The first screen displays list of Material Types and their related Accession numbers.

Authority Lists (): LMSi has a checking system that enables users to insert information or part-information that is checked against an Authority List. Eg when entering the author Len Collis in the Catalogue Entry screen, if a user were to enter the first four letters COLL and hit Tab, a list of all authors with surnames starting COLL (ranging from Colledge Sara - Collonge Simone) will be displayed. This process can save data input time by presenting a list to select from instead of needing to enter the complete details, which also reduces spelling mistakes. Fields with Authority lists are identified by a red mark to the right of the field.

Accession Numbers
Accession numbers can be entered at the top of the screen to edit details. Type Accession Number, then click OK. If details of the Accession Number are not available, click Search to enter title information. Results of your search may list more than one item, select the relevant item by clicking on the title and if the details match your requirement, click Select to use this Accession Number. The Accession Number that you have selected will now appear in the box on the Catalogue Entry screen, click OK to continue editing the details for the item. See below for more information on steps for editing.

By clicking New BRN 1 or New BRN 2, an Accession Number is automatically generated. Each library can setup two of its own Accession Number referencing systems (Controls > Catalogue Controls > Control Parameters). If you accidentally click BRN 1 or BRN 2 and don't use the number generated, when the BRN button is clicked again, the next accession number is generated. Skipping an accession number has no effect on the items, reporting or the database. If required, it is possible to reset the accession numbers using a Controls process (Controls > Catalogue Controls > Control Parameters).

The Change BRN option will allow a user to alter the current Accession Number for an item. Insert the existing Accession Number, click Change BRN, enter the new Accession Number and click Process. If the new Accession Number already exists, an error message will appear stating “There was an error changing BRN!”. A successful change of Accession Number will result in the following message “BRN successfully changed”. Click OK, then quit to return to the Catalogue Entry screen.

Series: If an item is part of a series of items (eg. Star Trek series, Dr. Who series, Harry Potter series etc.), enter the series details.

Source: Acknowledgement of Reference to a secondary source

Responsibility: Acknowledgement of Reference to a secondary contributor

Extent: describes the physical attributes about the material eg. number of pages, illustrated, movie viewing length etc.

Sub-GMD: secondary material type classification.

Notes: Text entry area for additional information pertaining to item.

Copies: If more than one copy exists for the item, click Copies to enter the details of subsequent copies. Click new to generate a new copy as of today’s date. Insert barcode number, select a supplier from the drop-down list (or add from Controls > Catalogue Controls, if not listed), enter the date received, cost, select your library site location, nominate a status for the item and click Save. Once the window has refreshed, click Quit to close window and return to Catalogue Entry screen.

Subjects: Insert related subjects for categorising the item. Type Subject heading, then hit Tab to confirm existence of subject from the Authority list. If the subject already exists, any matching subjects will be listed for the user to choose from. To add a new subject, click Add, then click Select to update the subject list. Once the window has refreshed, click Quit to close window and return to the Catalogue Entry screen.

Multimedia: For alternate item types, image or Internet information may be entered. Select media type and add File/URL location eg. Select WWW Links and enter http://www.lmsi.com.au for a reference to a Library Management software resource.

Add new catalogue item -
Step 1: Click New BRN 1 (or BRN 2 depending on your referencing requirement) to generate a new Accession Number. BRN 2 is a secondary Accession Number referencing system.
Step 2: Click OK to accept the Accession Number
Step 3: Click on the Material Type associated with the new item and click Select
Step 4: Enter Title, Enter Author (a list of Authors will appear, if the Author does not exist, a box will appear enabling the user to add), Enter Publisher (a list of Publishers will appear, if the Publisher does not exist, a box will appear enabling the user to add), Enter date (dd/mm/yy), Enter Source, Responsibility, Description and Edition data.
Step 5: Select Sub-GMD (secondary material type classification), enter ISBN and shelf location.
Step 6: Click Save
Step 7: Copies: Enter details about copies of item. Click new to generate a new copy, enter barcode information, select supplier (or add from Controls if not listed), enter date received, cost, select your library site location, select status, click Save. Once the window has refreshed, click Quit to close window and return to Catalogue Entry screen.
Step 8: Subjects: Insert related subjects for categorising the item and click save. Once the window has refreshed, click Quit to close window and return to Catalogue Entry screen.
Step 9: Multimedia: Select media type and add File or URL location eg. Select WWW Links and enter http://www.lmsi.com.au.

Optional: Add notes referring to the item.

Edit existing catalogue item -
Step 1: Enter Accession Number or click Search
Step 2: Click OK to accept the Accession Number
Step 3: Click on the Material Type associated with the new item and click Select
Step 4: Edit details and click Save.