Run this report from the Equipment Module. Reports - Monthly Reporting - NLS Monthly Inventory
The Monthly Inventory Report consists of two parts - an accounting of the transactions that occurred during the month and a snapshot of the current inventory taken during the nightly processing on the last day of the month. The ideal situation is that both different sections come to the same conclusion about the total number of machines you have in inventory.
Counting the transactions - the left side of the report. All of the figures are based on the statistics counting what happened in a particular month.
Last Month's Total: This figure is taken from the snapshot of the inventory taken on the last day of the previous month.
Additions: These columns add machines into the total inventory
- Quantity Received - The number of machines received, usually without selecting an Equipment Source. This is calculated by taking the total number of new machines, subtracting those added through a particular equipment source and those added through Transfer In.
- Rec from MSC/NLS - The number added using an Equipment Source
- Trans In - Includes those machines added through Transfer In and those that were Recovered
Subtractions: These columns subtract machines from the total inventory
- Trans Out - The number of machines transferred to another library system
- Obsolete Damaged Beyond Repair - The number of machines marked as NAC:OBS or NAC:DBR
- Lost Loc Unknown or Stolen - The number of machines marked as NAC:LOS, NAC:LUN or NAC:STL
Net Total: This figure is the product of the math going across the row, adding in the new/recovered machines and subtracting those that are no longer in inventory.
Month End Snapshot - the right side of the report: These figures are created during the nightly processes that occur on the last day of the month.
- Available for Assign - those machines marked as AVL or ASG
- All Now Assigned - those machines marked as OUT
- Waiting for or In Repair - those machines marked NAC:IRP, NAC:WFR or NAC:WIR
- Current Net Inventory - Total of all machines marked AVL, ASG, OUT, NAC:IRP, NAC:WFR or NAC:WIR
How to Balance the report
Look first at the Net Total and compare it to the Current Net Inventory. If those numbers match for a type of machine, it should be good.
Next, run the other Monthly reports to verify the numbers in the statistics columns on the left side of the report. Look for duplicates. For example, if a machine was transferred out twice in the same month, the transaction (left) side of the report will count it twice. However, the right side of the report (the snapshot) has only been reduced by one machine.
If you still have problems getting the report to balance, contact Keystone for assistance.
Factors that can cause problems:
- Nightly didn't run on the last day of the month. Whether planned or not, if nightly didn't run, the monthly snapshot didn't get taken, and you'll see zeros on the right side of the report. Please contact Keystone so we can help restore that data.
- Transferring in a machine that was previously in your inventory. There's good news and bad news here. The latest version of KLAS is now successfully matching up the transfer in with the record you had previously. This means, however, that no new machine was added into inventory. As a result, the calculation of "Quantity Received" (see above) could end up being incorrect, including having a negative number. The negative number will display as question marks in that field. If you see or suspect this, please contact Keystone so we can fix the statistics.
- Marking machines as Withdrawn, without first marking them NAC:OBS, NAC:DBR, NAC:LOS, LUN or STL. There is no column to account for machines taken directly to Withdrawn status. In order to take machines out of your inventory, they need to have a transaction in one of those subtraction categories first.
- Duplicate transactions. The example above - transferring a machine out twice in the same month - shows the problem. The statistics count how often the transaction occurred, but they don't reflect how many machines were affected. If you're unsure if your transaction has already been done, take some time to look at the history for the machine.
- Missing Recovered transactions. Any time you bring an item back into inventory, it should generate a Recovered transaction in the history. However, there may be occasions where you don't think that you're returning a machine to inventory. For example if you move a machine from NAC:LUN to NAC:DBR, you'll want to have a "Recovered" transaction between those two. Essentially, you found the machine - so it is no longer LUN, therefore recovered - but it isn't worth fixing, so you marked it as Damaged beyond repair. Look in the history as you do this transaction. If you don't see a recovered transaction where there should be one, contact Keystone.
Below is a one page document illustrating the pieces of the Monthly Inventory Report:
If you have any questions, please contact Keystone.