Easylib

Easylib Help

Library - Reports
  1. Reports:

All the reports that are generated for books as well as non-book items, in each module of Easylib software, have been grouped together under this module.

How to access the Reports module? :

  1. Click once on the Reports module, which appears on the front page of Easylib software, to open the

Easylib Login screen.

  1. Enter the correct User ID and Password.
  2. The main page appears containing a list of all the menus and sub-menus of Reports module which are displayed below: -

  1. Reports
  2. Other Reports
  3. Generates Barcodes
  4. Date Rangewise Statistics

  1. Analysis
  2. Usage Statistics
  3. Profile Issue Statistics
  4. Reading Analysis
  5. Window
  6. Help

  1. Reports:

  1. Other Reports:
  2. This screen contains all the reports of the respective modules. To activate this function, select the Reports menu and click on the Other Reports submenu.
  3. In the screen, you see the following report options appear in a tree view structure: -

[+] Circulation

  1. [+] Accession System
  2. [+] Periodicals
  3. [+] Members
  4. [+] Budget System
  5. [+] sign indicates that, there are various sub reports present under each menu. By clicking on [+] mark, you are able to see other reports, which may contain further sub reports. To see each of the reports click on the desired field and single click on the mouse to get the corresponding reports displayed in the screen.
  6. The reports that are generated here are of two types namely, Crystal reports and Graphical reports. If you want to take printouts, then click the Print Icon on the menu bar, to print the reports as your specifications, along with the current date that is displayed at the top of the page.
  7. The entire tree view structure has been briefly described below:-

  1. Circulation:
  2. Issued
  3. Item Issued (Profilewise) Select From and To Dates and press Ok button,

to view the statistics of all the items, which have been issued, corresponding to a particular profile. The displayed list contains Profile and Number of Items Issued along with the entered Date Range.

  1. Item Issued (Coursewise) Select From and To Dates and press Ok button,

to view the statistics of all the items, which have been issued, corresponding to a particular course and branch. The displayed list contains Course & Branch and Number of Items Issued along with the entered Date Range.

  1. Fine
  2. Fine Statement After selecting From and To Dates, press Ok button to see

the total fines that has been collected for the entered date range. The displayed list contains Member ID, Accession Number, Date, Receipt Number, Fine, Amount Waived, Amount Received, along with the Total Amount Collected, Amount Collected From date and Accountant.

  1. Due report Enter the number in Enter # of Days text box and press Ok

button. This will show the report for all the items that are due from more than the entered days. The displayed list contains Accession Number, Item Type, Title, Author, Member ID, Member Name, Grade, Section, Department, Issue Date, Due Date and Fine.

  1. Issue Track Insert the number in the “Enter Accession Number” text box and

press Ok button. This will give the report regarding the number of times this item has been issued by all the members. The displayed list contains Issue Date, Member ID, Member Name, Due Date, Return Date along with the Accession Number, Title and Author.

  1. Books Circulated Most Click on this option to view the crystal report for the items

that have been circulated the most. The displayed list contains Title number, Item Type, Title, Authors and Number of Times Circulated.

  1. Reading analysis Select From and To Dates and press Ok button, to view the

statistics about the number of times an item has been referred for the entered date range in the crystal report. The displayed list contains Title number, Title, Author, Number of Copies and Number of Times Referred.

  1. Reading analysis (Pi Chart) Select From and To Dates and press Ok button, to

view the graphical report for the usage of items by member category – wise for the entered date range.

  1. Accession system:
  2. New Arrivals ( Non Accessioned)
  3. New arrivals books by Department (Non-Budget) After selecting the

Department, press Ok button, to view the details about the newly arrived books for the entered department. These reports are for the non-budgeted items. Here, Title, Authors, Publisher, Cost (Rs.) and Number of Copies are displayed in the crystal report along with the Total Cost and Number of Copies.

  1. New arrivals books by Department (Budget) --- Select the Financial Period and Department to view the details regarding the newly arrived book for the selected department in the entered financial period.
  2. Periodwise New arrival books (Budget) --- Select From and To Dates and press Ok button, to view the crystal report for all the newly arrived books purchased from the college or library budget, for the specified date range. The displayed list contains Serial Number, Title, Author and Number of Copies.
  3. New arrival Vendor and Bill Numberwise Book List --- Select the Vendor Name and the Bill No. to view the report regarding Title, Author, Subject, Publisher, Price, % Discount, Net Cost, Copies, Edition, Entry Date, Class No, No. of Pages along with the Total displayed at the end of the table.
  4. Accession Register
  5. Library Item Statistics --- Click on this option to see the statistics regarding the number of items in your library. Item Type, Number of Items and Number of Distinct Titles are displayed in the crystal report.
  6. Distinct Books --- Single click on this option to see the entire records that has been entered in the library starting from the first accessioned item. The displayed list contains Title number, Title, Author and Number of Copies.
  7. Subjectwise Books (Graph) This displays the graphical statistics, regarding

the number of books present for each subject in the library.

  1. Departmentwise Books (Graph) Here, you are able to view the graphical

statistics regarding the number of books present in each department in the Bar Graph format.

  1. Price (Rs.) Rangewise Books List Enter the Amount Range in From and

To Dates for which you want to generate the crystal report and press Ok button. This shows the details of all the items that are priced between the entered amount ranges. The displayed list contains Serial Number, Title number, Title, Authors, Price and Copies along with the Amount Range, Total Titles and Total Copies.

  1. Vendor and Bill Numberwise Books List Select the Vendor and Bill No. and

click on Ok button, to generate reports regarding the books purchased from the entered vendor according to the bill numbers that have procured from the concerned vendor.

  1. Library Statistics (Pi chart) This gives the graphical report about the number

of items present in each department in the Pie-Chart format.

  1. Stock Verification
  2. Available Stock
  3. Available Items (Non Issued) Single click on this feature to see the

entire list of items that have not been issued by any members from the library. Accession Number, Item Type, Title, Authors and Subject are displayed in the crystal report.

  1. Physical Stock Available
  2. Physical Stock Verification Select From and To Dates and press

Ok button to see the details, about all the items present in the library that have been stock verified by the authorized person. The crystal report contains Accession Number, Item Type, Title, Authors and Subject.

  1. New Title arrivals Select From and To Dates and press Ok button, to view the

crystal report for the new items that has arrived in the library in the specified date range. The displayed list contains Title number, Title, Call Number, Author, Subject and Copies along with the entered date range.

  1. Item Statistics Select From and To Dates and press Ok button to see the details

of items present in each category for all the departments in the library. Department, Category (None, Issue Copy, Reference Copy, Damaged, CD Audio, CD- DVD, CD Multimedia and Total for Accessioned Copies, Unique Title and Net Cost are the fields that are displayed in the crystal report.

  1. Periodicals:
  2. Periodical subscription expiry reminder --- Select From and To Dates and press Ok button to obtain a report, regarding the expiry dates of the various periodicals, which can be sent to the respective vendors. Periodical ID, Periodical Name, Publisher, Supplier, Subscription Date, Expiry Date, Subscription Number and Copies are the different fields that are displayed in the report along with the entered date range.

  1. Members
  2. Book circulation Parameters --- Click on this feature to see the parameters for all the member profiles in each book category that you have already set in the Members module. Here, Profiles, Maximum number of Items, Maximum Issue Days, Maximum Renewals and Fine Per day (Rs.) are displayed in the report.
  3. Non-Book circulation Parameters --- This report is similar to the above report, the difference being that here you can view the parameters for all the member profiles in each non-book category that has been already set in the Members module. The displayed list contains Profiles, Maximum number of Items, Maximum Issue Days, Maximum Renewals and Fine Per day (Rs.).
  4. No Due Certificate --- Enter the Member Id in the text box and click the Ok button. This will show the format of the No Due Certificate along with the details of the member, like Member ID, Member Name, Course, Branch, Register Number and Department. If the certificate has already been given to the member then it will allow you to take a Duplicate of this certificate. The word “Duplicate” will be mentioned at the top of the page to avoid any confusion.
  5. No Due Certificates Tracking --- Select the Start Date and the End Date and click on the NDC Issued List button. This shows the report regarding all the No Due Certificates that has been issued to the members department wise for the entered date range. Profiles, Grade-Section, Member ID, Member Name and Date NDC are displayed along with the respective Departments.
  6. Repeated defaulters list --- Select From and To Dates and press Ok button to view the list regarding the details about all the members who have failed to return the books in time. Member ID, Name, Department, Number of Times Borrowed, Due, Paid Fine, Due Fine and % Due are displayed here.

  1. Budget system
  2. Budget
  3. Annual budget summary --- Select the Financial period and press the Ok button to view the list regarding the Annual Budget Summary of the selected financial period. Department, Amount Allocated, Amount Spent, Balance and Total along with the selected financial year are displayed in this crystal report.
  4. Requisition
  5. RFP
  6. RFP Details --- Select the RFP No. that has been entered already from the combo box and click on the Ok button. This will generate the crystal report for the selected RFP No. along with other details such as RFP No., Date Placed, Department, Item Type, Quotation Expected, Status, Requisition No., Title, Description, No of Copies and their Total.
  7. Quotation
  8. Quotation Received --- For a particular RFP No. more than one quotation is received which can be viewed by selecting the RFP No. and clicking on the Ok button. The records are displayed under RFP No., Department, Item Type, Requisition No., Description, and the Vendor names along with the Unit price quoted by each vendor.

Quotation Comparison Txt --- For a particular RFP No. more than one quotation might have been received from different vendors to whom the request was send. By selecting data from Select the RFP No. list box and Select the Vendor list box followed by clicking on the Ok button, the quotations comparison reports are generated in Excel format. Other details like Item No., Title, Author, V1, V2, etc., along with the Date and RFP No. details are displayed here. V1, V2, etc., represents Vendor Name.

  1. Purchase order
  2. Vendor Details --- Single click on this feature to see the entire list of vendors that has been entered in the library. The crystal report that is generated contains Vendor No., Name, Address and Phone No. details. You can scroll through the corresponding pages with the help of the navigation buttons.
  3. Binder Details --- Single click on this option to see the entire list of Binders that has been entered in the library. Binder NO., Name, Address and Phone No. are displayed in the crystal report.
  4. All POs report --- Select from the Financial Period list box and click Ok button to view the details regarding the Purchase Order that has been sent to the respective Vendor for procuring the item. Here, the report is displayed under two subparts. The Date subpart contains PO No., Placed and Delivery functions while the Amount subpart contains the Total, Discount, Discount Type, Net cost and Paid functions along with the Total that is displayed at the end of the table.
  5. PO Invoice or Payment Report – After placing the Purchase Order to the concerned vendor, the vendor supplies the items along with the Invoice (or Receipt) to the library. These records can be tracked by generating the crystal report for that particular financial year. Select the desired data from the Financial Year/PO. The PO for the corresponding year range will be listed in the second combo box. You may select any one option as you prefer and click on the Ok button to generate a report with the Invoices and Payment. The Grand Total is displayed at the bottom of the report.
  6. Purchase Order --- Select from the PO No. list box and click on Ok button to generate crystal report for the entered Purchase Order details like PO No., Department, Item Type, Vendor Name, Financial Period, Date Received, Status, Requisition No., Description, Currency, Unit price, Quantity, Discount %, Quantity received and the Net Amount
  7. Items Not Received ---

List of Common Buttons:

  1. CLEAR button allows you to clear the records from the currently viewing screen.
  2. CLOSE button allows you to end the current operation and return back to the previous or main page.

List of Keyboard Shortcuts for the buttons:

  1. Clear ? Alt + L
  2. Close ? Alt + C

  1. Generates Barcodes:

This submenu has been explained in Catalogue and Accessioning module under the Reports menu. You may refer the document in the above specified menu.

  1. Date Rangewise Statistics:
  2. This screen is required to generate reports according to the daily statistics of items issued, returned, books added, serials received, digital subscriptions created, etc.
  3. This screen can be accessed from the Reports menu by clicking on the Date Rangewise Statistics submenu.
  4. A screen titled as Date Rangewise Daily Statistics is opened, where you have to select the Date Range and click on either the Notepad or the Excel button. This will prompt the respective format screens to appear, where you can view the print preview of the statistics, regarding the Books added, Serials Received, Digital articles, Digital subscriptions created, Items issued, Items returned, Members added, No due certificate issued and Requisitions added.
  5. You can also view the above result in the Date Rangewise Daily Statistics screen itself.
  6. The list can be sorted by selecting data from the Sort By list box.

The CLOSE button allows you to close the screen and return back to the previous page.

List of Keyboard Shortcuts for the buttons:

  1. Clear ? Alt + L
  2. Close ? Alt + C

  1. Generates Barcodes:

This submenu has been explained in Catalogue and Accessioning module under the Reports menu. You may refer the document in the above specified menu.

  1. Date Rangewise Statistics:
  2. This screen is required to generate reports according to the daily statistics of items issued, returned, books added, serials received, digital subscriptions created, etc.
  3. This screen can be accessed from the Reports menu by clicking on the Date Rangewise Statistics submenu.
  4. A screen titled as Date Rangewise Daily Statistics is opened, where you have to select the Date Range and click on either the Notepad or the Excel button. This will prompt the respective format screens to appear, where you can view the print preview of the statistics, regarding the Books added, Serials Received, Digital articles, Digital subscriptions created, Items issued, Items returned, Members added, No due certificate issued and Requisitions added.
  5. You can also view the above result in the Date Rangewise Daily Statistics screen itself.
  6. The list can be sorted by selecting data from the Sort By list box.

The CLOSE button allows you to close the screen and return back to the previous page.

List of Keyboard Shortcuts for the buttons:

  1. Notepad ? Alt + N
  2. Excel ? Alt + X
  3. Close ? Alt + C

  1. Analysis:

All the submenus displayed below, have been explained in detail in the Circulation module under Analysis menu. You may refer the document by going to the above menu.

  1. Usage Statistics
  2. Profile Issue Statistics
  3. Reading Analysis