Report 2731 Training

Purpose of report 2731

The main purpose of report 2731 is to provide an easy-to-read shelf-list of every item in a library that meets the criteria you set. It can be used for:

  • Inventory
  • Weeding
  • Identifying items added in a specific date range
  • Identifying items that have not checked out in a long time
  • Identifying item that have never checked out
  • Identifying multiple copies of items at a library
  • Identifying all of the items in a library that start with the same call number digits

Frequency for running report 2731

This report sould be run whenever you need its results.

Finding report 2731

You can find report 214 following the instructions in “Finding a report by number”

Report 2731 parameters and their defaults

Reports 2731 has a large number of runtime parameters available.

  • Item home library
    • Default = Atchison Public Library
    • Includes “Doniphan County-ALL”
    • Includes “Prairie Hills Schools - ALL SCHOOLS”
    • We use a custom authorised values table called “ZBRAN” to include the “ALL” options

  • Item permanent shelving location
    • Default = All shelving locations
    • We use a custom authorised values table called “LLOC” to allow for flexibility in this dropdown

  • Item type
    • Default = All item types
    • We use a custom authorised values table called “LITYPES” to allow for flexibility in this dropdown

  • Item collection code
    • Default = All collection codes
    • We use a custom authorised values table called “LCCODE” to allow for flexibility in this dropdown

  • Enter first part of call number or a % symbol
    • Default = %
    • We use custom code to add a “%” to all fields in the reports module where the label includes the phrase “or a % symbol”

  • Not for loan status
    • Default = All items
    • We use a custom authorised values table called “LNOT_LOAN” to allow for flexibility in this dropdown

  • Item added between date 1
  • and-date 2
    • Default date 1 = 01/01/2000
    • Default date 2 = today’s date
    • The SQL for the report is written in such a way that if there are items that were added before 01/01/2000 or if the items.dateaccessioned fieled is blank, the report reads their date as 01/01/2000
    • The dates are populated by custom code that always sets report fields with a label ending in “date 1” to “01/01/2000” and always sets report fields with a label ending in “date 2” to today’s date

  • Item last borrowed between date 1
  • and–date 2
    • Default date 1 = 01/01/2000
    • Default date 2 = today’s date
    • “Last borrowed” = the last time an item was checked out
    • The SQL for the report is written in such a way that if there are items that were last borrowed before 01/01/2000 or if the items.lastborrowed fieled is blank, the report reads their date as 01/01/2000
    • The dates are populated by custom code that always sets report fields with a label ending in “date 1” to “01/01/2000” and always sets report fields with a label ending in “date 2” to today’s date

  • Item last seen between date 1
  • and—date 2
    • Default date 1 = 01/01/2000
    • Default date 2 = today’s date
    • “Last seen” = the last time an item was checked in
    • The SQL for the report is written in such a way that if there are items that were last seen before 01/01/2000 or if the items.lastseen fieled is blank, the report reads their date as 01/01/2000
    • The dates are populated by custom code that always sets report fields with a label ending in “date 1” to “01/01/2000” and always sets report fields with a label ending in “date 2” to today’s date

  • With X or fewer checkouts
    • Default = Any number - no limits
    • We use a custom authorised values table called “ZNUMBERS” to allow for flexibility in this dropdown

  • Display checked out items
    • Default = Show all
    • We use a custom authorised values table called “ZYES_NO” to allow for flexibility in this dropdown

  • Display lost, missing, and withdrawn items
    • Default = Show all
    • We use a custom authorised values table called “ZYES_NO” to allow for flexibility in this dropdown

  • With X or more copies at this library
    • Default = 000
    • We use a custom authorised values table called “YNUMBER” to allow for flexibility in this dropdown

  • With X or more copies throughout the catalog
    • Default = 000
    • We use a custom authorised values table called “YNUMBER” to allow for flexibility in this dropdown

Report 2731 - full shelf list for an entire library

To generate a shelf list of everything that is supposed to be at your library:

  1. Find report 2731 and click on “Run”
  2. Set the runtime parameters as follow:
  • Item home library = Your library
  • Leave ALL other parameters set to their defaults

For example: If you wanted a shelf list showing every items owned by NEKLS set these parameters:

  • Item home library = Northeast Kansas Library System
  • Leave ALL other parameters set to their defaults

Configuration for full shelf list

Report 2731 - items added during a date range

To generate a shelf-list of everything added during a specific date range:

  1. Find report 2731 and click on “Run”
  2. Set the runtime parameters as follow:
  • Item home library = Your library
  • Item added between date1 = First date of date range
  • and-date2 = Last date of date range
  • Leave ALL other parameters set to their defaults

For example: If you wanted a shelf list showing every item added at BERN during between May 1, 2020, and May 31, 2020, set these parameters:

  • Item home library = Bern Community Library
  • Item added between date1 = 05/01/2020
  • and-date2 = 05/31/2020
  • Leave ALL other parameters set to their defaults

Configuration for items added during a date range shelf list