Serial Count Process Guide

Jump to Section:

Serials Not Counted Screen (Easy way to add serial numbers to a count)

Open Counts Screen (Used if you need to continue a count)

Closed Counts Screen (Used if you need to view or export a count)

Barcode Labels Screen (Used if you need to print barcode labels from a count)

Excel Import Screen (How to perform a serial count using an Excel spreadsheet)

 In order to perform a serial number count in coreSTORE, go to the Bound Book module (1), and select Serial Count (3).

The Serial Count screen will come up, where you can either click the New Serial # Count button (4) to start a new count, or click the Show closed counts button (5) to view the counts you have completed (Jump to Closed Counts Screen section).

Clicking the New Serial # Count button (4) will bring you to the Do serial count screen. There are four ways that you can count the serial numbers you have in stock. The easiest ways are to use a scanner to scan in the item (A) or click on the Serial Number In Stock but Not Counted button (B) (Jump to Serials Not Counted Screen section). You can also manually input the serial numbers of items (C), or you can use an Excel spreadsheet using (D) (Jump to Excel Import Screen section).

If you want to print barcode labels while performing the count, click the Barcode Labels button (E) (Jump to Barcode Labels Screen section).

If you want to export an Excel spreadsheet of the serial numbers you have counted, click the Excel Export button (F).

This screen will show you (G) the number of serial numbers you have counted and also the number of serial numbers that are still left to be counted (remaining). After adding a serial number to the count, you can add a comment by clicking on None (H), or you can delete the serial number from the count if there was a mistake by clicking on Delete Count Serial (J).

Once you have completed the count, click the Close count button (K) (Jump to Closed Counts Screen section), or if you need to come back and complete the count later, click the Continue count later button (L) (Jump to Open Counts Screen section).

Serials Not Counted Screen

One of the easiest ways to perform a serial number count is to use the Serial Number In Stock but Not Counted button (J) to get to the Serials Not Counted screen (1). This screen shows you the amount (A) of serial numbers that have not been added to the count, and contains a list of each serial number (B) that still needs to be counted, along with a summary (C) of each item that corresponds to that serial number. If you just want to use this screen as a reference for what serial numbers are left to be counted, you can return to the main Serial Count screen by clicking the Back button (D), by exporting the list of each serial number (B) that still needs to be counted (E), or by printing this screen (F).

In order to add one of the serial numbers to the count, simply click on Count (G), and it will automatically add the serial number to the count, bringing you back to the main Serial Count screen (2) and updating the number of serial numbers you have counted and also the number of serial numbers that are still left to be counted (remaining) (H). In order to keep on adding serial numbers to the count, click the Serial Number In Stock but Not Counted button (J) to go back to the Serials Not Counted screen (1), and repeat as many times as needed to complete the count.

Note: If you add one of the serial numbers in the list to the count, but you need to delete that serial number from the count, click on Delete Count Serial (K), and it will be added back to the list, it will not be deleted from the Serials Not Counted screen (1). This allows you to re-add the serial number to the count later on.

Open Counts Screen

If you were performing a count but had to save it without completing it, and now you need to continue the count, you can do so by going to the Bound Book module, clicking the "..." drop-down menu button, and selecting Serial Count. The default Serial Count screen when you select Serial Count is the Open Counts screen.

On this screen, you will see a list of open counts that you have not yet completed. This list tells you when you started the count (A), how many serial numbers you have counted (B), and will show you the name of the user who started the count (C).

If you know that the count is completed despite it being in open status, you can click Open (D) and select Closed from the drop-down list (E) (shown below) that pops-up, and hit the Check Mark button (F) to mark the count as Closed. [Note: While this does mark the count as Closed and closes the count, if you click the Continue count button (J), you can still continue the count and add serial numbers to the count. However, once you click out of the Do serial count screen, you are not able to go back in and edit this particular count again.] You can also add a comment to the count by clicking None (G), or delete the count by clicking the Delete count button (H).

If you do need to continue the count, click the Continue count button (J), and the Do Serial Count screen will appear, allowing you to continue the count. If you want to start a new serial count, click the New Serial # Count button (K). If you want to view closed counts instead of continue/view open counts, click the Show closed counts button (L), which will take you to the Closed Counts screen (Jump to Closed Counts Screen section).

Closed Counts Screen

If you need to go back and view or export previous counts that you have closed, you can do so by going to the Bound Book module, clicking the "..." drop-down menu button, and selecting Serial Count. The default Serial Count screen when you select Serial Count is the Open Counts screen. In order to get to the Closed Counts screen, click on the Show closed counts button (A).

On this screen, you will see a list of closed counts that you have completed. This list tells you when you started the count (B) and how many serial numbers that were counted (C); and will show you the name of the user who performed the count (D) and the status of the count (E). You can also add a comment to the count by clicking None (F), or delete the count by clicking the Delete count button (G).

If you need to view or export a count, click the corresponding View count button (H). If you want to start a new serial count, click the New Serial # Count button (J). If you want to go back to the Open Counts screen (Jump to Open Counts Screen section), click the Show open counts button (K).

When you click the View count button (H), that count will appear. If you need to export the count to Excel, click the Excel Export button (L), and coreSTORE will automatically download an Excel spreadsheet of the count to the computer. If you need to print barcode labels for the serial numbers that you counted, click the Barcode Labels button (M) (Jump to Barcode Labels Screen section). If you need to add serial numbers to the count after you have closed the count, the only way to do so is to click the Serial Number In Stock but Not Counted button (N) to get to the Serials Not Counted screen (Jump to Serials Not Counted Screen section).

Barcode Labels Screen

If while performing a count or after a count is completed, you need to print barcode labels for the serial numbers that you have counted, clicking the Barcode Labels button will bring you to the Barcode Labels screen.

On this screen, you can customize the size of the barcode label and the font on the barcode label by inputting the numbers that you want in the settings fields (A) then by clicking the Submit button (E). If you want to undo the customizations and default to the original settings, click the Reset Labels button (C).

In order to use the barcode labels you can either print them by clicking on the Print button (B) or by exporting them to Excel by clicking on the Excel Export button (D). The barcode labels that show on the screen (F) correspond to the serial numbers that you have already added to the count. If you have not added a serial number to the count, a barcode label for that serial number will not show here.

Excel Import Screen

If you want to use an Excel spreadsheet to perform a serial count, click on the Excel Import button to get to the Excel Import screen (1).

Using an Excel spreadsheet to perform a serial count is a 2-step process. First, you will download an Excel template for the count (A) where you will input the Boundbook ID and Serial Number for each serial number that you count. Once you are done filling out the spreadsheet, you will then import the spreadsheet into coreSTORE by selecting it from your files using the Choose file button (B), then by clicking Save (C). This will automatically bring you back to the main Serial Count screen (2) and updating the number of serial numbers you have counted (D).