This blog post was updated in 2025 to include new resources.
1. How to use Koha reports
Koha reports(external link) enable you to retrieve a wide range of detailed information from your database including bibliographic, circulation, acquisition, and patron data. Reports only retrieve data from the database, they do not modify or delete existing data or insert new records.
Reports can be created using:
- a GUI (Graphical User Interface) and without using any code
- or through SQL (Structured Query Language).
You can run reports and display results as a table, pie chart, or bar chart. Plus, the Koha Community has shared many useful pre-written reports(external link).
How to use SQL in Koha reports
Here are some basics of SQL for creating your own Koha reports.
- You'll only be writing SQL SELECT queries.
- Use the WHERE clause in your SELECT statement to narrow down your results.
- Specify parameters to build your filter on the WHERE clause. When you run your report, add a value in the input field to filter the report results.
In the SQL of the report, the parameters must be written in a specific format which is <>
For example: SELECT * FROM biblio left join items on biblio.biblionumber=items.biblionumber WHERE biblio.frameworkcode=<>
This report returns all bibliographic records and their associated items which have a framework value in the biblio database table which match the entered framework.
The parameter text contained inside the << >> characters is what displayed when running the report.
Pictured: 'ACQ' entered into the framework box to run a report.
Since, Koha 18.05, using parameters in SQL reports has gotten easier, now parameters can be re-used in reports.
If you want to use the same parameter multiple times, you now only have to use one input field for the parameter to display.
2. How to merge bibliographic records
Occasionally, multiple records are accidentally created for the same bibliographic item. These duplicates can easily end up containing different data which can make it difficult with retaining the unique data from one of the records.
You can fix this with the Cataloguing module to merge records and consolidate the differences into one record.
To merge records follow the steps below:
1. In the Koha staff client go to ‘Cataloging’.
2. Perform a cataloguing search, by writing a search query term in the search box at the top of this page with the ‘Cataloging search’ option highlighted underneath.
Bonus tip: Use the title of the bibliographic record to quickly access all duplicates.
Pictured: Koha search bar displaying the search 'Grandfather's journey'
3. Select the check boxes beside the duplicate records in the search results and select the ‘Merge selected’ button.
Pictured: Multiple results of 'Grandfather's journey.'
4. Select which of the selected records you want to be kept and select ‘Next’. This selected record is referred to as the ‘Reference’. The records that aren’t selected will be deleted from the biblio and biblio_metadata database tables, and their unique data will be added to the reference record.
Pictured: the Merging records page with two 'Grandfather's journey' results.
5. Merging the records to a single reference record is a good chance to clear out unwanted MARC field and subfield values and you can choose what data remains. Select 'to keep' or unselect 'to remove' data from the two records. By default, all data in the reference record is selected.
6. Select ‘Merge’ button at the bottom of the page.
Pictured: Merging records displaying source records and destination records.
7. The final screen in the Merge record workflow shows you the outcome of the merging.
Pictured: The successful merge request.
