inventory

You can identify which items were not inventoried by generating a report that shows the number and percentage of items that were not included in the inventory count or were not being circulated during the inventory. You must run this report before the system considers the inventory complete for a collection.

You can use the Find Missing Inventory option in two ways:

As you are still taking inventory, you can generate a report without resetting statuses. As you continue taking inventory on the same collection, you can generate another statistical report as often as you want. After you have finished taking inventory, you can run the Find Missing Inventory option without clicking the Stats Only button to change item statuses to “mi” (Missing Inventory).
When you are finished taking inventory on a collection, you can generate a final statistical report which updates item statuses. Horizon changes the status automatically by identifying which items were not included in the inventory count or were not being circulated during the inventory, then resets the item status on all those items with a status of “i” (Checked In) to “mi” (Missing Inventory) if that item also has one of these condition combinations:

This condition

 

Combined with this condition

Horizon has nothing recorded for the last inventory date.

and

Horizon has nothing recorded for the last status update date.

Horizon has nothing recorded for the last inventory date.

and

The last date the item’s status was updated is before the inventory start date.

The last inventory date is before the inventory start date.

and

The last date the item’s status was updated is before the inventory start date.

The last inventory date is before the inventory start date.

and

Horizon has no date recorded for the last status update date.

Horizon does not change items with other statuses, such as “l” (Lost) or “c” (Claimed Returned), as those items would not have been expected to be on the shelf during inventory.

To find missing inventory

1 Start the Find Missing Inventory process.

The default location of this process is the Inventory folder on the navigation bar.

Horizon opens the Find Missing Inventory window, then displays the Profile Find Missing Inventory window:

2 Complete or update these fields in the Profile Find Missing Inventory window:

In this field

Do this

Location

Enter the location for the collection. For a list of valid locations, click Codes. (The Location field defaults to the location specified during login.)

Collection

Enter the name of the collection. For a list of valid collection names, click Codes.

Call No. Type

Horizon sets the Call No. Type from the collection name. Your library might have set the Call Type field in the item record to override the default call number type set in the collection record. If necessary, enter an alternate call number type. (For more information about setting the default, see About Inventory Setup.)

3 Do one of these options:
If you want to see the statistical report without resetting item statuses, click Stats Only, then click OK to generate the report.
If you are ready to get the final statistical report and reset statuses, then click OK to generate the report.

Note: Run Find Missing Inventory without using the Stats Only button only after you take inventory on the entire collection; otherwise, the system will count the items on the shelf in the collection that were not counted as Missing Inventory and will change the item status to “Missing.”

Horizon updates the item status of all the items in the database for that location, collection, and call number type combination.

Horizon displays this window:

4 Click OK.
5 Take note of the “missing item” count.
6 Click Cancel to close the Find Missing Inventory window.

 


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