Collection Reports

Use Collection Manager > Reports to understand what the library owns, where copies are kept, how the collection is growing, and which inventory records need attention. Title Register includes recorded borrowing history and acquisition costs. Use Circulation Reports for loan activity, Member Reports for member activity, and Accounts Reports for money received or paid.

Reports is the final submenu under Collection Manager so operational setup and daily-work pages remain above it.

Before You Start

• Select the correct active library, or choose all permitted libraries when your role allows it.
• Confirm that catalogue, copy, acquisition, periodical, and inventory records are current.
• Ask your organization admin if Reports is not visible or a library is missing.

Cloud setup and Local setup keep separate data. A report always uses the current setup and the libraries your account may access.

Find a Report

The compact landing page keeps report selection in one place. Use Search reports, then narrow the list with the View and Category selectors. Choose the required report from Select report to open it directly. View includes All Reports, Favorites, Recently Used, and Popular Reports. Use the back button to return to Collection Manager.

Common choices include Collection Summary, Title Register, Library Catalogue Register, Accession Register, Copies by Title, Recently Added Titles, Acquisition Cost Summary, Missing Issues, and Inventory Variance. Open a report and select its star to keep it in Favorites. Saved configurations appear in one Saved Reports selector rather than occupying separate screen space.

• Title Register lists the title records held by the libraries you may access.
• Library Catalogue Register shows those title records separately for each permitted library.
• Accession Register lists physical copies with accession number, title, library, location, and status.
• Copies by Title compares physical-copy quantities title by title.
• Recently Added Titles uses the selected date period to show new library-catalogue records.
• Lost Copies and Damaged Copies show whether responsibility was recorded against a member or the library. They also include the responsible member, report time, and acting librarian when available.

Generate and Customize

1. Open a report.
2. Choose a library and a meaningful date preset when the report uses dates.
3. Select Generate Report.
4. Use Customize Report only when you need different columns, grouping, or up to three sort levels.
5. Reorder selected columns with the move controls. The same order is used on screen and in exports.
6. Use Set as preferred to make those columns your personal default, or Reset columns to restore the report default.
7. Enter a name and choose Save Configuration when you want to rerun the same setup with current data later.

For long results, use Rows per page, the previous and next buttons, or enter a page number in Go to page. The chart and its legend stay together in a compact summary card, while the detailed table remains independently scrollable for wide collection fields.

Grouping shows useful counts and subtotals when supported. A comparison option appears only for reports where comparing the selected period with the previous period is meaningful.

Read the Result

KPI cards and charts summarize the filtered result. Category charts show up to 20 named groups; Other combines any remaining groups so their counts or amounts are still included. For Collection by Location, every shelf is shown individually with its item count; this chart does not combine shelves into Other. Use the pagination directly below the chart to move through all shelves or change its rows per page. Chart pagination is separate from the copy table below it. Add the counts across all chart pages to reconcile the filtered total; copies without a shelf remain in the unknown-location group. Exports include every matching shelf group regardless of the visible chart page. Missing Shelf Location counts only copies with a blank shelf location, including spaces-only values. A missing accession number does not increase this count. Library, material type, status and date filters apply to this summary too. The detailed table is the authoritative record list and remains available when a chart is not useful. Search and pagination are processed by the reporting data source rather than loading the whole collection into the screen.

If no rows match, choose Clear filters. If generation fails, choose Retry; Libcodesk shows a safe message while diagnostic logging retains the technical error when enabled.

Preview and Export

Choose Export, then select Excel, PDF, or Word. You may include or exclude the summary, chart, detailed table, applied filters, and generated-by details. PDF and Word provide A4, A3, or Letter paper size with portrait or landscape orientation. Word keeps detailed data in a bordered table with a clear header row.

Excel separates the report into Summary, Chart Data, and Detailed Data sheets when those sections are selected, and Include chart adds an editable visual chart beside its source data. Word keeps the same content in editable, continuous tables rather than flattening it into an image. While a preview or file is being prepared, the progress bar and elapsed timer remain visible. Large PDF tables are prepared in optimized batches so the Standalone app remains responsive.

Always choose Preview export first. The preview reflects the current filters, columns, grouping, sorting, summary, and chart. A preview may show only the first 50 detail rows; Excel, PDF, and Word exports can include up to 100,000 matching rows. Narrow the filters before exporting a larger result.

The generated report keeps its headline totals and chart together in one compact summary section. On wide screens, the totals sit beside pie and donut charts to preserve vertical space; narrow screens stack them for readability.

Do and Don't

• Do use Copy or Inventory reports for physical-item exceptions.
• Do save a configuration when the same operational report is used regularly.
• Don't use Collection Reports to measure circulation activity or money received.
• Don't assume “all libraries” bypasses access; it includes only libraries permitted for your account.

FAQ

Why is a report or filter not available?

Each report exposes only options that are meaningful for its data. Your role and library access may also reduce what is available.

Does a saved report preserve old data?

No. It saves the filters, columns, grouping, and sorting. Opening it later runs the report against current data.

Title Register and copy details

Use Title Register as the title-wise collection status report. It keeps separate title entries and editions separate even when their names match, and combines their copies across the libraries you are permitted to report on. A title with no recorded copies still appears when no copy filter is applied.

1. Open Collection Reports, choose Title Register, and select the library or all permitted libraries.
2. Choose a material type, copy status, or date range when needed, then generate the report. Dates select when copies were acquired; a title with no matching copies is omitted when a copy filter is used.
3. Review Total Copies, Available, Issued, Unavailable, Lost, Damaged, and Inventory Missing. Unavailable includes every status other than Available, including Issued; do not add it to the individual status columns.
4. Check Missing Accession and Missing Shelf Location independently. These count recorded copies with blank values and can overlap with each other and with any copy status. Gaps in accession numbering do not create missing-copy records.
5. Click or keyboard-activate a title to open Copies by Title with that title selected. The library, date, and copy-status filters carry over. The Title filter can be cleared to return to all matching copies.
6. In the copy details, review accession, library, shelf/location, status, edition, acquisition date, vendor, and recorded cost. Condition-report dates and the responsible member are shown when recorded. Use the existing Lost Copies and Damaged Copies reports for lists restricted to those statuses.
7. Customize columns for an availability, borrowing, or acquisition view, then export to Excel, PDF, or Word. Exports use the same filters and include all matching rows within the report export limit, not just the visible page.

Borrowing totals: Total Issues and Last Issue Date show recorded issue history for the title in the selected libraries and material type. They do not count reservations or renewals as new issues and are not limited by the copy acquisition-date or copy-status filters. Issued is the current status of matching copies. Acquisition cost totals use only recorded copy costs; an unrecorded cost contributes zero, not an estimated price.

Why do two rows have the same title? They are separate title entries, often different editions or publications. Check the author, publisher, and edition before changing catalog information.

Why is a value blank? An edition, vendor, condition date, or responsible member may not have been recorded. Verify the collection or condition record; the report does not invent these details. If no rows match, clear the date or status filter and generate again.

Department-wise Collection Summary

Record the optional Department when adding or editing a collection title in a library. The report uses that recorded department and the first subject as the primary subject; it does not infer a department from a shelf or a member's department. Blank values appear as Unassigned.

1. Open Department-wise Collection Summary and choose one library or all permitted libraries.
2. Optionally filter Department, material type, copy status, or acquisition dates, then generate the report.
3. Read each Department and Subject row: Titles counts distinct title entries in that group, Volumes counts recorded copies, and Acquisition Cost totals recorded costs. Missing costs contribute zero.
4. Read the total row for all matching groups, including results on other pages. A title assigned to different departments or subjects in different libraries contributes once to each group; the title total is the sum of those group counts and can exceed the unique-title count in Title Register.
5. Activate a subject to open Title Register for that department and subject. Activate a title there to see its individual copies. Library, department, subject, date, and status filters carry through these steps.
6. Export Excel, PDF, or Word to retain the same groups, totals, and filters. Wide tables start with A3 landscape selected; choose fewer columns for a more compact printed report.

If a department is missing, check the title's Department in the relevant library and regenerate the report. Existing records with no department remain Unassigned until edited. Do not add subject-row title counts and interpret them as a count of unique titles across departments.