End of Year Summary

A few schools have commented that the end of year summary does not 'add up'. To track down the reasons, it is helpful to know how Athenaeum Pro calculates these numbers

Calculating the counts

At the end of the year, you can produce a report that calculates the number of items in your catalogue at the start of the year, the number of items purchased and archived during the year and the remaining number of items in your catalogue.

It also produces financials for these figures.

To calculate the counts, Athenaeum Pro looks into the catalogue and the catalogue archive. It analyses the purchase date of items in the catalogue and the purchase and archive dates for items in the catalogue archive to determine when to count each item.

To determine the opening number of items for the year, Athenaeum Pro uses the following formula:

• the number of items in the catalogue with a purchase date before the first of the year being analysed
  plus
• the number of items in the catalogue archive purchased before the first of the year being analysed and archived during the year

To determine the number of items purchased during the year, Athenaeum Pro uses the following formula

• the number of items in the catalogue with a purchase date between the 1 January and 31 December of the year being analysed (inclusive)
  plus
• the number of items in the catalogue archive with a purchase date between the 1 January and 31 December of the year being analysed (inclusive)

To determine the number of items archived during the year, Athenaeum Pro calculates

• the number of items in the catalogue archive with an archive date between the 1 January and 31 December of the year being analysed (inclusive)

To determine the number of items remaining at the end of the year, Athenaeum Pro calculates

• the number of items in the catalogue with a purchase date on or before 31 December of the year being analysed
  plus
• the number of items in the catalogue archive with a purchase date on or before 31 December of the year being analysed and archived after 31 December of the year in question.

Athenaeum Pro does this last calculation in the described manner, rather than adding up the earlier numbers, so that you can run the report for any year, and at any time of the year.

Library or all

When you first click on the Annual Dollar Summary button to generate the report, Athenaeum Pro asks whether you wish to calculate the reports for all of the catalogue or the library.

If you choose All, then Athenaeum Pro considers every record in the catalogue and catalogue archive.

If you choose 'Library', then Athenaeum Pro only considers items where the 'Library' check box is checked. In this way, it can exclude non-library items such as resources.

Caveat

The method described above works providing that all items in the catalogue and catalogue archive have a valid purchase date and that all items in the catalogue archive have a valid archive date.

We have noticed some schools have a few items that are missing one or both of these pieces of information. The net result is that the totals do not add up. The solution is to correct the dates with the correct values or good estimates.