Main Menu > Circulation Menu >Issues & Returns

Contents

Overview

This form is the main form used at the circulation desk.

It allows the processing of Issues, Returns and Reservations, as well as some basic maintenance and enquiry functions.
The idea is that all the tools and functionality are available through the one function.

• Receipt Printing
• Patron Photos
• Multiple site awareness
• Easy capture of data

Processing Details

When first accessed, the display is similar to that depicted on the right.

The form provides an area for controls, and one field, the 'BARCODE / CODE' field.

Process Panel

The 'Process Panel' is there coloured area, and contains controls and links used by the 'Issues & Returns' process. The different controls and links are discussed below.

Process modes

Initially, the form can process both Issues and Returns. To process reservations, the 'Resv' checkbox must be checked. If an Item barcode is scanned, the system will check if it is borrowed. If so, it will display the Patron details and automatically perform a 'Returns' operation.

If the Item is not borrowed, then the Item will be Issued to the currently displayed Patron.

To prevent confusion and errors, it is good practice to lock the form into one of the modes. That is 'Returns', or 'Issues' depending on your needs.

Ignore loan limits

This checkbox allows Issues to proceed even if preset loan parameters exist. For instance, if too many Items have been borrowed, if checked, then more Items can be issued to the Patron.

Process Panel Links

Patron Search

Often, the Patron Barcode is used to access the Patron details. If the barcode is not available, the 'Patron Search' link can be used to search by surname, other names, address, phone number or email. The Patron code of the selected record will be pasted into the Patron Code field.

Hint: A quick keyboard access to the Patron search is

Item Search

To find an Item, click on the 'Item Search' link. The search allows an Administration type search, and by clicking on the 'Select' button, will return the BRN for that Item.

Add Patron

When clicking on the Add Patron link, the 'Patron Details' form will open in a pop-up window, allowing the new Patron record to be entered.

Add Barcode

Sometimes Barcodes fall off or are damaged on the Item. If you need to modify the barcode allocated to the record, using the Add Barcode link.

Reset

This is important! After processing a Patron, click on the 'Reset' link. This link resets the 'Issues & Returns' form and clears any Patron data.

Detailed instructions

How to Issue Items

1. Access the Patron to Issue the Item to. Either use the “Patron Search” link enter using the keyboard or barcode reader the Patron's short code or barcode value. <F3> is a short cut to invoke the Patron Search. The Patron's details will display, including a list of outstanding issues. Any Patron related alerts will display, acknowledge these if they display.
2. Acknowledge any messages. Optionally renew their Membership and Renew Items
3. Scan the Item Barcode. Make sure that the focus is the 'BARCODE / CODE' field before scanning. The screen changes colour to indicate that an Issue is processed. The new Issue will display in the lower portion of the screen.
4. Click on the “Reset” link to clear the screen ready for the next Patron. This ensures that the operator does NOT accidentally issue items to the previous Patron

How to Return Items

1. Check the “Returns” check box. This ensures that if an item is not on loan, that it is not Issued to a Patron.
2. Click on the BARCODE/CODE field. Scan the Item Barcodes you wish to return. The Patron will display for each item returned. Note the confirming message at the top of the details screen, and the screen colour

How to renew items

How to reserve Items

The process is similar to the Item Issue steps.

1. Check the “Resv” check box.
2. Access the Patron by either;
   • Searching for the Patron using the 'Patron Search' button and clicking on the <OK%gt button
   • Keyboard entry of the Patron's Code and clicking on the <OK%gt button
   • Use the barcode reader to scan the Patron's barcode.
   The Patron's details will display, including a list of outstanding issues. Any Patron related alerts will display, acknowledge these if they display.
3. Use the "Item Search" to find the Item, and click on the 'Select' button. The Item's BRN will display. Click on the <OK> button to create the Reservation. If you are reserving a periodical that is part of a number of different copy records, then you must ensure that the Barcode of the particular copy is entered or that the BRN {space} Copy Number is entered. A reservation without a copy number will place a reservation on any copy that becomes available. In the case of a Periodical, you want only a particular copy to be reserved, the copy that pertains to the issue requested.
4. Click on the “Reset” link to clear the screen ready for the next transaction.

Patron Membership

The Membership option is an option configured in the Circulation Parameters Controls. If activated, a 'Renew Membership' button will display. The idea of the Membership attribute is to allow the Circulation Desk to check a Patron's details on a periodic basis. If a Membership is expired, some Library functions will be denied to the Patron. These may include; local Issues and access external resources.

The Membership details are also used to determine who are Active Patrons for statistics.

Patron Details

When a Patron record is displayed, an Envelope followed by the Patron's name will display.

Move the Mouse Pointer to the Envelope to view the Patron's address details

Click on the Patron's name to access the 'Patron Details' form.

Click on the 'Borrowing History' line to view past transactions.