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Circa Inventory Instructions (MLN1 Libraries Only)

Circa Inventory Instructions (MLN1 Libraries Only)

Owned by Tammy Poquette, created
Last updated: Sept 05, 2024
5 min read

Circa Wireless is a web interface that allows staff to scan items using a handheld device, laptop, or PC. It only requires a device with internet access (a web browser) and a barcode scanner.

  • Circa Inventory does use a session or Sierra user license. 

  • Use your Sierra login and password to access Circa Inventory.

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MLN1 Circa Start-Up

https://www.sierra.marmot.org/iii/airwkst - Paste this URL into a browser

 Internet Explorer - You may receive the message, “There is a problem with this website’s security certificate.”  Select “Continue to this website (not recommended).”

Internet Explorer security certificate page. Click on the continue to this website (not recommended) link.

Chrome – You may see the message, “Your connection is not private.”  Select Advanced, and “Proceed to http://www.sierra.marmot.org (unsafe).” 

Chrome your connection is not private page. Click on the Advanced link.
Once the Advanced link is clicked, click on the Proceed to www.sierra.marmot.org (unsafe) link.

Mozilla Firefox - You may see the message, “This Connection is Untrusted.”  Select “I Understand the Risks,” and “Add Exception.”  This will bring up the Add Security Exception box.  Select “Confirm Security Exception.” 

Mozilla this connection is untrusted page. Click on the I Understand the Risks and Add Exception.
The next page is the Add Security Exception. Click on the Confirm Security Exception button.

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Inventory Instructions

Note: only MLN1 libraries have access to inventory through Circa

Log in with your Sierra login and password. 

Welcome to CIRCA page has the Login and Password

Click on the Inventory Control link.  

The Home page contains the Inventory Control, Count Internal Use, Rapid Update, Check Out, and Check In links.

  • Attach a scanner to a laptop's USB port and wait for the driver to install it on the computer. 

  • Turn up the volume on your computer to hear the audible tone after each scan.

  • Begin scanning. 

Important Note for Inventory Control: Listen for the computer's audible tone before scanning the next barcode. Failure to do this will result in the item not fully processing. If an item is not processed completely, it will show as missing from the inventory.

Scan the barcode of the item on the shelf and click Submit. If you have a barcode reader, you may not have to click the Submit button.

Once a barcode is scanned in the box under the 'Please scan item barcode', click on the Submit button.

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Circa Identifies Item status holds and no barcodes

  • Items that have a current status of missing, billed, gone, etc., will show up when the item is scanned.

  • You can update that status to “on shelf” instantaneously.

  • Items with holds will be identified so you can pull them to start the hold process.

  • Items that have been billed will prompt you to pull the item to rectify the patron’s bill.

  • Items that do not have a barcode in the system will show when scanning in Circa.

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Inventory Reports

Once you have scanned a section of your collection, you can run a report using Create Lists.

  • Scanning items in Circa adds an inventory date to the item record.

  • Use the inventory date (INVDA) in your review file.

The INVDA field as known as Inventory date is located within the fixed fields of an item record

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Create Lists - Inventory Reports

This report will help you find items that are in your catalog but were not scanned.  

Here are some criteria for your review file search in Create Lists.

  • Item Agency: Use the item agency to narrow this report to your items

  • Inventory date (INVDA): You want to find all the items WITHOUT the inventory date. If you scanned everything in one day, you would pick that date.  If you scanned items on more than one day, you would pick the day you started and ended.

When constructing your report in Create Lists us the Type of Item, the Field of INVDA, the Condition of not within, and Value A and Value B that contain one day you scanned all the items

OR

When constructing your report in Create Lists us the Type of Item, the Field of INVDA, the Condition of not within, and Value A and Value B that contain one dates you scanned all the items

  • Status: You only want to find items with the status of “On Shelf.”

  • Location code (optional): You should use the location code of the area you just inventoried.

  • Item Call Number Range (optional): You want the call number range for the items you scanned. 

  • Loan Rule: You should use the loan rule of 0 (zero) to exclude anything currently checked out.

  • Due Date: You can also use the field “Due Date with the condition “not exit” instead of using the Loan Rule of 0 (zero).

Here is what this search would look like using Agency, INVDA, Status, and Due Date in Create Lists.  The information in Value A would match the required information for your library.

Status of –  is for “On Shelf” 

The Status of On Shelf is the dash

You can also do a Call # search using “between”

The status of On Shelf is the dash used with the call number between feature

After running the list, any item missed during your scanning should be in your review file.  You should confirm that the item is not a recent return.  If everything looks good, mark the items in this review file as missing. You can do this by going into the review file and making this change to each record or through Global Update Change Item Status.

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