Easylib

Easylib Help

Library - Catalogue and Accessioning
  1. CATALOGUE AND ACCESSIONING:


Being one of the most important features, it is a key to the resources of a library. This module will allow you to efficiently enter the catalogue and accession details of both book as well as non-book materials. It also provides you the ability to transfer data, import data from text and excel sheets, stock verification, multi language data entry, catalogue card generation, customized and statistical reports,extensive search facility etc.


How to accessthe Catalogue and Accessioning module?
  1. Click once on the Catalogue and Accessioning module, which appearson the front page of Easylib software, to open the Easylib Login screen.
  2. Enter the correct User ID and Password.
  3. The main page appearscontaining a list of menus and sub-menus of Catalogue and Accessioning

module whichare displayed below:-


  1. New Arrivals
  2. List of Non Budgeted Arrivals
  3. Item details of Non BudgetedArrivals
  4. PO Wise List of Items Awaiting Processing
  5. Staging: Awaiting Cataloguing
  6. Accession and Catalogue
  7. Book Accession Register
  8. Non Book Accession Register
  9. Customized Accession Register
  10. Multi Language Accession Register
  11. Multi Language Item Listing
  12. Catalogue Cards Generation
  13. Data Sheet Preparation
  14. Location set up by Subjects
  15. Stock Verification
  16. Reference Dates Maintenance
  17. Stock Verification NumbersMaintenance
  18. Stock Entry
  19. Missing Stock Generation
  20. Customized Search on Stock Entry/ Missing Stock
  21. Withdrawn and Lost Items
  22. MARC
  23. MARC 21 Reader
  24. Import Data


  1. Reports
  2. Customized Reports – Books
  3. Customized Reports – Catalogue
  4. Customized Reports – Non Books
  5. Generate Barcodes
  6. Statistical Report – Catalogue
  7. Statistical Report – Book Master
  8. Title Statistics
  9. Other Reports
  10. Search Catalogue
  11. By Title, Author,Keyword
  12. By Extensive Fields
  13. List by keywords
  14. Quick Search
  15. See New Arrivals
  16. Item Status
  17. Author, Title Statistics
  18. Local Language
  19. Search by Title,Author, Keywords
  20. List by Keywords
  21. Set up
  22. Publishers
  23. Vendors
  24. Currency
  25. Category
  26. Department
  27. Accession Number Format
  28. Barcode Accession NumberFormat
  29. Keyword Stoppers
  30. Item Types
  31. Financial Period
  32. Subjects Tree
  33. Section
  34. Non Book Section
  35. Html Setup
  36. Toolbar
  37. Screen Setup


  1. Window
  2. Help
  3. New Arrivals:

New Arrivals feature, will keep a track of the new items that arrives in the library. Here, before accessioning the items, its detailscan be entered and once the item gets the approval from the management it can be accessioned either individually or in bulk.


  1. List of Non Budgeted Arrivals:
  2. Using this screen,you are able to view thelist of newly arrived items that have been procured without placing the purchase orders. Staging of these items can also be performed from this screen.
  3. To enable this function click on the New Arrivals menu and select the List of Non Budgeted Arrivals.
  4. This screen allows you to see the list of all the newly entered items in the librarythat has not been accessioned yet.
  5. First select the Item Type to view the displaylist in the grid. These items have not been accessioned.
  6. Before accessioning a particular record,you need to stage the record. This can be done by selecting the Stage button to assign accession number for individual records or Mass Stage button to assign accession nos. for more than one record.
  7. Select any print buttonto view the preview in Notepad, Excel or HTML format.


  1. Item details of Non BudgetedArrivals:


  1. This screen is required to enter the details of the newly arrived items procured withoutthe purchase order.
  2. Go to the Item Detailsof Non Budgeted Arrivals submenu in the New Arrivalsmenu to view the screen.
  3. This screen is used for enteringthe details of a particular item that will be displayedin the
List of Non BudgetedArrivals screen.
  1. Here the advantageis that you can enter all the details withoutproviding any Accession Number for the entered record.
  2. Once you complete the data entry of all the new arrivals, select Staging option for assigning Accession number individually, for the specific item you have received (all copies included) or you can select Mass Staging to generate Accession numbers at once for all the entries that you have made.


  1. When you chose to Stage a book, the accessionnumber is locked for the specific book andyou cannot assignthe same numberto any other item even thoughit has not been accessioned yet.
  2. The optionto search for a particular book has also been providedin the screen through

Book Search button.

  1. Navigation buttons are present so that you can see browse throughthe entered records.
  2. PO Wise List of Items Awaiting Processing:
  3. With this screen you are able to obtain the list of items that are yet to be accessioned according to the Purchase Order.
  4. Click on New Arrivalspull down menu and select the PO Wise List of Items Awaiting Processing submenu to go to this screen.
  5. In the screen titled as List of New Arrivals (Budgeted) choose the purchase order number by scrolling through the list. The PO Details like Department, Item Type, P.O. Date and Vendor appear on the right side of the screen. Here, only the purchase orders that have been delivered are listed in the combo box.
  6. Choose the Delivery Challan on the scrolling list.Only the deliverychallans that have been delivered are listed in the combo box.
  7. The list of new arrivalsis loaded on the screenby this action.
  8. In case, you want to see the list of all new arrivals of a specific type, irrespective of purchase order and deliverychallan, press Clear button and choose the Item type. This will list all the relevant items in the screen.
  9. Here also you can do Mass Staging of new arrivalsas mentioned above.


  1. Staging: Awaiting Cataloguing:


  1. Staging is a processof passing the received items for accessioning. Here, you are able to obtain the list of items that are yet to be accessioned according to the item type and also accession them.
  2. Select Staging: Awaiting Cataloguing submenu from the New Arrivals menu to open the screen titled as List of New Arrivals in Staging.
  3. All the items that you had staged earlier,from the previousscreens, will be displayed here when you select the appropriate Item Type along with the details such as Accession no, Title, etc.
  4. Select each accession no displayed in the List of items ordered one by one and press on Accession button. The item is accessioned and list reloaded. Accession All button will send the entire data to the accession register.
  5. Click on any of the three print buttonsto view the preview.


  1. Accession and Catalogue:
  2. Book Accession Register:
How to start?

First categorize whether the details to be entered is for a book or a non-book type. According to the selected category, go to the Accession and Catalogue menu and select “Book accession register”or “Non book accession register”.

Before starting the data entry, first you have to make some initialsettings like creatingthe Section and setting the Accession number format for the Section according to your preference.


How to create Sectionfor Books?

This procedure has been explainedin the Setup and Securitymodule under the Initial SetupScreens

submenu. You may refer the documentthere if you require.


How to Create Sectionfor Non Books(NB)?

This procedure has been explainedin the Setup and Securitymodule under the Initial SetupScreens

submenu. You may refer the documentthere if you require.

Accession number format procedure has been explained in the Setup and Security module under the Initial Setup Screens submenu. You may refer the document there if you require.



How to enterdetails of Booksin Accession register?
  1. This screen is essential for accessioning a particular book by enteringthe relevant details.This will be useful during cataloguing and also while circulating the book.
  2. Click on Accession and Catalogue menu in the menu bar. Select Book Accession Register. A screen appears with the captionas Accession Register. You are also able to access this screen by pressing Ctrl + A buttons, from the keyboard.


  1. First select the appropriate Section in which you want to add the book. On selectingthe data, you are able to view the first, last, next and previous records if any record exists in that particular section.
  2. To enter a new record, click on the Clear button. Start enteringthe details of the new book beginning from the accession number.
  3. To make it easierfor you, we have providedan example that is genericin nature.


Example 1:

  1. Select General from the Section. Clear the screen and enter the Accession number as 000001. You can confirmwhether this accession number already exists by clicking on the Inquire button after entering it.


  1. A pop up message box appears, as “Accession number does not exist”; this message confirms that you can continue enteringthe details of the new book. If the numberyou entered is already present then it will automatically display all the details that were entered.
  2. Enter all the main fields like Title, Authors, Subjects, Vendor, Price Details, etc.
  3. An ON / OFF button has been providedfor the Keyword list box. If you click on the ON button, it will automatically generate the keywords as you enter the Title. On clicking the OFF button, no keywords will be generated automatically.
  4. After the desiredcatalogue and copy details have been enteredclick on the Add button.
  5. Enter the number of copies that you want to newly add in the “No. of copies” input box, in this case we have entered 2 and clicked on Ok button. This will accession the present book togetherwith its copies.The books will be accessioned in the incrementof one as accession numbers have a unique value like 000001 and 000002.
  6. A pop up message screen appears informingthat “Records from Accession Number 000001 to 000002 added successfully!” Select the Ok button to proceed ahead.
  7. On the right top corner of the screen you can see the Total, On Hand, Issued and Available number of copies. This feature gives you a brief list of all the copies of a particular book for your quick glance.
  8. If a particular record has to be modified then make the desired changes and select the Modify button. If you are modifying any catalogue details,it will ask you whetherthis modification is to be applied to all the copies or for that particular copy. Select your desired option.
  9. A pop up messagebox appears with the message“Record modifiedsuccessfully!” Select the

Ok button.

  1. To locate a particular record, clear the present screen and insert the accession number. You can enter the above Accessionnumber: 000001. Select the Inquire button. The records for the entered accession no. are obtained like Title, Authors, ISBN, Price, Vendor, Publisher, etc.

5) In additionto this you can also search for books by selecting the Search button. A separateSearch screen appears. Select the criteria for any of the given fields and give the search option to view the display of all the matching records and their fields related to the search criteria. Select any one of the desired records to view the Selected Book Catalogue Details. If you double click on the selected details a new screen named Copy Details appears. Here, you are able to see the copy details and reservation states of the selected title. And from here you are also able to reserve any book by a particular copy.

  1. By clicking on the Reserve button and selecting the Title wise reservation in search screen,it will reserve the book by Title wise for selectedtitle with the availablecopy. The detailedprocedure for reserving a book has been explained in OPAC module titled as Procedure for reserving any item. You may refer the document by going to the above module.
  2. You can withdraw(weed out) a particular book by selectingthe Withdraw button. This action prompts an input box to appear where in you can select the book belonging to the particular Financial Period, the Reason for withdrawing as well as your Remarks regarding it.
  3. Customize button gives you the freedomto customize the Accession Registerscreen according to your preferences.
  4. An important feature of this software is the Easylib Bibliography Search facility. Select this button so as to open Easylib Bibliography Search screen. List any criteria and select the search button. A list of items will be displayed in the table that matches the above criteria. From this list you can select any record to see the additional details on the side screen. If your search is successful then this record can be copied into the AccessionRegister screen throughthe Transfer button. Also you can take three types of printouts according to your preferences namely, Notepad Report, HTML Report and Excel Report. Through this feature you can import the data from other libraries using Easylib Software.
  5. MARC Bibliography Search is anotherdifferent kind of search throughwhich you can import the data in the MARC format.
  6. Delete button allows you to delete the records successfully but only after entering yes in the warning message box. A pop up messagebox appears informingthe successful deletionof the records.
  7. You can also go to the Search screen by selecting the Find button. Here the difference is that, while double clicking on the selectedrecord, control will be transferred to the AccessionRegister by copying the complete details of the selected record.
  8. Multi languageoption helps you to enter title, author and keywords in any of your desired Indian language.
  9. You can see the details of all the records entered through the Accession Register, by simply scrolling throughthe, backward ç and forwardè buttons, which stands for Previous Record and


Next Record respectively. Also you can go directly to the First Record and Last Record, by clicking on fast backward |ç and fast forward è| buttons respectively.


List of CommonButtons:
  1. CLEAR button allows you to clear the records from the currently viewing screen.
  2. ADD button allowsyou to add a recordto the database.
  3. MODIFY button allows you to modify or change any record or fields accordingto your preferences.
  4. DELETE button allowsyou to delete a recordfrom the database.
  5. CLOSE button allows you to end the current operationand return back to the previous screen or main screen.
  6. PRINT button allows you to view the print preview of a particular page or record. In this softwareyou have an additional featureof printing it in threeformats namely, Notepad,Excel and HTML.
  7. NEW button allows you to enter a new record.
  8. INQUIRE button gives you the option to view whetherthe particular record exists or not. If the record exists then it will display it or else a message appears that this record does not exist.
  9. FIND button allows you to find a particular recordrelated to the entered accessionnumber by directly going to the Search screen.
  10. ç And è buttons allows you to scroll throughthe Previous Record and Next Record respectively.
  11. |ç And è| buttons allowsyou to go directly to the First Record and Last Record respectively.


List of Keyboard Shortcuts for the buttons:
  1. Add è Alt + A
  2. Modify è Alt + M
  3. Delete è Alt + D
  4. Withdraw è Alt + W
  5. Customize è Alt + U
  6. Easylib Bibliography è Alt + E
  7. MARC Bibliography è Alt + B
  8. Multi Language è Alt + U
  9. Reports è Alt + R
  10. Close è Alt + C
  11. Find è Alt + F
  12. Inquire è Alt + I
  13. Search è Alt + S
  14. Clear Keyword è Alt + K
  15. Stoppers è Alt + O


  1. Non Book Accession Register:
How to enterdetails of Non Book items in Accession Register?
  1. This screen is essential to accession the non-book items by enteringthe respective details.This will be useful while cataloguing and circulating the book.
  2. Click on the Accession and Cataloguemenu in the menu bar. Select Non Book AccessionRegister to view the respective screen. You can also access this screen by pressing the Ctrl + N buttons from the keyboard.



  1. First select the appropriate Item (created earlierby using Non book Sectionfrom Setup menu) in which you want to add the Item/Non book. On selecting the data, you are able to view the first, last, next and previous records if any exist in that particular section.
  2. Here an example is shown for better understanding of this function. Example 3:
  3. Select Book CD from the Item. On selecting this data, the first previously entered record is displayed on the screen.
  4. Clear the screen and enter the Accession Number as BCD00001. In case of any doubt, whether this accession number already exists, you can click on the Inquire button and check it. If the message box appears as “This Accessionnumber doesn’t exist”, then you can proceed with the entering of the required details like Title, Authors, Subject, Company, Vendor, Cost, etc.
  5. Click on the More button to view additional details like Order Numbers, E-mailId, etc.
  6. Once you enter the desired data, then select the Add button. Enter the number of copies that has to be added in the Number of Copies input box, in this case, enter 1 and click on Ok.
  7. A message box appears as, “Record with Accession NumberBCD00001 is added successfully!” Press the Enter button.
  8. Now you are able to view the Total, On Hand, Issued and Availablecopy details, of the newly entered record, on the top right corner of the screen.
  9. In addition, the facility to choose only required fields for corresponding non-book item is also provided. You can customize the screen, by selecting the required fields for the corresponding non-book item, with the help of Customize button.
  10. The otherbuttons like Modify, Delete, Close, Search and Find have got the same functions as mentioned above in the List of Common Buttons.
  11. Note that, you can only enter recordsthat are relatedto Non Book items.


  1. Customized Accession Register:
How to use Customized Accession Register?
  1. Using this screen you are able to accession the book by selecting or entering the details that are available in the combo box. This will be useful while cataloguing the book and also during circulation.
  2. From the Accession and Catalogue menu in the menu bar, selectCustomized Accession Register

submenu, to view the screen.


  1. An important feature of Customized Accession Register or My Accession Register is that you can enter the detailsof a new book that has not been entered throughthe Book Accession Register. As the name suggests, in this screen, you have the choice of customizing the screen (or selecting your own fields), according to your preferences.
  2. After enteringthe data, select the Add button. This action allows the successful additionof the record in the database list.
  3. If you want to enter a new record, then first click on the Clear button and then select the New button. This will generate a new accession number automatically, wherein you can fill in all the desired fields.


  1. Multi Language Accession Register


  1. This is a special featureof Easylib, which allows you to accessionthe items in your local language and is also useful during the generation of reports.
  2. In the Accession and Catalogue drop-down menu, choose the Multi Language Accession Register or you can view this screen, by simply pressing Ctrl + L.
  3. Immediately,a message box appears as “Start The Language Interface Now”


  1. For example, say you select the Yes option then, Baraha Application Windowis opened along with a message box mentioning, “Make sure the Interface Language is Kannada or KGP_kbd”. Click Ok to view the Multi Language Accession Screen.
  2. If you select No option, then the Baraha Application Windowwill not be opened and the language settings of the screen will be according to the default one.
  3. Baraha Application Window, allows you to select the language of your preference. In this software a list of different languages have been provided.
  4. It should be noted that, first you have to enter the book details in the Book AccessionRegister and only then, can you can enter and add details of the book in the selected language, through the Multi Language Accession Register.
  5. If you want to exit this application, just select Exit button from the menu bar. Enter Ok in the message box “Exit Baraha”. If you want to open this application again, then click on the Language Interface button present in the Multi Language Accession Register screen.
  6. In case, you have not entered the records of a particular book in the Book AccessionRegister

then, you can go to this screen directly,by clicking on the Accession Register button.

  1. For example, say that you want to change the language from Kannada to Hindi. Go to the Language drop down list box and select Hindi. Press the Enter button in the message box showing “Make sure your Interface Languageis Hindi”. Now, you can start entering the fields in Hindi.
  2. If you are not able to enter the recordsin Hindi, then click on the Language Interface button and select Hindi from the list box. This will now allow you to enter the details in Hindi.
  3. You can switch ON and switch OFF the Baraha Language Interface, by just clickingon the F11

key.

  1. Display List button, allows you to view the entire list of books, enteredin the language of your choice, along with the Title Number, Title, Authors and Keywords.
  2. In addition, the usual Add, Delete, Modify and Close functions are also present.


  1. Multi Language Item Listing:
  2. Using this screen you are able to keep a track of all the accessioned items that have been entered in the local language.
  3. You can access this screen from the Accession and Cataloguemenu by clickingon the Multi Language Item Listing submenu.
  4. This feature enablesyou to see all the records that have been entered throughMulti Language Accession Register, for a select language of your choice.
  5. For example, you can view all the item records,entered in Kannada language, by selecting

Kannada from the Language drop down list box.

  1. If you feel, the displayed list is long then you can enter a particular title number, in the Starting Title Number list box and click on the List button.
  2. This will now show you the list of books, starting from the enteredtitle number onwards.
  3. Also, if you double click on any record, in the displayedlist then, the details of that record can be viewed at the bottom of the screen.
  4. Again if you want to change any fields then, you can do so by making the changes in the bottomof the screen. Select Add button. A message box appears as “This Record already exist do you want to modify the record?” Enter “Yes” option to view the newly modified record in the display list.
  5. The otherbuttons like Delete, Clear, Print and Close have got the same functionality, as mentioned in the List of Common Buttons.


  1. Catalogue Cards Generation:This is an important featurethat has been provided in Easylib. It allows you to generatethe catalogue card and also take the print for the accessioned item, as per your requirement.
  2. Go to Accession and Catalogue main menu and selectCatalogue Card Generation to view the corresponding screen.
  3. The importance of this screen is that, you can directly print catalogue cards based on Main, Author, Title, Keyword, Customized, and Data sheet.
  4. For example,enter in the Accession numberfrom as 0000001 to 000005.
  5. Select Main radio button and click on Print Catalogue Cards button.
  6. The cardswill be printedin the format as shownbelow for the above criteria:


  1. Here, you also have the facility to Wrap Alphabets, which helps you to print data in multiple lines.
  2. To perform this operation, enter the desired number in the Wrap after Alphabets text box and then click on the Print Catalogue Cards button.


  1. Data Sheet Preparation:
  2. This is one of the importantfeatures of this softwarewherein you can perform the mass updation of item details.
  3. Click on the Accession and Catalogue menu and select Data Sheet Preparation, to go to the

Data Sheet screen.

  1. The importantfeature of this screen is that, you can perform Mass Update function, either for single, or for any number of multiple records.
  2. Also, you have the option to Print CatalogueCards, for all the multiplerecords, which you have entered, by clicking on the Data Sheet button.

Example 4:

  1. For example say, you have entered the values in the Accession numberas 0000001

to 0000005. Select the Ok button to view, a list of all the records in this range.

  1. Select any particular record by a single left click of the mouse, to view the Item Details

on the top righthand corner of the screen.

  1. Here two Accession Number are given. They are for displaying a single recordand for a particular range of records.
  2. Select Published Year (or any criteria), from the Mass Updatedrop- down list box.


  1. Enter 2006 in the text box present next to the Mass Update and select the Ok button for confirmation of your action.
  2. A message box appears as “Do you want to mass update Published Year”. Select the Yes button.
  3. Another message box appears as, “Records updatedsuccessfully”. Press the Ok

button. The aboveaction will now change the Published Year of all the recordsto 2006.

  1. To print the above recordsin the catalogue card format,click on the Data Sheet

button. This actionleads you to the Catalogue Card screen.

  1. Select the Main radio button and clickon Print Catalogue Cards button, to view the list in the notepad format.
  2. To take a print, go to File > Print and give the requireddetails regarding the printer.
  3. Remove From List button, will remove the selected record,temporarily from the displayed list. It should be noted that, it will not delete the record.
  4. Import Data function allowsyou, to Importdata from anywhere, which is storedas “.txt files”.
  5. Clear and Close buttons, have got the same functions, as mentioned above in the List of Common Buttons.


  1. Location set up by Subjects:
  2. Many times, membershave difficulty in locating the books. This screen allows you to create a library map on the system so that members will be able to locate a particular item easily.
  3. To enable this function, go to Accession and Cataloguemenu and selectLocation setup by Subjects submenu. A screen titled as Item Location appears.


  1. The importance of this screen is that, it helps youset your own library map on the system, so that you will be able to know what, is the location of a particular book.

Example 5:

  1. Select Economics from Choose the Subject drop-down list box.
  2. Enter ECO in the Rack Name text box.
  3. Select any cell, from the Grid, that is displayedin the middle of the page.
  4. Now click on the Select Color button and select any color of your choice,say for example, Green. Hit the Ok button, to confirm your selection.
  5. Immediately, the selectedcell from the Grid will be displayedin Green color and the

Rack Name ECO will be written on top of it.

  1. The next step now, is to select which all subject books should be kept in this rack. Forthis, click on Add Subject(s) button and select the subject name from Subject window, by double clicking the mouse or by hitting the Enter button, from the keyboard.


  1. Here, let us select Economic and professional ethics (174). You can add any number of subjects and all the added subjects will be displayed in the List of Subject(s) list box.
  2. If you want to delete a particular subject from the list then, first selectthe subject from the list to delete and then click on the Delete Subject(s) button.
  3. Now click on Ok button to completely add all the records.
  4. Delete button will delete this newly createdrack, from the database.
  5. By giving the Print option, you can see as well as take a print in the notepad format of the, rack wise subjects that you have created, for a particular rack.
  6. This screen will thus, help you in solving your difficulty, in locating the books in the library.
  7. Stock Verification:

Stock Verification is the process,through which we can verify all the stocks that are present in the library, according to their accession numbers. This is an important function that will help in reducing the burden of keeping a track about the library stock.


  1. Reference Dates Maintenance:
  2. This screen allowsyou to maintain the reference dates of verifiedstocks by different users on different dates. This will be helpful during the generation of reports.
  3. The Stock Verification Reference Dates Maintenance can be accessed,by clicking on the Stock Verification menu and selecting, the Reference Dates Maintenance submenu.
  4. First, select a Reference Date, that is, the date at which you want to do stock verification. Enter the Start Date and an approximate End Date. You can add or modify the existing dates that are displayed in the grid by just selecting them.
  5. If you want to start a fresh stock verification, click on Clear Past Data button to clear the previous data. A messagebox appears containing the message “Would you like to clear past verification records?” Press Yes or No depending upon your option. When you clear the past data, the entire data of prior stock verification is deleted and the system is made ready for a fresh stock verification.
  6. You are advisedto be very careful in using Clear Past Data button, as it will erase the entire data of all the past stock verifications. You will not be able to get old stock verification reports. This button should be pressed only once, in the beginning of new stock verification every year.
  7. Also, you can go the next screen by double clickingon the records, present in the grid.


  1. Stock Verification NumbersMaintenance:
  2. With this screen,you are able to track thedetails regarding the stock verification numbers. Stock verification has a unique ID corresponding to the user.
  3. To activate this screen go to the Stock Verification menu and selectthe Stock Verification Numbers Maintenance submenu.
  4. With this screen, you can assign the Stock Verification Number and User ID, to the person who is in charge of verifying the stocks. In this way, you are able to maintain the details about the person who has verified the stocks and also the item details, for that particular reference date.
  5. Reference Date, Start Date and Start Time are the mandatory fields that have to be entered here. Start Date and Start Time have been set by default to the presentdate and time. Click on the Add button to save this record.
  6. Once the data has been saved, it will be displayedin the grid for your reference.
  7. Also, you can go directly to the Reference Dates screen or the Stock Entry screen by clicking on the respective buttons.


  1. Stock Entry:
  2. Stock verification can be done in two ways, eitherby using a scanner or by doing it manually. This screen provides you to verify the stock by both these methods.
  3. This screen allows you to do stock verification and this can be enabledby clicking on the Stock Verification menu and selecting the Stock Entry submenu.


  1. Stock verification can be done in two ways; eitherby using a scanner or by manually entering the accession numbers for each item in the respective fields.
  2. Before starting with the verification, you have to first select the Reference Date and Stock Verification Number. Press Yes or No depending upon whether you are using a scanner.
  3. If you have said Yes for scanner, then use the scanner to start scanning the barcodes or Accession Numbers. As soon as an item is scanned, system takes it as stock verified and adds it to the list instantly along with information of Accession No, Material type, Title and Description.
  4. If you press No button then enter the Barcode number one-by-one manually and then press Ok for each record. You can view the resultant screenappear in the tabular form, with the details of the item viz., Accession No, Material type, Title, Description.
  5. Click on Change User /Date if you want to make changes in either the reference date or the stock verification number.
  6. To print the above recordsin the catalogue card format,click on the Data Sheet

button. This actionleads you to the Catalogue Card screen.

  1. If you want to open some records that are already saved in some “.txt” files, then you have the option to open that file by pressing the Import Data button.
  2. Some books might be in circulation when the stocks are being verified. To verify these books under stock verification, Import From Circulation button is provided which will stock verify all the books that are currently under circulation.
  3. The books that have been verifiedby the user will be displayed in the grid.On selecting any of the record in the list, the item details can be seen at the top right corner of the screen.


  1. Missing Stock Generation:
  2. Once the stock verification has been done, all the missing stock can be marked as withdrawn or lost by using this screen.
  3. Select the Stock Verification menu and click on the Missing Stock Generation

submenu to view the corresponding screen.

  1. Once stock entry is over, you can list all the missingstock from the Library with the help of this screen.
  2. Select the appropriate reference date on which you have made the stock entry. This action will prompt a list of all the entries, which have been made for that particular reference date, to appear on the screen.
  3. Now click on Load Missing Stock button, to list all the records of the missing accession numbers. This function will compare betweenthe stock verifieditems and the total items present in the library and hence will display the missing stock on the screen.


  1. You can go directly to the Stock Entry and Reference Dates screen by clicking on the respective buttons.
  2. Once all the records are listed, you can see the printpreview in Notepad and Excel

formats depending on your requirement.


  1. Customized Search on Stock Entry/ Missing Stock:
  2. This screen is essential for obtaining information about either stock entry or missing stock depending on the various search criteria present in the screen. This will be useful during generation of reports.
  3. As the name suggests,this feature allows you to do the customized search on either Stock Entry or on Missing Stock.
  4. Click on the Customized Search on Stock Entry/ MissingStock submenu present in the Stock Verification menu.
  5. Here also, varioussearch combinations are possible along with Reference Date, Stock Verification Number, Stock Verification Date and Accession Number.
  6. The search results can be viewed in the corresponding Customized Search Results screens, where the print preview of the reports can be seen in Notepad, HTML and Excel formats.


  1. Withdrawn and Lost Items:
  2. Using this screen,you are able to keep a track of all the withdrawnand lost items that were missing during the stock verification process. This will be helpful while generating the reports.
  3. To activate this function, click on the Withdrawn and Lost Items submenu in
Stock Verification.
  1. After the stock verification has been done and the missing stock generated, you can verify through this screen whether the missing stock have been lost or withdrawn due to damage.
  2. The items that have been withdrawn through the Accession register can also be viewed here. To find the missing stock, first select the Financial year, the Item type and the Reason for losing. These entrieswill help in keeping the track of the lost items in the library.
  3. MARC:
  4. MARC 21 Reader:



  1. Import Data:

This submenu can be accessed by selecting the MARC pull down menu and clicking on the Import Data submenu. This screen has already been described in Setup and Security module. You may refer the document by going to the Setup menu above module.


  1. Reports:

This function, allows you to arrange all your documents, in a very systematic and easily accessible way, by generating customizable reports. Here, you are able to see all the reports, related to libraryinformation. In addition, various Statistical Reportsare present. Each of these reports can be printed, sent as an e-mail etc.

  1. Customized Reports – Books:
How to generatea particular report?


  1. This screen allows you to search for the book details based on the customized search criteria and also generate the reports.
  2. Select the Reports main menu and click on Customized Reports– Books to activate this feature, which is also titled as Customized Search.


  1. Here, you can search for the individual book accession, by giving one or more search criteria, along with the combination of Boolean functions such as AND/OR. This will help in searching the exact record that you are looking for.

E.g., suppose the first search criterion that you choose is Subject and the value for it is Mathematics, the second search criteria chosen is Author and the value given is Khanna. If you give AND option, it will searchonly for books,written by Khanna under the Mathematics Subject. If you give the OR option, then it will give the search result for either Mathematics subject or for books written by Khanna.

  1. You can collectively search the records, by using all the search criteria combination, present in the screen and clickingon the Search button. Next, select an option from the Search Type, which is mandatory.
  2. Once the recordsare displayed on the Customized Search Resultsscreen, you can sort the records, by choosing the available data from the Sort criteria. Here, you are able to view the No. of Records for the entered criteria.Click Print to print your report in HTML,Excel or Text Format.
  3. Select the boxes of the required Fields and Field Length from the given options.All the marked fields are listed in the box, provided at the right side of the screen.
  4. If you want to arrangethe marked fields according to your priority,then select the particular field from box, by a single click of the mouse. Now, click on the Up or Down arrow keys depending upon your priority.
  5. Also, you can sort the records,by three combinations present in the Order By namely First, Second and Third, where the preference is given to the First.
  6. In the Notepad Format, two additional options, “Comma separated (Full Length) and Comma Separated” are given. This will cause the reports to be displayed in such a way, where all the fields are separatedby commas, instead of being displayedin the default tabular format.
  7. If you want to print some records that are alreadypresent in some “.txt” files, then you have the option to skip this search procedure and go directly to the Customized Search Result screen, by clicking on the Skip button.
  8. Now click on the List form File button and select the file in which the records are saved, so that the records are displayed in the Customized Search Result screen. From here, you have the option to view or print the Catalogue Card by clicking on this button.
  9. Groupwise Reports feature, allows you to see the search reports related to a particular group, like Departmentwise, Subjectwise, Subject-2wise, Itemwise, Publisherwise, Categorywise, Sourcewise and Vendorwise. These groups are same like the fields displayed in the Customized Search Result screen. Here, two types of format namely, Format 1 and Format 2 are given. The difference being that, in Format 2 some additional fields are added.
  10. Note: This format can be changed according to your requirements, only by the Easylib Support Team.


  1. Customized Reports – Catalogue:



  1. This screen is requiredto search the catalogue detailsbased on the customized search criteria and also generate the reports.
  2. Go to Reports menu and select Customized Reports– Catalogue, to activate this function.
  3. This screen is similar to Customized Reports – Books screen mentioned above. However, the main difference between these two submenus is that, this screen allows you to search for books based on the Title Number, where as in the Customized Reports – Books screen you have the provision to search for books, based on the Accession Numbers as well as the Title Numbers.
  4. This feature allows you to enter one or more search criteria, along with the combination of Boolean Functions such as AND OR.
  5. Click on the Search button and select any one from the Search Type mandatory field, according to your preference. This action will prompt the Customized Search Result screen to appear, where you are able to view the Number of Copies as well as the Number of Records.
  6. It should be noted that here, you do not have the option to Skip the search criteria and go directly to the result screen.
  7. You have the option to view and print the catalogue cards, by clickingon the Catalogue Card

button.

  1. Once the recordsare displayed on the Customized Search Resultsscreen, you can sort the records, by choosing the available data from the Sort criteria. Click Print to print your report in HTML, Excel or Text Format.


  1. Customized Reports – Non Books:
  2. Using this screen,you are able to search for Non-book details based on the customized search criteria. It is useful while generating the reports.
  3. To access this screen, go to the Reports menu and select Customized Reports– Non Books.
  4. This screen has got same function as the Customized Reports – Books screen, which has been discussed above.
  5. With this screen,you are able to generate reports for all the non-book items, which have been already entered in the library records.
  6. You can collectively search the records,by using all the searchcriteria combination including the AND/OR option, present in the screen.
  7. An additional feature of this screen is that, if you want to open some records that are already saved in some “.txt” files then you have the option to skip this search procedure and go directlyto the Customized SearchResult screen, by clicking on the Skip button.
  8. Here, click on the List form File button and select the file in which the records are saved, so that the records are displayed in the Customized Search Result screen.
  9. Once the recordsare displayed on the screen,you can sort the records,by choosing the available data from the Sort criteria. Here, you are able to view the No. of Records for the entered criteria. Click Print button, to get the print preview of your report in HTML, Excel or Text Format.
  10. Groupwise Reports feature allows you to see the search reportsin Format 1, relatedto a particular group, like Departmentwise, Subjectwise, Itemwise, Publisherwise, Categorywise, Sourcewise and Vendorwise. These groups are same like the fields displayed in the Customized Search Result screen.
  11. Note: This format can be changed according to your requirements, only by the Easylib Support Team.


  1. Generate Barcodes:
  2. This screen allows you to generate barcode for sequential accession numberswith different formats. Here, you can also import the non-sequential accession numbers stored in a file.
  3. This screen can be accessedby clicking on the Reports menu and selecting the Generate Barcodes submenu or by pressing Ctrl + B button from the keyboard, to open it directly.


  1. With the help of this function, you are able to generate and take the print of the Barcodes if you have the requiredprinter. Barcode number can either be the accession or the title number of an item.
  2. Here, first you have to enter the barcode number in the Barcode Number. There are three ways to enter the number,
  3. Firstly, by typingthe correct barcodenumber in the Barcode Numbertext box and then click on the Ok button.
  4. Secondly, by clicking on the Import From a File button if you have already savedthe accession number in any “.txt” files.
  5. Thirdly, by clicking on the Label Range button. Here, you have to first set the Barcode Numberformat, by enteringthe values in the Prefix,Middle, Suffix and Post suffix,and then set the No. of Labels and No. of Copies field. Now insert the value in the First Barcode Number text box and click Ok button.


All the above actions will prompt the entered barcodesnumbers to be displayed in the center of the screen.

  1. Once the list has been displayed then, click on the Barcode Label Format button. Here, you have the option to select any format from the already predefined formats. These formatshave been set for A4 size sheets for Normal DeskJet or Laser Printers.
  2. METO mn4 Printer and Zebra2844 Printer are the printers that are used only for printing barcodes. If you have any one of these, then you can connectit and just click on the above mentioned buttons.
  3. Remove From List button allowsyou to remove the selectednumber from the displayed list.
  4. Also, there is an optionto save this list for your reference by clicking on the Export to a File

button.


  1. Statistical Report – Catalogue:
  2. This screen is required to obtain a brief statistics about the cataloguedetails depending on the search criteria present in the screen, such as Item Type, Publisher and Subject.
  3. To enable this function, click on the Report menu and select the StatisticalReport – Catalogue submenu


  1. This screen gives you the statistical reports like the Number of Records, Number of Titles and Number of Copies for the Catalogue Detailslike Item Type, Publisher and Subject as entered in the Book Accession Register.
  2. After you select the input click on the Ok button to view the list on the screen.
  3. Here also, you have the option to take the Print of your reportsin three formatsnamely, HTML, Excel or Text Format.


  1. Statistical Report – Book Master:
  2. This screen gives you a brief statistics about the book details based on the search criteria such as Category, Source, Vendor and Department.
  3. Select the Report pull down menu and click on the StatisticalReport – Book Master

submenu, to view the respective screen.

  1. This screen is same as the abovementioned Catalogue screen.The difference beingthat, here you can view the statistical reports for the Copy Details of the book that have been already entered in the library through the Book Accession Register.
  2. The statistics can be obtainedfor Category, Source, Vendor and Department.
  3. Here, Number of Records and Number of Copiesare seen for the displayedlist in the screen, wherein you can take the HTML, Excel or Text Format print.


  1. Title Statistics:
  2. This screen will list the statistics of titles present in the library, based on various criteria such as item type, category, subject,department, etc. Here, you are able to generate the graphical reports.
  3. Go to the Report pull down menu and select the Title Statistics submenu, to activate this screen.
  4. This screen is a combination of the Statistical Report – Catalogueand Statistical Report – Book Master submenus.
  5. In this screen,two additional optionslike Accession Date (Entry Date) and Bill Date are given that are present in the Book Accession register screen, so that you are able to generate reports for a particular date range, by selecting the From and To dates.
  6. Select any of the radio buttons titled as All, Non Books and Books so that you can view the items in the Choose Field list box.
  7. This screen will provideyou, only the statistics relatedto the No. of Titles, No. of Copies, Total Cost and Total Net Cost.
  8. Here, you are also able to view the different PI Chart and the Bar Graphformats for the

Cost, Net Cost and the No. of Copies.

  1. In addition, you have the option to get the print previewof the reports in HTML, Excel or Text Format.


  1. Other Reports:
  2. In this screen the entire reports in Accession system have been grouped under this submenu.This screen can be accessedby selecting the Reports menu and clicking on the Other Reports submenu.


  1. New Arrivals(Non Accessioned), Accession Register and Stock Verification are some of the main reports, for which reports can be generated. Plus sign (+) indicates that there are various sub reports available under that particular main report.
  2. For your reference the list has been shownbelow:
  3. New Arrivals (Non Accessioned)

New ArrivalsBooks by Department (Non Budget) New Arrivals Books by Department (Budget) Periodwise New Arrivals Books (Budget)

New ArrivalVendor and Bill Numberwise Book list

  1. Accession Register

Library Item Statistics Distinct Books

Subjectwise Books (Graph) Departmentwise Books (Graph) Price (INR) Rangewise Books list


Vendor and Bill Numberwise Books list Library Statistics (PI Chart)

  1. Stock Verification

Available Stock

Available items (Non Issued) Physical Stock Available

Physical Stock Verification

  1. New Title Arrivals-
  2. Item Statistics – Select From and To date range to view the reports on all the

Volumes Added to the Library for that particular date range.



  1. Search Catalogue:

All the submenus displayed below have already been explained in detail in the OPAC module. You may refer the document by going to the above mentioned module if you require. However, the procedure to access this screen from the Catalogue and Accessioning module has been explained below each submenu.


  1. By Title, Authorand Keyword:

Click on Search Catalogue menu, present in the Catalogue and Accessioning module and select ByTitle, Author, Keywordor, use the keyboard shortcutCtrl + S to access this screen.


  1. By Extensive Fields:

To enable this function, go to Search Catalogue menu and select By Extensive Fields

submenu.


  1. List by keywords:

In the Search Cataloguedrop-down menu, selectKeywords List and Book Search submenu to activate this search screen.


  1. Quick Search:

Go to Search Cataloguemenu and selectQuick Search submenu to access this screen.


  1. See New Arrivals:

To activate this screen,go to Search Catalogue and select See New Arrivals sub menu.


  1. Item Status:

This screen can be accessed, by clicking on Search Catalogue> Item Statusto view the Item

/Reservation Status screen.


  1. Author, Title Statistics:

The significance of this screen is that here, you are able to view the statistics regarding the number of copies corresponding to a particular Author or Title.

This screen is used mainly,for searching Author and Title for books and also non- booktype materials. Simplyselect the Author or Title, from the Select Author/Title list box. Enter the name, to see a list of records in the display list. It must be noted that, you have to enter any one of the five options, in the Search Type mandatory field, namely:-

  1. Search All à Thiswill search for all the words that you have entered in the search criteria.
  2. Search Letter(Beginning) à Thiswill search for records beginning with the first letter.
  3. Search Word (Beginning) à This will search for records beginning with the first word in your search criteria.
  4. Search a Word à This will searchfor any word that matchesyour criteria.


  1. Exact Searchà This will search only for the exact word whether it matches the entered criteria.

For example, if you select Author and type in Grewal as the Author name then, it will display Grewal under Author and 4 under Total no. of Titles respectively. As soon as you doubleclick on this result,it goes to the Customized SearchResult screen, where you can see the display for each record, as entered in the database. An additional feature is that, when you doubleclick on the Title Number, it goes directly to the Item/ Reservation Status screen, which gives you the option, to Reserve the book.


  1. Local Language:

Both the submenus displayed below have already been explained in detail in the OPAC module. You may refer the document by going to the above mentioned module if you require. However, the procedure to access this screen from the Catalogue and Accessioning module has been explained below each submenu.


  1. Search by Title,Author and Keywords:

Click on Local language menu and select Search by Title, Author and Keywords. This action will prompt Multi LanguageSearch screen to appear where you have to select the Language from the combo box.


  1. List by Keywords:
  2. Click on New Arrivals > List by Keywordssubmenu to go to the screen titled as Keyword List and Book search.
  3. Set up:

All the submenus listed below have been explained in detail in the Setup and Security module. You may refer the document under the Initial Setup Screens submenu of the above module.

  1. Publishers
  2. Vendors
  3. Currency
  4. Category
  5. Department
  6. Accession Number Format
  7. Barcode Accession NumberFormat
  8. Keyword Stoppers
  9. Item Types
  10. Financial Period
  11. Subjects Tree
  12. Section
  13. Non Book Section
  14. Html Setup
  15. Toolbar
  16. Screen Setup