Accession Register

The Accession Register is an optional inventory view for libraries that maintain accession numbers. It shows one row per copy with an accession number, so staff can review the library register without opening each catalog title one by one.

Libraries that do not use accession numbers can continue using Collections, Periodicals, imports, and circulation normally. The Accession Register will simply show an empty state or only the copies where an accession number is available.

The active library in the main page header is the default scope for the register. When you switch libraries, the table, duplicate check, and gap finder use the newly selected library; an empty library shows an empty state instead of another library's records.

What You Can Check

• Accession number, catalog title, library, shelf location, status, material type, barcode or QR code, RFID, acquisition source, vendor, price, and last transaction.
• Recently added accession rows.
• Lost, missing, or withdrawn copies.
• Duplicate accession numbers inside the same library scope.
• Missing accession numbers in a series, such as AC-01, AC-02, AC-04 where AC-03 is missing.

Page Layout

The Accession Register follows the same working style as the main collection table, so staff do not need to learn a separate screen.

Area	What it is for
Header	Shows the page title, current result count, load time, Refresh, Gap Finder, and Duplicates.
Search card	Lets staff choose the search field, match mode, and search text.
Smart List	Shows quick register views such as all accessions, missing gaps, duplicates, recently added rows, and lost / missing / withdrawn copies.

Report library-responsible loss or damage

Open the copy row action menu and choose Report lost in library or Report damaged in library when the item is not on loan. After confirmation, the copy condition changes and the librarian, time, previous status, new status, and library responsibility are retained in its audit timeline.

If the copy has an active or overdue loan, this action is rejected. Report it from Circulation Manager > Circulation Desk instead so the member and loan are recorded as responsible. | Filters | Narrows the register by library, material type, status, shelf location, vendor, accession prefix, or blank accession rows. | | Table | Shows copy-level accession rows with sortable headings, movable columns, row selection, horizontal scrolling, and pagination. | | Row action menu | Opens View Catalog, Accession 360, Copy Accession, and View Copy Information from one action menu. |

Search And Filter

Use the search area to choose what to search, such as all data, accession, catalog title, library, barcode, RFID, or vendor. Choose the match mode:

• Contains: finds the text anywhere in the selected field.
• Starts with: useful for a series prefix such as AC-.
• Exact: best when checking one accession number.

Use Smart List for common register checks. The button shows when a smart list is active, and the opened panel shows the selected list. Choose Done to close the panel after selecting the list, Close to close it without changing anything else, or Clear to return to all accessions.

Use Filters to narrow the register by library, material type, status, shelf location, vendor, and accession prefix. The filter button shows the number of active filters. The opened filter panel shows whether all data is visible or how many filters are active. Choose Done to keep the filters and close the panel, Close to close the panel, or Clear to remove all applied filters. Enable blank accessions only when you want to review copies that do not yet have accession numbers.

Matching text is highlighted in the table after you run a search. If all columns do not fit on screen, use the horizontal scrollbar or drag across the table rows to move sideways.

Common Workflows

Check One Accession

1. Open Collection Manager > Accession Register.
2. Set the search field to Accession.
3. Set match mode to Exact.
4. Enter the accession number and choose Search.
5. Use the row action menu to open View Catalog, Accession 360, or View Copy Information.

Review One Accession Series

1. Set match mode to Starts with.
2. Enter the series prefix, such as AC-.
3. Use Filters if you need one library, material type, shelf location, or status.
4. Sort the Accession column to review the series in order.
5. Open Gap Finder if you need to see missing numbers in that series.

Check Problem Rows Before Stock Verification

1. Open Smart List.
2. Choose Duplicate Accessions to review repeated accession values, or choose Lost / Missing / Withdrawn to focus on copies that need attention.
3. Use Filters to narrow the list to one library or shelf location.
4. Open each row's action menu to inspect the catalog, copy information, or accession timeline.

Find Missing Accession Numbers

Open Gap Finder, choose the library, and enter the prefix or series you want to check. You can also enter a start and end number when you want to inspect only a smaller range.

For example, if your accession series is AC-01 to AC-1252, enter:

• Library: the library to inspect.
• Prefix: AC-
• Start number: 1
• End number: 1252

The result shows missing accession numbers and the nearest previous and next accession numbers so staff can quickly verify whether the gap is expected.

Detect Duplicates

Use Duplicates to find accession numbers that appear more than once within the same library scope. Each duplicate group links back to the affected copy and catalog title so staff can inspect the record and decide what to correct.

Accession 360

Use Accession 360 from the row action menu to review the visible history for that copy. It can include when the copy was added, identifier changes, location or status changes, transfer activity, and circulation activity where available.

Copy And Catalog Actions

Use Copy Accession when staff need to paste the accession number into another document, report, or support conversation. The copy button gives feedback after copying.

Use View Catalog to confirm the title-level information connected to the accession row. Use View Copy Information to review the copy-level details, such as shelf location, status, barcode, RFID, acquisition source, vendor, and price.

Accession Register is read and review focused. Regular catalog and copy edits should still be made from the normal collection or periodical copy workflows.

Good Practices

• Keep a consistent accession prefix and number width for each series, such as AC-001 instead of mixing AC-1, AC-01, and AC-001.
• Search with Exact match before deciding an accession is missing.
• Use Gap Finder by library and series instead of scanning every accession pattern at once.
• Review duplicates before stock verification or audit work.
• If your library does not maintain accession numbers, keep using normal catalog and copy workflows.
• Use Smart List first for common checks, then add filters only when you need a narrower working list.
• Keep blank accession review separate from normal accession checks so incomplete copy records are easy to spot.

Troubleshooting

Problem	What to check
The register is empty	Check whether the selected library has copies with accession numbers. Clear filters and make sure you are not looking only for a narrow prefix or status.
I need to see copies without accession numbers	Open Filters and enable blank accessions.
I cannot tell which filter is active	Check the Filter button count and the status shown at the top of the opened filter panel. Use Clear to remove all active filters.
The Smart List result is too narrow	Open Smart List and choose All Accessions, or use Clear in the Smart List panel.
Search did not find a known accession	Try Exact match with the full accession number. If the accession has a prefix, also try Starts with using the prefix.
I cannot see all table columns	Use the horizontal scrollbar or drag across the table area to scroll sideways.
A gap looks wrong	Confirm the prefix and number range. Mixed prefixes or different digit widths can make a series look separate.
Duplicate rows appear	Open each affected row from the duplicate list and compare catalog title, library, shelf location, barcode, and RFID before editing the copy information.

Cloud setup and Local setup remain separate. A register review in one setup does not silently sync accession data into the other setup.