Barcode labels

To uniquely identify textbooks you have to stick unique barcode labels onto each textbook. These labels are usually stuck on the first page of the textbook for ease of access. Do not stick the labels on the outside of the textbooks unless you’ve ordered the more durable, but more expensive, polyprop labels. It is advisable to rather use these polyprop labels on the inside of the books also, but they are more durable for use on the outside of the books.

These uniquely numbered barcode labels can be ordered from your BookTrack supplier.

WARNING! DO NOT PRINT & USE YOUR OWN BARCODE LABELS AS THIS COULD LEAD TO DATA CORRUPTION. IF YOU DO, YOUR BOOKTRACK ACCOUNT WILL IMMEDIATELY BE SUSPENDED AND YOU WILL HAVE TO PAY A MINIMUM R5000 PENALTY TO HAVE THE DATA FIXED AND YOUR ACCOUNT REACTIVATED. ONLY USE BARCODE LABELS SUPPLIED BY THE VENDOR.

Once you’ve stuck the labels onto the textbooks you can proceed with what we call scanning the textbooks into the database. This is how you make BookTrack aware of the unique books. You have to do this for every unique book.

Adding/Scanning textbooks into the database

Go to School Admin and select Receive Books.

Note! The moment you click on Create New a web session is created which times out after a few minutes, so never leave a web session open for too long without saving the data because once the session expires or times-out, you will have to re-enter the data which you entered for that session. Don’t get distracted during these sessions. If someone or something momentarily distracts you, rather click on Save before attending to the distraction.

Try to not scan in too many textbooks per session before saving. You should do a maximum of around 30 at a time.

So now click on Create New and under Receive Reason, select Receive New Books.

Select the store in which these books will be stored.

Click in the Selected Book Title textbox and then scan the ISBN number on the back of the book (or enter the custom ISBN number you created for the textbooks without ISBN numbers in the previous step) The book title will appear.

Select the book title and move on to the Unique Barcode textbox.

Now scan in the unique barcodes for no more than 30 books, with the same title, at a time.

Create a new session for the next 30 books. And so on…

You may change ISBN number or book title during a session, but this is not advisable because the session is tied to a specific bookstore and it may cause books to be scanned into the wrong store if you have multiple books stores. So you can do it, but you should rather not.

It is not a problem if you scan the same textbook’s unique barcode into the system multiple times. It will not corrupt any data. Only waste your time. So we suggest that you use the small square box provided on the barcode labels to mark the books that have already been added (scanned into) to the BookTrack system.