Copies
StatusThis indicates the copy's status, such as Available, Checked Out, In Transit, On Repair, etc. InventoriedThe date this copy was last inventoried, circulated, or marked as used in the system. Textbook Tracker automatically inventories items when they are circulated. You can print a report of all items that haven't been circulated since you last inventoried your collection, then inventory only those items. AccessionThe date this copy was entered into Textbook Tracker. You can generate reports and search for copies based on this date.
Barcode Each copy is assigned a unique barcode up to 15 characters long, based on the value set in Preferences > Textbooks. You can change the assigned barcode here. Textbook Tracker reserves barcodes 1–50 for system use. Barcodes must be at least three characters long, but we recommend eight characters to allow for growth. Barcode length should be consistent throughout your collection. However, item and patron barcodes cannot overlap, so we recommend using a different but consistent length for each (i.e. eight characters for patron barcodes, and ten characters for item barcodes). Numeric characters are recommended, but alphabetic characters are allowed. Barcodes must end in a numeral. Barcodes are treated like words, which means they will be sorted alphabetically, not numerically.
Serial #Enter the copy's serial number.
Copy TagThe Copy Tag field can be used for a smaller number (different than the barcode) as a quicker way for students to identify which copy is theirs, or for Librarians to identify missing barcodes to properly re-label a copy. Copy Tags are an Option for the Copies Labels Report (3x10). Policy The copy policy is "inherited" from the title policy unless it’s manually changed by the librarian. ConditionSpecify the condition of this copy. The condition codes contained in this drop-down menu are managed in Preferences > Codes > Condition Codes. SiteUse this dropdown menu to specify the collection (library) for which this copy belongs. This is essential for Centralized Catalogs. This list of available sites will always be pulled from Sites Management window. Copy LocationPatrons look for items in your library by call number. If you have items outside the library or in an unusual place in the library, enter that location here. For example, you might enter “ Computer Lab” for computer disks or “Music Room” for audio tapes. Copy Shelving A second location indicator option if you want to further detail the location of items on specific shelves at your location. Funding SourceEnter the copy's funding source. This field allows you to keep better track of where special funding for an item came from by generating reports, including reports that list all items purchased from a specific funding source. For example, if you have to report the status of items purchased using government grants or special funds, enter the grant number or special fund name in this field. You can then generate reports using this field. VendorSpecify the vendor from which the copy was received. Purchase CostUsed to archive the original purchase cost of the copy. If you do not enter a price, Textbook Tracker will use the item policy default average. Replacement CostIn many libraries, patrons are charged a replacement cost for a lost item rather than the library's purchase cost. The replacement cost defaults to the purchase cost, but can be modified later by the librarian as replacement costs change. When the value of a copy is required, Textbook Tracker will first check to see if a replacement cost is available. If the replacement cost is $0.00, the Purchase Cost is used. If that is also $0.00, the Default Replacement / Purchase Value designated in the copy's policy will be used. And if that value is also $0.00, a value of $20.00 will used. Copy NotesUse this field to enter general comments about the selected copy. Alert NotesInformation provided in this field appears in a special Alert Notes dialog in the Circulation module when a specific copy is made current. This is used to make operators aware of special circumstances regarding the copy. For example, if a textbook circulates with additional materials like a CD, Alert Notes can remind you (during check in or out) to include it (or return it, if that information is provided). Tip |
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In Circulation, you can view all notes for a copy by selecting Notes from the Actions menu for the current item. You can also enter “++” into the command line to view notes for a copy. |
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