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Handy Library Manager  for Windows

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This topic explains:

  • what is inventory audit
  • how to process library inventory
  • what is the purpose of inventory

Library Audit (library inventory control) procedure involves checking the library items in your library against the records in the database system.

The inventory audit procedure lets you assess which items (books, CDs, DVDs, and AV equipment) exist in the library rooms and which are lost. After completing the inventory you can print variety of reports:

  • missing items list for further verification
  • value of the missing items for library administration
  • value of the all existing items in the library
  • missing items by location, type, and more

When to process inventory: at the end of the school year, company shut down, holiday period, when library is not busy or is closed. Schedule enough time, so the process could be completed. How to process inventory: develop a strategy for processing the scanning of items. Verify items by shelves, by rooms, by boxes, by bins. Try to process items in order to avoid omissions. Provide enough resources to speed up the inventory procedure (volunteers, laptops, scanners).

There are two ways to process the inventory:

  1. Scan barcodes into the text files. Process the text files with scanned in barcodes.
  2. Scan barcode numbers directly into the Inventory Audit window.

1. Scan barcodes into the text files. Process the text files with scanned in barcodes.

scan items, barcodes into text files

Scan barcode labels into the text file. One barcode number should be listed in one line. Empty lines are accepted they will be omitted.

Scan barcodes into several files. Name your files in a logical manner. When the scanning process is finished move files to the computer with your Handy Library software.


save files with barcodes in one folder

Name your files in a logical manner. Scan items into files with category name, Dewey number, other classification number, subject name, or shelve number/code.

file name samples:
000-computer-science.txt, 100-Philosophy-Psychology.txt, 200-Religion.txt, 300-Social-Sciences.txt, 400-Language.txt, 500-Science.txt, 600-Technology.txt, 700-Arts-Recreation.txt, 800-Literature.txt, 900- History.txt, av-equipment.txt, cd-dvd.txt, fiction-A-D.txt, fiction-E-H.txt, fiction-I-L.txt, fiction-M-P.txt, fiction-O-T.txt, fiction-U-Z.txt, reference.txt


create barcode files with shelve names

Use shelve numbers or codes in file names. Another way of scanning barcode numbers into text files that are organized by shelve numbers.


start inventory control feature

Start Handy Library Manager. On the Maintenance tab click Library Audit.


inventory, process files with barcodes

Click Load Scanned Barcodes from file(s) (1), select the file. Repeat this procedure with all files.

The Confirmation window is opened (2). It displays the file name with the number of barcodes. Click Yes to process.

Barcodes from the file are processed. The total number of scanned-items (3) increases by the number from the file. The file is added to the inventory log (4).

Checked out items are listed in the Loaned Items section (5).


inventory error message, the same file loaded

This is a sample of error message if the same file is loaded again.


inventory finish process

All text files with barcodes are loaded.

Click Process (1) to list Missing Items (2).

Click Print to create a simple missing and loaned items report.

Click Mark Missing, all missing items in the database will be marked as missing (MISSING=Y).

Click Save to File to save all processed barcodes into one text file. Use this feature if you plan to repeat the audit procedure.


inventory error message, the same file loaded

Copy and paste the content of the Log box into the text file. The log lists all processed files, how many duplicates, and how many barcodes not found.

Sample of the log box:
- Duplicates : 0
- Not Found : 0
000-computer-science.txt, 100-Philosophy-Psychology.txt, 200-Religion.txt, 300-Social-Sciences.txt, 400-Language.txt, 500-Science.txt, 600-Technology.txt, 700-Arts-Recreation.txt, 800-Literature.txt, 900- History.txt, av-equipment.txt, cd-dvd.txt, fiction-A-D.txt, fiction-E-H.txt, fiction-I-L.txt, fiction-M-P.txt, fiction-O-T.txt, fiction-U-Z.txt, reference.txt


inventory, review data

Opent the library main catalog.

You can include AUDIT and MISSING data fields on the grid. All scanned in items have AUDIT=Y value. All missing items have MISSING=Y value.


inventory, display missing items

Define advanced search, select data field: MISSING, select condition: Is Equal To, enter value: Y, click Search. Only missing items are listed. Define and print: missing items report(s).


2. Scan barcode numbers directly into the Inventory Audit window.

inventory, scan barcodes directly into inventory window

You can scan barcodes directly into the Inventory Audit window. Scan numbers into the Scan in the Bar Code box (1). The number is processed and the item is listed in the Scanned-In section (2). The number is added to the Audit Log box (3).

Click Save to File (4) to save scanned in numbers into the file. Use this feature if you plan to repeat the audit procedure.


inventory, error message 1
inventory, error message 2

Error message if barcode number is not found.

Error message if the same barcode is scanned twice.


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