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CIRC - Bullitt County Public Library

1. Figure 2 22 The Patron Transactions Patron Record Address subtab Library Solution Circulation 2 Main Circulation Tabs CIRC 31 Contents Index ay Copy Address Figure 2 23 The Copy Address window Figure 2 24 The Lookup Organiztion Name window Library Solution Circulation 2 Main Circulation Tabs CIRC 32 Contents Index 2 1 4 4 Patron Record Misc Info The Patron Transactions Patron Record Misc Info tab Figure 2 25 contains the following information e Issued Date borrower s card was issued e Issuing Branch The library number and name where the borrower s card was issued To change the issuing Branch click the arrow beside the drop down box and select another library A message will ask you to confirm the change e Last Active Date and time of borrower s last activity e Last Branch Library name where borrower s last activity in the system occurred e Last Edited Date and time when Patron Record was last edited by staff e Last Updated Date and Time when Patron Record was last updated automatically by the system e Last Patron ID If borrower s barcode number was changed this is the previous barcode number used Items Out Charges Holds Patron Record Reserves o Configuration Loan History Outreach Services seed Issued 8 28 2003 9 45 38 PM Total Check Outs 29 Items Claimed Retumed 0 Issuing Branch 1 Chi
2. Library Solution Circulation 2 Main Circulation Tabs CIRC 29 Contents Index 2 1 4 2 Patron Record Patron Fields The Patron Transactions Patron Record Patron Fields subtab Figure 2 21 displays the Field Name and Value for optional borrower fields In your initial setup supervisors can define as many fields as needed field names type of data to be entered in the field codes or free text and whether or not the fields can be used in statistical reports Use the Delete Highlighted Patron Field button to remove an optional borrower field To learn how t t tron fiel lick here Basic Info Patron Fields Address Misc Loan History Outreach Services METRO COUNTY CITY RESIDENT SMITH CLAIMS RETURNED Census LASSEN Occupation Responsible Party pi Delete Highlighted Patron Field Figure 2 21 The Patron Transactions Patron Record Patron Fields subtab Library Solution Circulation 2 Main Circulation Tabs CIRC 30 Contents Index 2 1 4 3 Patron Record Address The Patron Transactions Patron Record Address subtab Figure 2 22 contains the following Select Address panel Choose the Primary or Secondary Address to display on the right e Copy Address To copy the address click the Copy Address button to display the Copy Address window Figure 2 23 where you can copy the address from one borrower s record to another e Address Information panel Contai
3. 2 Select the Patron Record tab and then select Basic Info Enter or edit any relevant information including the Patron ID and optional Alternate ID For example in the Hot Status field you could change a borrower s status from Good to Blocked thus blocking the borrower s access to all activities in Circulation and Library Booking Tips When you add or modify a date be sure to enter the year as 4 digits To expand the Comment edit box for easier data entry click in the field or press Tab to move the cursor into it Type up to 250 characters To contract the box click in any other fields or Tab out If you want the borrower Comment display on the upper part of the F2 tab to display in red go to the Station Options settings in Setup Local Configuration and click check box beside the field Color Comment Field 3 To save changes or new records select the Save button Library Solution Circulation Appendix CIRC 259 Contents Index 4 To delete a borrower record click the Delete button If the borrower has any current active transactions the deletion will not be allowed Circulation users must be qualified by supervisors to delete borrower records Permission is given in Security Setup Patron Screen Delete Shortcut If the Blocks area on a borrower s Patron Transactions tab shows a Card Expired or Block Status message or an Almost Expired warning you can easily renew the borrower s registration or change the st
4. In the processing of each item the item record that matches each barcode number is updated with the date the item was scanned for inventory purposes The input file contains the actual date that each item was scanned this is not necessarily the beginning date of the current inventory which the user must enter later in the process of identifying missing items If the user elects the Check Shelf Order option the program checks the shelving order of the items scanned and creates an error log for items that are misshelved The user opens the Library Solution Reports module and runs the Inventory Job List to obtain a list of the Holdings Code the date the beginning call number the ending call number and a Job number The user will be prompted for the Job number when running the Inventory Shelving Errors which can be printed to report missing items In Identify Missing Items The user enters the beginning date of inventory the library collection call number type and the range of call numbers inventoried The program identifies any items within the specified call number range that were neither inventoried nor checked in since the beginning date of the inventory Then it marks those items with a status of MS Circulation Item Status code for Missing Library Solution Circulation 8 Circulation Utilities Programs CIRC 192 Contents Index You should print the Identify Missing Items report through the Reports module im
5. 1 Click the Patron Transactions tab or press F2 Access the borrower usually an instructor who wishes to place the items on reserve 2 When the borrower s information is displayed click the Reserves tab The Reserves tab expands to reveal a larger display To reduce the Reserves tab display and return to the normal Patron Transactions tab you can simply press F2 click on the Patron Transactions tab or click any other tab 3 Click the Place button on the lower part of the Reserves tab 4 The Place Item on Reserve window appears Enter the following information Department Click the down arrow beside the Department field Select a Department code Course Click the down arrow beside the Course field Select a Course code Expiration date Enter a date that you want the reserve for this group of items to expire Today s date is entered as a default Find Item In the Find Item text box enter information about the item you want to place on reserve Search by title or item number or by scanning the barcode label for an item in hand If you type the information select the Find Item button or press Enter to begin the search You must select a specific item to be placed on reserve you cannot place title level reserves After you select an item item information will be displayed title Item ID call number copy and volume information Selecting Branch and Collection Select the Branch and Collection codes
6. Av 0 OF code is already displayed click the field to a ay ie as FJ 0 00 highlight it and then type the new code Circulation Rules for Selected Patron Type Codes can consist of letters and or Holdings Code y 1d 7 gt gt Description numbers up to a maximum of 10 characters but do not use spaces Due Date Intervals In Days Hours Minutes Copy Paste Check Out 7 Limit O Period 0 T Due Time AM As soon as you type a new code a Bana E init o BBB cue EE message appears to the right in red New Fines Calculated By I Mex Fine Per Transaction 0 00 Patron Type Also the NEW button on Z Fine 0 00 foreach day T Send Overdue Notices the right becomes available F Override Due i AM F Override Grace Period 0 Save Rule in finable units 4 If this Patron Type will be used for Outreach Services patrons click in the Figure 3 2 The Patron Type Setup window check box under the Patron Type field label Library Solution Circulation 3 Setup Menu options CIRC 63 Contents Index 5 Press the Tab key to move the cursor to Informative Description and type a description 6 Use Tab to move from field to field Enter any other needed information The only required fields are Patron Type Description and Hold Priority if in doubt enter 5 as default Some fields have check boxes to the left of the field for example Max Fine Balance To use a
7. 1 On the main Circulation window click the Item Title Information tab or press F4 2 Scan the barcode label or type a title the Item ID barcode number ISBN OR the control number Type the director code prefix c followed by the call number to search by call number If you type the information click Search or press Enter Important 13 digit ISBN In Circulation v3 3 ISBN searches must be entered as either a 10 or 13 digit ISBN Searches with any other amount of characters entered will fail If the title you want is not found in the Title Lookup window click the New Title button to add a new title on the fly 3 The Item Title Information tab is divided into two main sections Title Information at the top and Items Information on the lower portion of the tab If the Title Information fields are available for editing and you make changes click the Save button 4 Holds information To review change or cancel holds for this title select the Holds queue button 5 Select an item For more information about an item for this title click the drop down arrow beside the Item ID text box to display a list of barcode numbers Select a barcode number The Item Information area on the lower part of the window includes four information sub tabs Circulation Bibliographic Vendor and Item Fields item specific fields To search for an item or title 1 On the main Circulation window click one of the three main tabs 2 In t
8. CIRC 6 Check In Items e To check in items e To override checkin date time e To suppress checkin messages Check Out e To check out items to a borrower e To check in Items with special Item status e To check out multiple uncataloged items e To override the due date and time e To inquire about a checked out item Circulation Rules e To set up or modify Circulation Rules Course Codes e To set up Course Codes Delete Records Department Codes e To set up Department Codes Fines e To calculate fine before checkin e To change the Overdue Fine amnesty period Contents Index Library Solution Circulation 1 Getting Started CIRC 7 Contents e To view and handle Charges Help e To view Help menu options Holds e To access the Holds Queue e To edit delete or cancel holds via Patron Transactions tab e To limita hold e To place hold request for title or item e To view and work with Holds Shelf items e To sort items in the Arrived Holds Shelf list Item Fields e To set up Item Fields e To view or enter Item Field data Item Title Records e To access item title records on Item Title Information tab e To search for an item or title Notices e To generate overdue notice data e Torun and print notices or reports Outreach Fields e To get started Using Outreach Services in Circulation Index Library Solution Circulation 1 Getting Started CIRC 8 Contents Index e To
9. Contents Index e Circulation Utilities Chapter 8 Describes external Circulation utilities programs for generating notices performing inventory outreach vendors and server down activities To make this manual as compact and informative as possible we have included links to more detailed information sources in most sections Many of the elements in this program are interrelated and we encourage you to familiarize yourself with the relevant functional descriptions found in the following chapters before you begin using the program Navigating in this Reference Manual This manual has been formatted to utilize the navigational features available in Adobe Acrobat Reader Version 5 or later Use the Fit Page or Fit in Window feature on the Adobe Acrobat View drop down menu to see the entire page on your screen Use the Next Page or Previous Page arrows to move forwards or backwards one page in the text Figure 1 Use the First Page or Last Page arrows to move to the front or back of the manual Underlined portions of the text are links to related information Click on a link with your mouse to go to the destination Use the Back button to return to the last page viewed The Contents and Index links at the top of every page will take you to the appropriate section Page numbers in the Index are linked to their referents in the text Click the Bookmarks tab in the panel to the left of the page to view and use navigational links from a
10. Index Patron Transactions F2 Check In In House Use F3 Item Title Info F4 Item Title Cig Title Information Format a Book K Year Language Jeng Items 1 Title The primary cat rides a bicycle Control Number buton009361 f Author Cooper Ann ISBN ISSN J l Save Delete Sli mitem Information Item ID Reload Circulation Bibliographie Vendor Item Fields Current Information Patron ID New tem Status In Transit ttem Activity Bnd w Figure 2 42 Primary title on the F4 Item Title Information tab The second cat bakes a cake m The third cat reads a book Figure 2 43 Bound Titles window ai Bound Titles x Library Solution Circulation 2 Main Circulation Tabs CIRC 55 Contents Index Title Circ Coll Mat Type The second cat bakes a cake BOUND Book Figure 2 44 Title Lookup window Patron Transactions F2 Check In In House Use F3 Item Title Info F4 ltern Title 20 Title Information Title The second cat bakes a cake Control Number but00009362 T Author z Amy Holden ISBN ISSN LL Format Boo Year 1998 Language feng Items 1 item Information Reload Circulation Bibliographic Vendor Item Fields em Activity Current Information New tem Status In Transit Bnd to Patron ID Figure 2
11. Neither From To A Comment Check shelf order To see a report of misshelved items and other errors run Inventory Shelving Sequence Process Inventory Data Errors report in the Reports module Do not include Prefix for Dewey or LC class numbers Figure 8 6 The Collection Processing tab Library Solution Circulation 8 Circulation Utilities Programs CIRC 184 Contents Index 8 3 2 5 Collection Processing Use the Collection Processing tab in Inventory Figure 8 6 to load the current inventory data file to be processed identify the relevant library collection call number type and call number range of the inventoried items Collection Processing compares the barcode file uploaded from the portable scanner to Circulation item data and updates each item s date of last inventory field You must run this process on the data before missing items can be identified Optionally you can check for misshelved items and other shelving errors To run Collection Processing 1 Run the preliminary report Inventory Shelf Order for Holdings Code to produce a list of unique call numbers in your system The report will also provide call number values you will need to enter in Steps 5 and 6 later in this procedure 2 After offloading an inventory data file to the station where you wish to run Inventory processing start L S Inventory on the Start menu select Library Solution and
12. Solutions that Deliver Library Solution Reference Manual Circulation Version 3 3 5 July 2005 The Library Corporation Research Park Inwood West Virginia 25428 9733 Click here to learn how to navigate through the manual lick here to view quick referen i Contents Index This portion of the Library Solution Reference Manual describes the features in the Circulation Program The Library Corporation s TLC s expert and friendly support staff and librarians are available via toll free telephone to answer all of your questions Our strong commitment to service is backed by prompt responsiveness to your concerns This Manual is copyrighted and may only be reproduced by TLC customers for their use For further information about The Library Corporation s products and services visit our website at www TLCDelivers com call TLC support toll free toll free at 800 852 4911 or email support TLCDelivers com Copyright The Library Corporation 2001 All rights reserved Revised July 2005 Library Solution Circulation CIRC ii Contents Index Contents Intr DAR a A We ee ee Ge a eS we et a Sa ees ee Ge ee i 1 Howto use this manual 0 0 0 2 be ee 1 Navigating in this Reference Manual 000 eee eee ee 2 1 Getting Started ee 5 1 1 How to start the Circulation Program 2 ao a ee 5 1 2 Quick Reference 0 a 6 2 Main Circulation Tabs gt lt lt eee eM ee
13. 2 2 Using th rver Down Circulation Utility ae owe we oe ee we ee 161 8 2 3 Check Outi Check In items fs ee aa eb ee eee eee we eee 163 8 2 4 SDC Log and Error Files e eee ee es 166 8 2 5 Description of SDC Transaction File TRANSACTIONS DBF 167 Ba LS VATOR o eo iaa eee e a AA a A AI e 170 To PeR ays fo ds ke a td he hw oe a pt sd ow te eh eh 171 8 3 2 Inventory Procedures 2 eee twee eRe ee ew apd 174 2 1 Step by St ide to the Inventory Process 174 Library Solution Circulation Contents CIRC vi 8322 Dala Collection 0 ear a aoe a e e e a 179 8 3 2 3 Setting Up the Percon Scanner o oo aoo ee ee ee ee ee 181 8 3 2 4 Offloading Data from Percon Scanner 182 8 3 2 5 Collection Processing lt soo se sa sa sraa wa ee Sw we 184 3 2 6 Identify Missing ltems a a 186 3 2 7 Delete Old Tasks 20 a a ee 188 8 3 26 Inventory REPOT S 1 csse swe c OA 189 3 3 Reference Information t How Inventory Works 191 AA LS Ouieach Manage a ca soa mansoa eon AR A A 194 4 1 tting Stated 2 a a arne na nkeko em ee we Ree 195 42 treach Servi Pr ELOR ee ee e a at ea oe a ee Y 196 8 4 3 Using the Outreach Services Display 197 L S Rout nfiguration for Bookings 2 0 0 eee ee ee 199 8 6 Vendor Editor 0 a a 201 Debt Collection
14. A please wait message tells you that the process may take some time Remember you can use the Windows Alt Tab key combination to return to another application to continue working if you wish After the data has been compiled the wait message disappears and a Process Complete window displays indicating the number of notices created Click OK to clear this message Run and print notices Now you will need to run the notices and then print them To do this go to the Start menu and select Library Solution Reports and select the overdue notice report in the proper envelope format Library Solution Circulation Appendix CIRC 245 Contents Index Caution Run and print notices as soon as you have generated the notice data If you should happen to compile again before printing the notices that were compiled last time the first batch of notices would be lost Each time you compile the setup counter of the number of notices is incremented To run and print notices or reports 1 Go to the Start menu and select Library Solution and then L S Reports Note If you are producing overdue notices be sure to generate the notice data first by using the L S Generate Overdues utility 2 The ReportSmith RS_RunTime window will open Select the File menu and then Open or click the open folder button on the tool bar Tip If this is the first time you have tried to access reports on this station use the Windows directory ai
15. Account Balance Amount owed Y OK e Patron ID Patron ID number Figure 2 6 The Patron e Items Out Number of items checked out e Type Patron type e Items Overdue Number of items overdue Bad Jean Ferris Bad apple a novel Anthony Bruno Bad as wanna be Dennis Rodman with Tim Keown Bad badder baddest Cynthia Voigt Enter Item Entry box for item title or ID e Cfg button Search Configuration option button only available to administrator users Click to reach the Title Search Configuration window where you can set the search order The bad beginning sound recording Lemony Snicket Bad behavior Mary Gaitskill The bad bell of San Salvador Patricia Beatty Bad blood P M Carlson Bad blood a memoir Lorna Sage e Check Out button Searches for entry in Enter Item box and displays title lookup list Figure 2 7 From here you can select a O The bad beginning by Lemony Snicket illustrations by Brett He MULTI Search window BUTPAF MULTI BUTCJF Book Book Book Book Sound non tr Book BUTPBOT BUTCAF MULTI Book MULTI Book BUTCANF Book y title and click OK to check it out click the New Item button to reach the On the Fly ltem Entry window and enter information for a new item or click the Show NO ITEMS button and then the New Title New Title or X Cancel New Item Show NO mems button to reach the On the Fly Ite
16. Figure 2 11 The Patron Transactions Charges subtab Library Solution Circulation 2 Main Circulation Tabs CIRC 20 Contents Index ay Fine Payment History E xj Fine Payment History For David Bicking tem D n TE Payment Description Tendered waived Date Weim The long ago lake a child s boo Overdue items 20 00 09 23 03 30105100829218 Big babies Jacqueline McQuad Lost 17 95 00 02 05 04 OTHER replacementcard 5 00 00 02 05 04 Figure 2 13 The Fine Payment History window To view and handle Charges 1 Select the Patron Transactions tab or press F2 Access the borrower All Charges for Current Patron appear individually in a list box on the left The first list entry will be highlighted with details of that entry displayed on the right half of the Charges tab The type of balance shown depends on the Pay Local Fines Only selection in the Branch Setup The Patron s Branch Balance or Patron s Total Balance is displayed under the list box Branch or Total is displayed according to the Pay Local Fines Only setting on the Fines Overdues tab in Setup Branch Setup The Patron s Credit Balance is displayed below and to the right of the Branch Balance Library Solution Circulation 2 Main Circulation Tabs CIRC 21 Contents Index 2 Click the Balloon Pay Waive button A Payment Transactions dialog will display If you are waiving enter the password if requested Yo
17. No display in Limit to Item limiting To limit the hold to a particular item copy or volume click the Items tab All items for this title are listed including the call number for each item Then click the Toggle Item button or double click on Limit to on the line where the desired item is listed This will change the Yes or No display in Limit to Hint Use item limiting only when it is necessary to find a particular item for example if a borrower needs to see volume 3 of a multi volume work Notes on limiting The Available column on both tabs indicates item shelf status availability Yes or No Ifa hold has been limited the specific library or item ID is shown in the Definition of Hold box on the right of the Holds tab If you view the Holds Queue a message in red in center of window will state whether or not the hold has been limited To clear all limits Click on the Clear All Limits button 3 Whether or not you limit the hold click Save on the Define Title Specifics window If a hold has been limited this information will also be displayed on the Holds Queue for the title item Note Another way to limit is to edit the hold after it has been saved To do this go to the selected borrower s Holds select the title or description and then click the Limit Title button Library Solution Circulation Appendix CIRC 238 Contents Index To sort items in the Arrived Holds Shelf list The default s
18. This number indicates how often this Outreach borrower receives delivery of his requested items Use the Up Down arrow keys to change the value to the desired number of days The valid range is 1 to 999 Tip Single click the arrow to increase or decrease the setting value by one Repeat the single click to change the setting one digit at a time to the desired value You can also set the value by clicking in the box pressing the delete key until the value equals zero and then typing the desired value Minimum of Items This number indicates the minimum number of titles that the borrower wishes to receive for each delivery period Use the Up Down arrow keys to change the value to the desired minimum number of titles The valid range is 1 to 999 Maximum of Items This number indicates the maximum number of titles that the borrower wishes to receive for each delivery period Use the Up Down arrow keys to change the value to the desired maximum number of titles The valid range is 1 to 999 Date of Last Delivery Displays the date of the last delivery to this borrower Profile Last Edit Date Displays the date the Borrower s profile was last edited Profile Last Edited By Displays the User Name of the last person to edit the borrower s profile Additional Data Displays the current selections of the optional Outreach Fields Select Global Prefs Opens the Outreach Saved Searches window To add one of the displayed searches to the current bo
19. are temporary files that are built to facilitate the inventory process Once you have finished inventory of a particular library and collection you should delete the task records The Delete Old Tasks process deletes older inventory task records up to a specified date that have been inserted into various database tables This does not delete the upload inv file or any other kinds of inventory specific files xl Note This process is library specific it ONLY deletes old inventory tasks for the specific library that is currently configured for this station in the Circulation Collection Processing Identity Missing Items Delete Old Tasks Setu p Use this module to delete old inventory tasks To Delete Old Tasks Delete Old Tasks Delete Old InventoryT asks on or before 1 Run Inventory and click on the Delete Old Tasks tab 2 In the Delete Old Inventory Tasks on or before box today s date is entered by default If you leave the date as is the records that will be removed will be ones created on or before the current date You may want to use another date in the past to remove old tasks produced before a certain date This retains the task records created after the date you enter and the current date 3 Click on the Delete button 2 Help About J Ext Figure 8 8 The Delete Old Tasks tab Library Solution Circulation 8 Circulation Utilities Programs CIRC 189 Contents Index
20. cancel an arrived hold or change the status of an arrived hold to PE Pending and assign it to another borrower You can also override an arrived hold during Check Out Holds and Item ID barcode linked In Circulation V3 2 and higher items on hold HD status and items in transit T to fill a hold are linked to a specific item barcode For title holds the Item ID column of the Arrived Holds Shelf form will now display a barcode instead of ANY COPY If a copy is checked out to a borrower and that copy was on hold for another borrower a new Arrived Hold slip will be printed for the borrower whose copy was checked out and that slip will reflect a new Item ID This slip should be placed on the holds shelf with the appropriate copy of the title Filling Holds with local copies In Circulation v3 3 a new Library Solution System Configuration option Fill Local Holds First allows administrators to specify that holds to be picked up at a particular library will be filled by that library s copies BEFORE any holds placed by other borrowers are filled with copies from that library In previous versions holds were satisfied based solely on a hold s position in the Holds Queue See the LibrarysSolutionSystem Configuration Reference Manual for more information To view and work with Holds Shelf items 1 Select the Utilities Holds Shelf to display the Arrived Holds Shelf window Figure 5 7 A list of all titles currently on the arrived hold
21. e Apply Long Overdue Blocks You can apply blocks by selecting one of the following options For items Circulated at ALL Locations default ONLY for items circulated at this location e Repair Holdings Code This setting is concerned with designating a preferred holdings code where repairs will be sent this becomes the Active holdings code for items checked in with the Special Status of Damaged If a repair holdings code has been selected when an item is checked in via the Circulation F3 tab and the Special Status of Damaged is selected the process will remind the Circulation operator to move the item to the repair location After installation a Circulation library administrator can easily add or change a holdings code in the Repair Holdings Code box found in the Branch Setup During check in the operator has the option of adding a Condition Note to the item describing the damage detected This note is available when either the first or second choice above is selected Library Solution Circulation 3 Setup Menu options CIRC 90 Contents Index 3 2 4 Branch Setup Misc Subtab The following information can be edited on the Misc subtab Figure 3 17 e Fiscal Month Fiscal Day and Host Branch These fields are currently inactive and will be used in a future release e Collection Rotation Rotating Collections allows individual items to move in a preset pattern based on the options set up for it Using Rotating
22. enter the escape sequence into the Automatic Cutter Sequence edit box and then press OK to save If you do not have a printer with a cutter attached to your station leave this box empty The Automatic Cutter Sequence should be available in the User s Manual from the printer 7 If you want to test the print setup click the Print Test button before you leave this window 8 To save changes click OK or press Enter To exit without saving select Cancel Library Solution Circulation 3 Setup Menu options CIRC 101 Contents Index Default Printer with Windows Terminal Services When using Windows Terminal Services to run Circulation remotely the Default Printer setting is used to direct receipts to the local receipts printer Set the Windows Default printer on your station to the receipts printer Then go to Setup Local Configuration Printing Setup Check the box for Use Windows Default Printer and click on the ok button Your receipts will print to that printer without having to manually select a printer when you access Circulation via Windows Terminal Services Library Solution Circulation 3 Setup Menu options CIRC 102 Contents Index 3 4 2 Station Options Use the Station Options window Figure 3 20 to identify station specific settings the library where this station is located a setting pertaining to override due dates options to limit borrower and title search results to the local library or all li
23. lt i SCS S Figure 8 12 the Vendor Editor window Library Solution Circulation 8 Circulation Utilities Programs CIRC 202 Contents Index 8 7 Debt Collection Module TLC partners with Unique Management Services Inc UMS of Jeffersonville IN to implement an automated debt collection system which helps our customers recover overdue materials and fines The debt collection system monitors the fines and other charges accumulated by borrowers and when specified thresholds are exceeded the borrower s information is provided to UMS e The thresholds are based on a minimum monetary amount and time period e Collection fees can be applied when a borrower s information is submitted to UMS e The collection fee can include a fixed amount a percentage of the balance owed or a combination of the two e Patron Types and specific borrowers can be excluded from submission The debt collection module can be configured to run for the entire library system or for specific libraries in an automatic or manual mode of operation If you have elected to use the Debt Collection module use the Debt Collection Setup and the Security Setup options on the Setup menu to establish system and library configurations and to set security features for the Debt Collection module See section 3 5 6 for setup information If you have questions contact TLC Support for additional information Note To use this module you will first ne
24. necessary changes Important Before you select another holdings code to view or edit save the changes you have made by selecting the Save Rules button If you wish to copy the set of rules for the Patron Type checking out this Holdings Code to another Holdings Code select the Copy button Select the next Holdings Code and then select Paste Then select Save Rules After you have finished making all changes select Done Library Solution Circulation Appendix CIRC 226 Contents Index Course Codes To set up Course Codes for Reserve Items Ts Select the Setup menu Types and Codes and then select Course Codes The Course Codes dialog appears To view a list of existing codes if any click the down arrow to the right of the Course edit box Select a code to view its Description To add a new code type the code up to a maximum of 20 characters As soon as you start typing a previously unknown code the Add New button becomes available and the message New Type Code is displayed in red at the right After typing the code press the Tab key to move to Description or click in that field Enter a description for the Course up to 250 characters a brief description is recommended If you edited the Description of a current code select Save If you added a new code and description select Add New to save it If you wish to delete a code select Delete To exit the setup after saving o
25. or change the Outreach PAC Server address o 249 PAC To Save a Search aoao a oe em eee EO ae SE me Ge 250 Patron Delete Utility To run and use the Patron Delete Utility 2 lt lt 251 Patron Fields To set up Patron Fields a aoo oaa miss e a a 253 Patron Records To access apatronrecord 2 2 2 254 To enter or edit tron ESS oaoa a a a L 255 IL New ic co 6 ea eed ect w oi ne es a te cde a re ae GR 257 To enter or edit Basic Info in a patron record 2 002 ee eee 257 To change the Patron Search Configuration 258 Patron Types I r modify PatronTypes a a a a a a a a 259 Printing Setup To configure the local printer 2 2 a 260 Re Login To re login to Circulation e 262 Recalls To recall an item thr h the Utilities Menu 262 To fin tifan item h AA 262 Library Solution Circulation Contents CIRC x Contents Index Renewals To renew an item or items 00 ee 263 Repair History T repairnotes 2 oa e a e e a e a a e a a a a a 264 Reserves To place items on reserve 2 265 I TALES se sos s ep soma a ee ae ee ee 266 Toremove items from reserve 2 2 20 rocra wrona naro saaa 267 Rotating Items To create a Rotating Items lt lt uo se ee A suas 268 Security Setup irculation rs an e nn 269 Station Options T f St
26. so that it is checkmarked Enter a borrower record and assign a Patron Type that has Outreach privileges turned on In the borrower record record the preferences for delivery period minimum maximum number of titles to be delivered each period and associate specific PAC saved searches with the patron 2 Titles related to the borrower s preferences are located and placed on Hold via PAC saved searches Note Once Outreach borrowers have been established and PAC searches are starting to be saved and made available to Outreach the list of Saved Searches will build in the Outreach Saved Searches display These searches are available to be added to other Outreach Patrons Saved Searches list 3 As titles are placed on hold for the Outreach borrower the Status on the Outreach Services screen will display Partially Processed When the number of held titles for this borrower matches or exceeds the minimum number of titles indicated in the Request Count column the status will change to Processed Library Solution Circulation 8 Circulation Utilities Programs CIRC 197 Contents Index To view the borrower s current Holds select the borrower name from the list of Patrons in the Outreach Manager module Figure 8 9 and click the Review button A web browser window will open and connect you to the Patron Review screen 4 On the Next Delivery date the library should select the Patron name on the Outreach Services screen to view th
27. you will need to know this call number Library Solution Circulation 8 Circulation Utilities Programs CIRC 175 Contents Index 6 Applies ONLY to Percon Portable Scanners To offload the scanner data to your workstation connect the scanner to the computer and then go to the Start menu choose Library Solution Circulation Utilities and then select Portable Scanner Offload A window will open and you should see the following messages Communications port opened Waiting for upload inv Follow the instructions on the scanner to offload the data When the offload is complete the window will automatically close Important note Every time you run the Portable Scanner Offload process the upload inv file is downloaded Thus it will overwrite any previous version of the file that might exist on your hard drive This file is located in the C Program The Library Corporation Library SolutionWCirc directory Tips If you do not want the upload inv file to be overwritten follow the instructions in step 7 7 To prevent the upload inv file from being overwritten From the Library Solution menu select L S Inventory You will need to log on to the program On the Collection Processing tab click on the Select Upload File button The Open window should have the Circ Folder in the Look In box Single click on upload inv to highlight it Then right click and select Rename Type in a new name for the file It can be the c
28. 45 The second cat title that is bound to the primary title Library Solution Circulation 2 Main Circulation Tabs CIRC 56 Contents Index 2 3 4 Item Fields Subtab Use the Item Fields subtab Figure 2 46 to enter special information you want to have associated with selected items To view or enter Item Field data 1 On the Item Title Info tab F4 search for and select a title and then select an item in the Item ID drop down list 2 Select the Item Fields tab If any Item Fields have been set up the fields are listed under Field on the left If codes or data have been entered for a field for this item this will be displayed in the Value column 3 To enter data select a field Then click in the Value area If codes have been defined for this field a drop down list will appear Select a value ai L S Circulation Setup Messaging Utilities Reserves Tools Help Patron Transactions F2 Check In In House Use F3 Item Title Info F4 ltem Title Title Information inne examp ls e WA IN Figure 240 tne Title Projector 8mm ControlNumber foro0045268 Type Value for the Item Field Bulb type for E a EE C Serial the selected title item a projector is Author Sell amp Howell ISBN ISSN 500W Format r Artifact gt Year 1995 Language feng Items 1 Save Delete Slip Holds mitem Information This is a Circulation record To
29. 8 3 2 8 Inventory Reports Several reports are available and necessary for successful inventory processing Before you do Inventory processing you should run the following preliminary report e Inventory Shelf Order for Holdingscode This will produce a list of all unique call numbers for a particular location collection holdings code as well as list the call numbers in the format in which the system will see them Print this report before you begin scanning When you begin to scan the collection you may want to note on the Shelf Order by Holdingscode report the call number at which you began scanning as well as the barcode number and then note the call number and barcode where you stopped scanning You will enter call number information from this report into the call number From and To boxes on the Collection Processing tab before you begin processing inventory data As a result of Inventory processing a number of reports are available in the Library Solution Reports module e Inventory Jobs List Run this report whether or not the Check shelf order box in Collection Processing was checked since the report will still print items that were found that were not supposed to be in the section scanned This report lists the Holdings Code the date the beginning call number and the ending call number with a Job number You will need to enter this job number when you run the Inventory Shelving Errors report You should run this Inv
30. Branch Setup sub menu item will be enabled under the Debt Library Solution Circulation 3 Setup Menu options CIRC 118 Contents Index Collection Setup item on the Setup menu Selecting this item will open the Debt Collection Branch Setup form This menu item requires Supervisor rights to access it Checking the Branch Participates box on this form indicates that the library will participate in debt collection The other edit boxes and buttons control the same functions as in system setup except they apply only to the specific library Contacting Unique Management Services Unique Management Services can be contacted at the following e Toll free Telephone 800 879 5453 e Electronic Mail info unique mgmt com e World Wide Web http www unique mgmt com aboutus index html e U S Mail or Courier Service Unique Managment Services Inc 119 East Maple St Jeffersonville IN 47130 See section 8 7 Debt Collection Module for additional information Library Solution Circulation 3 Setup Menu options CIRC 119 Contents Index 3 5 7 Circulation Page Subtab There are currently two options available on this tab These options are set on the Circulation Page tab of the Security Configuration screen under the Setup Security Setup menu Number of Last Out Patrons to view This setting configures the number of previous borrowers of an item number to display on the F4 Circulation tab The maximum setting is three 3
31. CIRC 159 6 Contents Index A Sync Confirmation message will ask Have transactions from every station been synced up to the database Click Yes to continue or No to return to the SDC main screen A Sync Complete message will advise Transactions have been synced to the database Click OK If errors are encountered the following error message will display instead Click OK The main Server Down Circulation screen will return Exit or proceed as desired To Import a Scanner File Important Before you begin The Import Scanner File utility program will use the Branch Station Prefix and User information as displayed on the main SDC screen to automatically populate that information in the imported scanner file records Be sure the desired information is in place in those three fields of the main screen BEFORE selecting the scanner file to import 1 2 Click File Utilities and then click Import Scanner File An Open dialog will display Navigate to the file you want to Import Type the file name or click the file name and it will display in the Open entry box Click Open when the desired file name is displayed An Import Finished message will advise Importing of scanner file to the database is complete Click OK Library Solution Circulation 8 Circulation Utilities Programs CIRC 160 Contents Index 8 2 2 Using the Server Down Circulation Utility If the LibrarysSolution data server or your network conne
32. Circulation Tabs CIRC 46 Contents Index 2 3 Item Title Information Tab Use the Item Title Information tab Figure 2 35 to find information about any title or item in Circulation You can find bibliographic information like title and author item specific information like barcode number call number owning and circulating libraries and collections etc Circulation status what borrowers have which items checked out holds and shelf status etc and more Note You can also access item title records from the other two main tabs If you are already working with a selected borrower on the Patron Transactions tab use the Item Inquire button for a selected title on the Items Out tab From the Check In In House Use tab F3 select an item just checked in and then use the Item Inquire button The inquire buttons on either tab will take you quickly to the Item Title Information tab a LS Circulation Chico Branch y loj x The Item Title Info window Setup Messaging Utilities Reserves Tools Help con tains the followin anes Patron Transactions F2 Check In In House Use F3 Item Title Info F4 54 g P ltem Title m Title Information Title Bad badder baddest e Item Title entry box Scan the barcode or enter a title the Item ID barcode number ISBN the control number or use C to search by call number If you type the information click Search or press Author Voigt Cynthia Forma
33. Codes 1 Select the Setup menu Types and Codes and then select Course Codes 2 To view a list of existing codes if any click the down arrow to the right of the Course edit box Select a code to view its Description 3 To add a new code type the code up to a maximum of 20 characters As soon as you start typing a previously unknown code the Add New button becomes available and the message New Type Code is displayed in red at the right a Save S Add Mew Delete lt y Done Course No Eng 100 Description English 100 Figure 3 10 The Course Codes window Library Solution Circulation 3 Setup Menu options CIRC 78 Contents Index 4 After typing the code press the Tab key to move to Description or click in that field Enter a description for the Course up to 250 characters a brief description is recommended 5 If you edited the Description of a current code select Save If you added a new code and description select Add New to save it If you wish to delete a code select Delete To exit the setup after saving or to exit without saving changes select Done Library Solution Circulation 3 Setup Menu options CIRC 79 Contents Index 3 1 8 Uncataloged Collections Select the Uncataloged Collections option to display the Uncataloged Collections window Figure 3 11 where you can establish codes for any groups of uncataloged items i e items not barcoded that you wish to check out fo
34. Database Login window will be displayed 2 Enter a different User Name and Password 3 Click OK Recalls To trap a previously checked out item when it is checked in use the Recall feature To recall an item through the Utilities menu 1 Select the Utilities menu and then select Recall Item 2 In the text box scan or type the Item ID barcode number of the item or type the title or first word s of the title Then click Pick Item or press Enter Select the title or item you want The Recall Item window will then display the Item ID 3 In the Reason for Recall box type the message to be displayed when the item is checked in If you need to correct the message before saving select the Clear Box 4 To complete the recall select Save and Exit or Exit without Saving If an item is on the shelf not checked out a message will be displayed Item is available and cannot be recalled 5 When the item is checked in the recall message will be displayed in the Item Has Been Recalled window To exit the window click OK To find out if an item has been recalled Follow the first two steps above If the item has been recalled the Date of Recall box will display that date If the item has not been recalled the Date of Recall box will be blank or may display Was not previously recalled Library Solution Circulation Appendix CIRC 264 Contents Index Renewals To renew an item or items 1 Click the Patron
35. Enter the date Note The override check in date and time boxes will be invisible if the option is not turned on If it is turned on the background in these boxes will be red to alert you that the override is in effect Special Status check in You can check in an item with a special Item Status for example lost missing borrower claimed the item was never checked out or borrower claimed the item was already returned To do this select the Special Status button before you enter information about the item to check in When you click this button the text on the button turns red Click the left mouse button to check in only one item with Special Status or right click the button to have the Special Status mode stay active for multiple checkins If a hold is placed for an available item either through the PAC or CIRC that item is put into a T in transit ststus and a message is generated directing staff to retrieve the item and either forward it to the pickup location or check it in and place it on the holds shelf for pickup If the staff person cannot locate the item to fill the hold she should return to a Circ station and inform the system that the item could not be located by checking in that itemwith a special status of Missing Staff action Click on the Special Status button on the Check In F3 screen and type the barcode number of the requested item in the item search box and click the Check In button If the item has been checked
36. IV Edit Cire Branch Y Edit Owning HoldinasTade IV Edit Circ Holdinasfode Call Number Editable v Condition Editable h Copy Editable hd M Save Comment Editable bs Serial Year Editable X M Delete Purchase Price Editable y Volume Editable y Acc H Editable y Figure 3 27 The Bibliographic Page subtab Library Solution Circulation 3 Setup Menu options CIRC 115 Contents Index 3 5 6 Debt Collection Setup The Debt Collection Module can be configured to run for the entire library system or for specified libraries Certain configuration parameters must be set up independently of the module Note To use this module you will first need to establish a contract with Unique Management Services UMS Inc See below To access System or Branch Setup 1 Select the Debt Collection menu item from x the Setup menu on Library Solution Circulation Then select the System Setup l SNe A y P Mode Scheduling submenu item This will open the Debt Collection System Setup form Figure 3 28 C System Mode Automatic Note This menu item is accessible only to a e C Manual users with Circ_admin or System_admin user rights Reporting Branch Email Address Reporting Branch 2 Set the Mode upper left hand corner to E either System or Branch In System mode Administrator Email Address Collection Agency Email Address the module will monit
37. Relocate Item dialog will appear advising you to move the item as described in the notice Print the notice and insert in the book if needed Click OK e This item has minor damage and can still be used Click Continue e Cancel this check in operation Clicking Continue returns you to F3 tab If you selected the first option the following sequence will occur to send the item to repair and when repaired to return the item to circulation When the item is returned from repair and checked in you will be asked if you wish to return the item to circulating status Click Yes if appropriate If there is a condition note you will asked if you want to edit or delete the note 7 Now the Edit Item Condition window opens so you can enter an optional note about the physical condition of the damaged item If you have added information save changes by clicking the Update Condition button otherwise click Don t Change 8 Then a special charges fine window opens New Patron Fine for Item allowing you to enter an optional charge Also enter a descriptive comment a Charge Type Code code D for damaged appears by default and the amount Click the Charge Fine button to save or Don t Charge to cancel If the item was checked out and you selected one of the L Lost options the fine charge window opens with a default Charge Type Code L enter an optional charge and other information and click Charge Fine 9 If the item status was previous
38. S Inventory Inventory is a module of the LibrarysSolution integrated library system Its primary purpose is to identify items that are MISSING i e not on the shelf when the system believes they are It also helps you maintain items on the shelf in proper sequence according to collection and call number User interface includes three main activity tabs Collection Processing Identify Missing Items and Delete Old Tasks Clearly labeled fields and on screen instructions help you step through the inventory process linventory scheduling Inventory is date controlled so you can run inventory as often as you like for example weekly for best sellers or the video collection This allows your staff to perform a continuous inventory scheduled at your convenience Gather data on all items in a collection or just a few shelves within a limited call number range no need to close the library for weeks at a time while inventory is taking place The process handles items checked out or misshelved within the area being inventoried Data collection and download Use a portable barcode scanner to scan items on the shelves Then offload the data start Inventory and run the processes Print reports as needed Maintain shelf order The Inventory module helps you maintain items on the shelf in proper sequence according to call number If you select an option on the Collection Processing tab the program checks the shelving order of the items scanned and
39. Section of library being inventoried select the correct library and coll ection If you are running the Identify Missing Items process on the whole collection under Collection Options click on Whole Collection Click Run and skip Step 20 Library Solution Circulation 8 Circulation Utilities Programs CIRC 177 20 21 22 293 24 Contents Index If you are running the Identify Missing Items process on part of a collection click on Selected Call Number Range and enter the beginning and ending call number of the barcodes you scanned referring to your manual log Click Run When processing is completed return to the Library Solution Reports program and run the Inventory Identify Missing Items Log report It will prompt you to enter the date time you ran the inventory process as well as the Holdings Code The report will display missing items for that holdings code with missing items arranged by location and collection This is a log file only It displays only items marked missing during the last run of Identify Missing Items as well as items that were In Transit or Checked Out when scanned during the inventory process If you are interested in a statistical count of all the items in an entire collection by Circulation Item Status run the Inventory Status Analysis report Hint If you wish to delete your old inventory scanner files for the collection you just finished and before starting to inventory
40. ServerDown exe is automatically installed on a workstation when LibraryeSolution Circulation is loaded or updated The program is saved into the following folder program files the library corporation library solution circ NEW The Server Down Circ Recovery utility has been eliminated New in Library Solution Circulation v3 3 the Server Down Circulation interface contains menu options to perform the uploading and posting of transactions generated during the use of the Server Down Circulation If you prefer you can run SDC on any PC compatible computer loaded with Windows 95 98 2000 or Windows NT and that has a keyboard wedge type scanner Use the Library Solution Installation disc to install the Circulation client on the computer you wish to use It is best if the computer can be attached to your network but if not you can copy the data file that it creates to a disk and transfer it to another workstation that IS on the network to process your transactions The SDC transactions will be saved to a database file named TRANSACTIONS DBF on the hard drive in the same folder as the SDC program See above When you post the SDC data to your database two log files are produced these files can be found in the folder where the Circulation program is stored usually the same folder as noted above Library Solution Circulation 8 Circulation Utilities Programs CIRC 157 Contents Index Important Since SDC was designed for use when th
41. Start Outreach Manager e To set up Outreach Fields e To Change a Displayed Field to a Different Selection Outreach PAC Server e To Set or change the Outreach PAC Server address PAC e To Save a Search Patron Delete Utility e To run and use the Patron Delete Utility Patron Fields e To set up Patron Fields Patron Records e To enter or edit a patron address e To access a patron record e To add a new patron record e To change the Patron Search Configuration e To enter or edit Basic Info in a patron record Patron Types e To add or modify Patron Types Printing Setup e To configure the local printer Library Solution Circulation 1 Getting Started CIRC 9 Contents Index Re Login e To re login to Circulation Recalls e To recall an item through the Utilities menu e To find out if an item has been recalled Renewals Repair History To add repair notes Reserves e To edit a reserve e To place items on reserve e To remove items from reserve e To view or edit reserves Rotating Collections e To create a Rotating Collection Security Setup e To complete Circulation Security Setup for any user qualified to access Circulation Circulation Users and Circulation Administrators Station Options e To set Station Options Library Solution Circulation 1 Getting Started CIRC 10 Contents Index Titles e To add a new title e To change the Title Search Configuration Transfers e To transf
42. The log text displayed in Notepad includes borrower IDs barcodes borrower names and a message Patron cannot have items out or active Notes and tips e Borrower records will not be deleted if borrowers have books checked out pending or arrived holds or outstanding fines or if they have been marked as responsible for other borrowers When the Do Not Delete When Block Status is Set box is checked any borrower with blocked status will not be deleted However if the box is not checked the borrower will be deleted To clear borrowers who are responsible for other borrowers run the program twice This statement assumes that the borrower records to be deleted and borrower records responsible for them have all expired that the borrower records of both groups are of the selected Patron Types in the deletion utility and that there are no pending transactions on either group The first run of the delete utility removes the dependent borrower records and the second run removes the responsible borrowers e The View Log button is available in the Patron Delete Utility program but the button is not available until the program has deleted borrower records for the first time After it is run for the first time the log will be overwritten with a new list of borrowers it could not delete If it doesn t find any borrower records to delete the log will stay the same The log is overwritten each time the delete utility runs and locates borrowe
43. To change the Titl rch Configuration 273 Transfers To transfer items 275 Uncataloged Collection Codes To set up Uncataloged Collection codes 276 Vendors To link to or remove link from a Vendor 277 Contents Index Library Solution Circulation Index CIRC 291
44. Types 62 Charges 20 Check In In House Use tab 41 Check Messages 125 Circulation page subtab 120 Circulation subtab 50 Circulation Utilities programs 155 Course Codes 78 Daily Calendar 98 Debt Collection Module 202 Defaults subtab 83 Department Codes 76 Fines Overdue subtab 87 Generate Overdues 155 Help menu options 153 Holds 25 Contents Holds Shelf 137 Item Fields 57 Item Repair History 135 Items Out 18 Item Title Information tab 47 Item Transfers 128 Local Configuration 100 Messages button 58 Messaging 125 Outreach Fields 73 Outreach Manager 194 Outreach Services 37 Outreach User PAC setup 121 Patron Addresses 31 Patron Fields 30 69 Patron Loan History 36 Patron Records 29 Patron Screen subtab 114 Patron Transactions subtabs 18 Patron Transactions tab 18 Patron Types 63 Portable Scanner Offload 182 Index Printing Setup 100 Quick Reference 284 Re login 127 Recall Items 133 Remove Reserve Items 151 Reserves 39 Reserves Tools Menu options Rotating Collections 278 Security Setup 82 Secutity subtab 82 Server Down Circulation 157 Setup Menu options 61 Starting Circulation 5 Station Options 103 Types and Codes 61 Uncataloged Collections 80 Utilities menu options 127 Vendor Editor 201 Vendor subtab_53 View Reserves 149 Weekly Calendar 96 Library Solution Circulation Index CIRC 287 Contents Index Quick Reference Authority Control T thorit ntrol to uncontr
45. Use the Next Month or Previous Month buttons to display the month of the year you want Select a day To change the default for a particular day click on the day or use the arrow keys to move among the days The selected day will be highlighted Default or Overridden at upper right will show whether the settings already established for the selected day have been overridden or if they are the Weekly Calendar defaults To change Overridden settings quickly to the default select Set to Weekly Default Library is open on this day If the library is open on this day a check mark will appear in the check box beside this option If the library should be set to closed click on the check box to clear it You can also press the spacebar to enter or clear the check mark If closed the text boxes beside Library Opens and Library Closes below will not be available for entry Time library opens Enter the time the library opens on this day Time library closes Enter the time the library closes If the closing time is after midnight enter the time and then select the check box beside The Next Day Save the changes for a day After changing the setting for a day select the Save Date Info button Library Solution Circulation Appendix CIRC 210 8 9 Contents Index Change other days If there are other days you want to change in this month select another day and follow the steps above If you want to change a d
46. already checked in and E should stay at this library no special message is tem L i E A Check In C In House Use displayed I Suppress Messages i g A T Override Check In Date Time View a list of items checked in recently For information Special Status on any item select a checked in item from the list and then click the Item Inquire button on the lower left For a hae Inquire button on the lower right 87490015522 RabbitC adabral 12 13 97 11 59 00 PM a Record borrowers in house usage of items which were not checked out 38749000402006 THE DOG AT THE WINDOW 4 7 98 11 59 00 PM John Paul Smith 38749002137828 Cat and Rat 4 7 98 11 59 00 PM John Paul Smith Item Inquire Patron Inquire Figure 2 32 The Check In In House Use Tab Library Solution Circulation 2 Main Circulation Tabs CIRC 41 Contents Index The following features are available on this tab e Item box Enter information about the item to be checked in or recorded for in house use Scan the barcode label or type the item ID or the title e Configuration Cfg option button Click to reach Title Search Configuration window where you can set the search order Note this is the same configuration used on the Patron Transactions Check Out tab e Check In button After you enter information about the item to be checked in or recorded for in house use click the Check In button or press Enter to display the Titl
47. be listed on the form e For title level holds the override form title will still display Item being checked out is an Arrived Hold for one of the borrowers listed below and the list will include all borrowers at that library who have an Arrived Hold for that title e If a shelved title level hold item is checked out to another borrower and you attempt a Special Status check in of the item a Check In Clarification message will display saying Were you looking for this item because a system message requested it to fill a hold If you click Yes the system will attempt to find another copy of the item to fill the hold or change the hold s status to PE Also a message will be generated advising you to retrieve another copy and check it in e If you check out an item with an HD status to a borrower other than the person who held the title an Arrived Hold Override form will display Select the original borrower from the list and click the Change Status to PE button The Hold Replacement form will display Select the System Selects Item fo Fill Hold option and click OK You will be advised to retrieve the second copy of the item and check it in This can now be checked out to the original borrower Follow the instruction in the message boxes during this process which provide more information about the current hold and possible actions Library Solution Circulation Appendix CIRC 224 Contents Index When overriding an arrived hold ite
48. call number order errors in the section for which you are running inventory select the Check shelf order check box If you do not select the check box items out of sequence will be ignored but items belonging in a different collection or different part of the collection will still be noted Click Process Inventory Data When the process is completed you may exit the Inventory program From the Library Solution menu select L S Reports Log on and run the Inventory Jobs List report This report gives the Holdings Code the date the job was run the beginning call number the ending call number and a Job number Run the Inventory Shelving Sequence Errors report You will be prompted to enter the Job number This report displays all items that are in the wrong collection items from a different call number range and barcodes that do not exist in the database If you checked the Check shelf order option in step 13 above it will display items not shelved in their correct sequence Once you have completed running the entire collection through the Inventory process Steps 1 14 go back into the Inventory program and click the Identify Missing Items tab On the Identify Missing Items tab in the Beginning Date of Inventory box enter the date you first started scanning the collection Refer to your manual log for the date You may enter the year as two digits Library Solution will automatically change it to a four digit year In the
49. codes if any for that field The first field is displayed by default To view the Field Name of any Outreach field previously entered use the first four buttons on the upper toolbar to look for the First first field Prior Next or Last field When a Field Name is displayed view the codes if any for that field in the Value and Description fields on the Figure 3 6 The Outreach Fields Codes and Descriptions window lower part of the window Use the lower toolbar to find the First Prior Next or Last codes for the selected field Library Solution Circulation 3 Setup Menu options CIRC 73 Contents Index 3 To insert a new field select the New Code button The Define New Outreach User Field window will be displayed Figure 3 7 In the New Field Name box enter a Field Name Suggestion Enter name in all UPPER CASE since case affects the sorting of names in the saved list See Figure 3 8 for examples of typical outreach fields To determine the type of entries allowed for this field and how the information can be used select appropriate check boxes for Coded Strict or Statistics If no boxes are checked the entries are Free text Coded User may choose from a list of library configured codes AND may make up a new code by typing it in the field Strict User may ONLY select codes from the library configured codes list Statistics Whenever a checkout is recorded for a borrower the content
50. codes for Charge Types Patron Types and user defined Patron Fields You must also use the Patron Type Setup to define or modify the circulation rules for each Patron Type checking out each type of item as defined by holdings codes If you want to use the course reserves features you will also need to set up Department and Course codes in Setup Types and Codes Library Solution Circulation 3 Setup Menu options Contents Index 3 1 1 Charge Types Select the Charge Types option to display the Charge Payment Type Codes window Figure 3 1 where you can establish codes for the types of payments your library can accept as Charges Establish a different type for each kind of charge you wish to track in reports Default Charge Type codes In the initial setup five 5 system supplied codes are included as defaults These are described as System Code Read Only You cannot edit or delete the following codes xi e OT Other Charge Canes e D Damaged Emi e L Lost Charge Type y e OV Overdue Items Description e RF Rental Fee Figure 3 1 The Charge Patron Type Codes window To set up new Charge Types 1 Select Setup from the menu bar at the upper left of the Circulation window Select Types and Codes and then Charge Types 2 To view a list of default and other existing Charge Type codes click the down arrow beside the Charge Type list box Select a code to view its Description
51. date Delete Patrons Based on Date of Last Activity date Note As a safety precaution the default Expiration Date is 01 01 1900 in case a user runs the program and clicks the Delete button accidentally 5 In the Branch Selection area you can choose to delete borrower records for a selected Branch or select System Wide meaning borrower records with the selected Patron Types at all libraries If you choose By Branch select a library by clicking on the down arrow and selecting a library from the list Note Branch refers to the Issuing Branch field in each borrower s record If you choose System Wide a beep will sound and a red warning message appears Library Solution Circulation Appendix CIRC 253 Contents Index next to the System Wide button Warning This setting deletes borrower records from all branches 6 Under Blocked Deletion click the check box to enable the Do Not Delete When Block Status is Set option When this box is checked any borrower with blocked status will not be deleted However if the box is not checked the blocked borrowers will be deleted 7 After selecting the options you want click the Delete button A message window displays information about what will be deleted for example This will DELETE all patrons of type s XXX with Expiration Dates on or before date FOR THE ENTIRE SYSTEM or for specified Branch The error log will be overwritten if any errors are detected If y
52. do not take shortcuts For example for the beginning range of Deweys enter 000 A not simply 0A For nonstandard call numbers like FIC Abcd the system literally checks call numbers with the exact sequence of characters and spaces you specify Thus if some of your fiction items use prefix FIC and others with an F are intershelved it is not recommended that you run the shelf checking process Before you begin scanning items on the shelf check the shelf position of the first item on the shelf to be sure it is shelved correctly check the items shelved before and after it If this item is out of place the results of the shelving sequence error checking could be skewed Offload inventory data from the scanner and run Collection Processing every day when you are actively performing inventory This will ensure that the report of misshelved items is produced in a timely manner and that the inventory dates in the item records will be accurately recorded Checking shelf order is optional The Check Shelf Order check box is available on the Collection Processing tab This process checks for errors in the call number sequence Other errors like Out of range Wrong Collection Not in the database etc are always detected so it is recommended that you print the report immediately so you can correct shelving errors as soon as possible When should you run Identify Missing Items Before you run Identify Missing Items you may want to wait
53. e a title level hold the number of copies will be the total number of available items Items with a Lost or Missing Item Status are subtracted from the count for both title level and item level holds Issued The date the hold was issued Expires The date this hold request will expire After this date the system will not continue to look for this hold Priority The priority of the Patron Type in the Holds Queue Priority values range from 1 high to 10 low this is established for each Patron Type in the Setup Patron Types Library Solution Circulation 2 Main Circulation Tabs CIRC 25 and Codes Patron Type setup You can change the priority for a hold by editing on the Patron Transactions Holds tab or through the Holds Queue On the Holds tab if you change the priority be sure to save by clicking the Save Hold Info button Send to Branch specifies the branch where the hold is being sent You can specify that a pending item holds stats PE be sent to another library for pickup by the borrower Change the library number or name Contents Index Items Out Charges Holds Patron Record Reserves Bookings Patron Holds Bluegrass dobro Mike Aul Drums along the Mohawk Y Place Cancel Print List Selected Hold General Information Description Position Copies Status PE IAS Issued 01 25 2005 Expires 01 26 2006 Priority 5 Send to Branch Chi
54. enter information about the item or title to be checked out 4 Statistics Only Check Outs optional If you would like to check out a number of uncataloged unbarcoded items select the Stats only Check Out button The Statistics Only Check Out box will appear Select a collection enter the number of items and select the Check Out button or press Enter 5 Normal checkout In the Enter Item box scan or type the Item ID barcode number of the item or type the control number the title or first word s of the title If you type the barcode number or control number you must type the whole number including any prefix characters or leading spaces in the control number no truncation Then click Check Out or press Enter Library Solution Circulation Appendix CIRC 221 Contents Index 6 If you scanned or typed the Item ID barcode number the item will be checked out immediately unless there are blocks on the borrower Note If the item is already checked out to another borrower a message will display asking if you want to check in item from existing patron and check out to new patron Clicking Yes will result in a renewal 7 Blocks If there are blocks on this borrower a block message may appear in a window labeled Enter Override Password Type the password and click Try or press Enter Other types of blocks such as an expired card appear in a simple message window Click OK or press Enter to exit the window and th
55. every 3 days overdue e Maximum Fine Per Transaction To set a maximum fine per transaction for this Patron Type checking out an item of this Holdings Code activate the field by selecting the check box Enter the maximum fine in dollars that can be charged for an overdue item Comparison note The Fine Limit established in the Patron Type setup is a limit on unpaid charges that causes a checkout block The Max Fine Balance in the Patron Type setup may be relevant in the calculation of overdue fines e Send Overdue Notices This field controls whether or not overdue notices are printed for a specific Patron Type checking out a specific Holdings Code To produce notices select the Library Solution Circulation 3 Setup Menu options CIRC 67 Contents Index check box check mark should appear To turn off notices select the check box again to remove the check mark Note The number of notices to be produced and the interval between notices are configured in the Setup Branch Setup Override Due Date Use Override Due date to set a fixed due date which would override the due date normally calculated by the Circulation rules To activate the field select the check box Enter the date in this format dd mm yyyy do type the slashes and a default time of 11 59 pm like this example 03 01 1999 11 59 pm Comparison note Due no later than date in the Patron Type setup is a slightly different kind of override It applies to
56. holdings code This report displays missing items for the site where you just ran inventory with the holdings code arranged by location and collection This is a log file only It displays only items marked missing during the last run of Identify Missing Items It also lists items scanned during the inventory process with a status of In Transit or Checked Out This report contains items marked missing in the most recent inventory process e Missing Items in a HoldingsCode This report lists all items marked missing in a collection regardless of when the items were so marked e Lost Items by Location The listing shows items marked as lost for one location library e Inventory Status Analysis This report gives statistical counts of all items in the entire collection by Circulation Item Status sorted by the status and the date the status was applied Library Solution Circulation 8 Circulation Utilities Programs CIRC 191 Contents Index 8 3 3 Reference Information about How Inventory Works System administrators may want more information about how inventory works For items inventoried in the specified library collection and call number range the process goes through the following series of steps In Collection Processing The user inputs a file of barcode numbers upload inv collected by scanning items on the shelf and then identifies the library collection call number type and the range of call numbers inventoried
57. holdings code in a library collection Library Solution Circulation 8 Circulation Utilities Programs CIRC 179 Contents Index 8 3 2 2 Data Collection An important step in inventory is to gather information about items on the shelves of the library using a portable barcode scanner such as the recommended Percon scanner To collect inventory data 1 To begin select a library collection and the beginning call number of the section to be inventoried Before you begin check the shelf position of the first item in the range check the call number of the items before and after it on the shelf to be sure it is shelved correctly It is not necessary to read the call numbers on the rest of the items being scanned The inventory process will check the shelf order and identify misshelved items Record the library collection and beginning call number information in a manual log since you will need it in later steps Collection Processing and Identify Missing Items After you have completed scanning items for the day also enter the ending call number in your log 2 Use a portable barcode scanner to scan the barcode numbers of items on the shelves of the selected collection in the selected range of call numbers Note The capacity of any scanner how many books can be inventoried at a time depends on the available storage RAM in the scanner Percon scanners can easily hold between 4000 and 5000 scanned barcodes If you want to
58. if requested 4 New Charge To add a new charge to the borrower s account select the New Charge button Enter a Comment a title or description of situation Enter a Charge Type Code select from the drop down list The default code is OT for other miscellaneous charge Enter Amount Select OK to save 5 Print Charges Click this button to print the current borrower s charges to the locally configured printer 6 Modify Credit Balance Click this button to display the Payment Transaction dialog Make adjustments to the Credit Balance as necessary Library Solution Circulation 2 Main Circulation Tabs CIRC 22 Contents Index 7 Receipt Print Setup If the Payment Receipts option in the Printer Configuration setup has been turned on one copy of a receipt will be printed automatically Whether that option is enabled or not you can always print a receipt by selecting the Receipt button on the lower portion of the Charges tab 8 Fine History If the button is visible try clicking it to view the history If fine data is available for this borrower it appears in the Fine Payment History window To see an example display click here Dealing with Lost Item Charges When an item is marked lost but checked in at a later date Circulation Check in will include a series of steps that will identify outstanding charges related charges and fees already paid and will adjust the borrower s account to reflect the credits When
59. in the Cataloging module If you attempt to delete in Circulation any items that were checked in and barcoded through the Library Serial module the following message appears You must delete this holding through the LibrarysSerial module by Returning it Caution Records deleted in Circulation cannot be recovered They are NOT saved to the deleted records file configured in the Cataloging Utilities if a deleted records file is configured then records deleted through Cataloging are saved to that file or to the system wide deleted records archive To delete item or title record A Z Select the Item Title Information tab or press F4 Scan the barcode label or type the title the Item ID barcode number or the control number Click Search or press Enter Select the title from the Title Lookup window and click OK or press Enter Title Information fields are displayed on the upper part of the screen and Item Information appears on the lower area Library Solution Circulation Appendix CIRC 228 Contents Index 3 To delete item barcode record In the Items Information area click the drop down arrow beside the Item ID text box to display a list of barcode numbers Select a barcode number Then click the Bibliographic tab Click the Delete button at lower right A message will ask you to confirm the deletion Click Yes to delete 4 To delete title record the complete record including all copies and volumes I
60. in the Login Window is circ If you want to be able to modify the Circulation Security Setup login as circ_admin See section 3 5 for more information Inside Circulation if a user with a different level of security needs to login to Circulation go to the Utilities menu and select Re Login The user will not need to close and restart Circulation In Circulation v3 3 dialogs that request a user action such as click Databaze Login yes or click no Cancel OK etc the user can now initiate the action with a single keystroke If one of the letters on the button label is underlined press the matching letter on the keyboard to initiate the action Database WHIRLWIND User Name silver Password m Figure 1 1 The Database Login window Library Solution Circulation 1 Getting Started CIRC 5 Contents Index 1 2 Quick Reference Click on a link to view information on a topic Authority Control e To apply authority control to uncontrolled authors Blocks e To override an Enter Override Password block and allow the transaction e To exit the Enter Override Password block and deny the transaction e To review or remove block conditions Branch Setup e To complete the Branch Setup Calendar e To set up the Daily Calendar e To set up the Weekly Calendar Cash Drawer e To configure the Cash Drawer Charge Types e To set up new Charge Types Library Solution Circulation 1 Getting Started
61. know the shelving errors you will need to keep your limit to around 500 items or else the report will take a long time to run 3 After scanning an area of the shelves offload the data to the hard drive of the workstation where you wish to run inventory processes See section 8 3 2 4 for details 4 After offloading the data start the Library Solution Inventory module and select the Collection Processing tab Library Solution Circulation 8 Circulation Utilities Programs CIRC 180 Contents Index Note Libraries can also gather inventory data by using TLC s Windows version of the Server Down Circulation SDC program on a workstation However since it is impractical to bring books to the computer for scanning you could use a laptop computer equipped with a barcode scanner and work near the shelves Library Solution Circulation 8 Circulation Utilities Programs CIRC 181 Contents Index 8 3 2 3 Setting Up the Percon Scanner Note Skip this section if the TLC installers have already set up your portable scanner for you or if you are using some other type of scanner To set up the Percon scanner 1 Create a shortcut in the Library Solution group on the Start menu or on the desktop of your workstation where you will offload data to run PTFER EXE from the Cire directory Your shortcut should look like this C Program Files The Library Corporation Library Solution Circ PTFER EXE Name the shortcut Offload Scanne
62. learn how to set up Item Fields click ltem ID 309090909 Reload here Reload Circulation Bibliographic Vendor ltem Fields To learn how to delete item or title records click here Bulb type Figure 2 46 The Item Fields subtab Library Solution Circulation 2 Main Circulation Tabs CIRC 57 Contents Index 2 4 Messages Button The Messages envelope icon in the upper right of the Patron Transactions tab alerts you to the presence of system messages Figure 2 47 The number of waiting messages is also displayed Select the Messages menu Check Messages option to view the Messages window Figure 2 48 Typical messages are concerned with inter library requests reminders to send items to another library and to place items on the arrived holds shelf If you wish to print a list of the messages a Messages List report is available in the Reports module This report will print all messages from a specified date to the present To delete a message select the message line and then the Delete button You can select multiple messages e Multiple non sequential selections may be highlighted for deletion by pressing and holding the Ctrl key while clicking the Time field for each item to be deleted e Sequential items can be deleted by pressing and holding the Shift key and clicking the Time field of the first and last items of the list to be deleted e When all desired items are highlighted releast the
63. number of days between each notice e Notice and Charge fields Use this combination of fields if you want to specify that borrowers should be charged a fee for a specific overdue notice first final etc or charged each time a notice is sent The Notice field will automatically include the same value that you entered in the Number of Notices field For example if you entered 4 in Number of Notices the list beside Notice will include 4 entries 1 2 3 4 If you want a charge to be applied with a certain notice number select the number in the Notice box Then type the amount in the Charge box Repeat for each notice for which you want a fee to be charged For example if you select 2 in the Notice box and type 1 00 in the Charge box and then select 4 in the Notice box and type 2 00 in the Charge box borrowers will be charged a fee of 1 00 for the second notice and 2 00 when the fourth overdue notice is sent The charges are applied when the Generate Overdues program is run e Charge New Card Fee Click the check box to insert a check mark beside this field when you want borrowers to be charged when new cards are issued or borrower barcode numbers are changed If the box is checked type the amount of the charge A red information message appears under these fields in the Branch Setup for example You will be prompted to apply the New Card Fee when adding a new borrower or changing at Patron ID Library Solution Circulation 3
64. o sus a a a a ee de ee 78 3 1 8 Uncataloged Collections ee 80 Oe Branc Gelug ima a RR a A oa 81 De UNO UA lt a a oa a pT de id de a deca a Y 82 2 2 Default a e ee Ge te ee oe ee de ee ee 83 3 2 3 Fines Overdue Subtab 2 o a a a ee 87 ala MSG SHUEY ooo o ge a da wae Pe ae ee ea ce ee tk a a a a te 91 SUSE kb Sh es Se dt BE a oh dk ol e A A 94 III o c bee ca ee we oe a a ew 95 lendar Configuration a 96 3 1 Week a A a A 96 Library Solution Circulation Contents CIRC iv 3 2 Dail lendar is soeg da he ae YO wp 8 Ew RA 98 A L cal ONION gt 2 26k Sk he ee hme EP be EIS Bob BR ew eS Od Y 100 SA LEISURE de A 100 242 SOOM ke eh ee eee be eee ee we ee we ee od 103 A h Drawer Setup noaaraa ek A ge ae e Ee 105 A SEQU A p cosia ee E AR A we ee a es RR S 107 1 General Aioria e ee a e Y 109 5 2 Basic Functionalit Pe a AE RA i ee e a a a 111 32 5 3 Menu Function Subtab e cs e ee yk ee eb ee ee ee ey ew eee 113 5 4 Patron Screen II a a rd ee o A SN ee 114 5 5 Bibliographic P BED cs a Ee ee ee PE a e A 115 3 5 6 Debt Collection Setup 2 ee ee ee ee ee ee eee a 116 3 5 7 Circulation Page Sua see a ON ee RS RA oe eee O Oe eS 120 36 Outreach User PAC See ce eed a Oe ee ee eee eee eee we wd 121 3 7 Holds Routing Setup ue ee ek a we ee ee oe we 122 d Messaging o ia roed a ee OER ee BS ep a a e ae RR La 125 4 1 Check Messages 2 2 aa 125 Utilities Men HO
65. of the following Scan barcode label with the barcode reader Type the Patron ID in most libraries this is a barcode number or the Alternate ID Type the whole number no truncation Type the Search Code to search by Zip Code mailing address telephone number city Patron ID Name Alternate ID or email address Type the code followed by the search term For example to search by Zip Code type ZNNNN Then click Read or press Enter Type the borrower s name or part of the name After typing click Read or press Enter If the name or similar names were found The Patron Name Lookup window displays a list of borrowers matching your search criteria The list displays Patron ID barcode number borrower name including any suffix such as Jr Patron Type code and borrower status Select the name you want and click OK or press Enter If the list includes similar names you can view extra information about any borrower in the list Select a name and click on the Details button The Quick Patron Info window will display more information including the borrower s hot status Blocked or Good If the borrower you want is not listed in the Patron Name Lookup window you can add a new borrower Select the Add New button If the number or name you searched by is not found a message asks if you wish to add a new borrower Click Yes or No Add the new borrower record Library Solution Circulation Appendix
66. out Important Since SDC was designed for use when there is a problem with the server you should become familiar with the procedure before an emergency situation occurs With it your staff will be able to continue checking materials in and out of the library with no delay Server Down Circulation process 1 When you use the Server Down Circulation utility you normally perform the following steps e Warning Check the date and time set on the station Confirm that every station running SDC is set to the same date and time e Start and set up Server Down Circulation To start SDC click the desktop shortcut or click Start Library Solution Circulation Utilities Server Down Circulation e Check Out Items 2 When your server is restored or for any other reason that you have been using SDC to record transactions and are now ready to upload the transactions do the following All stations upload their transactions to the server using the Utilities menu Sync Transactions option The next step MUST be performed for the transactions to be posted to the database e When all stations have uploaded their transactions an Administrative user initiates the Finalize Transactions process which posts the transactions to the database Library Solution Circulation Appendix CIRC 285 Index Bibliographic page subtab 115 Bibliographic subtab 51 Branch Setup 81 Branch Statistics 140 Calendar Configuration 96 Cash Drawer Setup105 Charge
67. out by another borrower since the message was created the program Library Solution Circulation Appendix CIRC 214 Contents Index will ask Were you looking for this item because a system message requested it to fill a hold and you should answer by clicking the Yes button or simply type the y key You will then see a message like the following This item was checked out after it was selected for a hold The hold has been redirected to another branch or changed to a pending status with an OK button to clear the screen Or if the item is simply missing and no one else has checked it out you will be given the option of marking the item with a status of MS and the system will then either select another item to fill that hold or reset the hold s status to PE pending so that it will be in the queue for the next available copy If the requested item is the only one in the system that could have filled the hold and you have just marked it missing then the system will present you with some options for notifying the borrower If you check out an item with an HD status to a borrower other than the person who held the title an Arrived Hold Override form will display Select the original borrower from the list and click the Change Status to PE button The Hold Replacement form will display Select the System Selects Item fo Fill Hold option and click OK You will be advised to retrieve the second copy of the item and check it in This
68. override the due date and time 1 Select the Patron Transactions tab or press F2 Either before or after you enter information in the Patron field but before you search for the item title to be checked out click the Change Due Date button This is the Calendar button located to the right of the Check Out button 2 The Enter Override Password block window may appear depending on your Security Level setup in Security If the Override password opens it asks you to Enter password to override due date for next check out Type the password If no passwords have been set up in the Branch Setup simply press Enter If the override window does not appear go to step 3 below 3 The Please Choose a Date change due date window will be displayed e Date Type the override due date like this mmddyyyy For example for February 7 1998 type 02 07 1998 Do not type the slash characters Click OK or press Enter e Change due time optional To change the due time in addition to the date click the check box before Time Enter a time including am or pm upper or lowercase e Leave override date time turned on optional If you want the override due date to remain in effect for more than one check out click in the check box beside the message Leave on until turned off If you do not check this box the override due date will affect only the next checkout As soon as you have entered and saved the override due date you wi
69. period of days or hours or minutes will be due only on open days or hours or minutes The calendar affects overdue fines calculation according to the settings in the field Fines Calculated By in the Circulation rules 3 3 1 Weekly Calendar ai Weekly Calendar Defaults for This Branch Sunday Tuesday C Thursday C Saturday Day of the Week Use the Local Configuration Weekly Calendar setup Figure Sunday C Monday C Wednesday Friday 3 17 to define normal open and closed days and hours for a typical week If there are occasional days like holidays when the library will be closed or have different hours use the Daily Calendar setup to override the default weekly settings and enter exceptions Time library opens 2 00 PM Time library closes 6 00 PM FF The Next Day Save This Weekday IV Library is normally open on this day of the week To set up the Weekly Calendar 1 Select the Setup Calendar Configuration Weekly Calendar option cl 2 Select a day Select the option button beside the first day you n want to define or change Figure 3 17 The Weekly Calendar Defaults for This Branch window Library Solution Circulation 3 Setup Menu options CIRC 96 Contents Index 3 Library is normally open on this day of the week If the library is normally open on this day select the check box beside Library is normally open on this day of the week a check mark will be displ
70. pop up telling you what to do with the item This is followed by another box reminding you to notify the borrower that the hold has been cancelled Change a hold to PE pending status from AR arrived When you do this the item will become available for another borrower A new form will display asking you to enter a new priority for the hold The default will be 1 plus whatever the original priority may have been For example if the priority was 5 the new priority will be 6 You can enter only 1 through 10 in the edit box If you click Cancel here no change will be made to the hold If you click OK the hold will be changed to the PE status and the next borrower in the holds queue will be assigned the item A Relocate Item box will appear telling you where to send the item followed by a box telling you to notify the original borrower of the status change Library Solution Circulation Appendix CIRC 237 Contents Index To limit a hold 1 Follow the initial steps for placing a title or item on hold 2 When the title you want is displayed at the top of the Define Title Specifics window click the Branches or the Items tab on the lower portion of the screen Branch limiting To limit the hold to items circulated by a particular library click the Branches tab Then click the Toggle Branch button or double click on Limit to on the line where the desired library is listed This will change the Yes or
71. prompted to enter the Override password to complete activities which normally require a password such as waiving fines In operations which would normally require a password like overriding a block condition the system would simply ask the user to confirm the completion of the activity Do you really want to do this The user would simply ff Close choose Yes or No User will still be required to enter Supervisor password for EE those activities requiring that password such as Branch Setup CIRC_ADMIN CIRC ADMIN General Basic Functionality Menu Function Patron Screen Bibliographic Page Circulation Page Supervisor User has full supervisor level Suess 17 Can Search Names access to all functions and will not be prompted to enter any passwords to perform Top Patron View R pate ii controlled activities As with the Automatic Iv Name 7 Check in Patron Info Override level the system may sometimes Y Comment display a message asking the user to l firm the completion of the activity Do Patron Screen Tabs AS Son p y IV Can Save Title you really want to do this Choose Yes or JV Items Out l No IV Charges JV Can Delete Title IV Holds JV Can Print Title Slip Y Patron Edit Note Only users with Supervisor Security A IZ Can Lookup Title Holds IV Reserves Level can access the Patron Cfg and the IF Bookings Item Cfg buttons used in borrower or item searches The button
72. select the Repaired by Vendor check box and select a vendor from the drop down list You can add a repair note about an item as often as needed To add repair notes 1 On the Utilities menu select Item Repair History The View Repairs window Figure 5 5 displays Type an item keyword or ID number in the Lookup Item entry box and press enter or click Go Select an entry from the search results list and click OK On the View Repairs window click Add The Add New Repair window is displayed Figure 5 6 Enter the following information Date of Repair Today s date is entered by default Change if necessary Repaired by Patron Optional Search for and select a borrower Type a borrower last name and press enter or click Pick From the Patron Lookup by Name results set click the desired borrower name to highlight it and click OK Repaired by Vendor Optional Select a vendor from the drop down list Lookup Item blues y Eta Go Add ltem ID 30105100164244 Back In Service Result Commet RepaiCost PAI 01 31 2005 Fixed Minor tear on last page 5 00 Edit Delete Tal Close Figure 5 5 The View Repairs window Library Solution Circulation 5 Utilities Menu Options CIRC 135 Contents Index e Back in Service Today s date is entered by default Change if necessary e Result Select from the drop down list Fixed Replaced IAE Soe Temporarily Out of service
73. the list the previous next or the last code A description of the holdings code is displayed Library Solution Circulation 3 Setup Menu options CIRC 64 Contents Index 3 Press the Tab key to move to the rule field to be changed or click the field you want Make any necessary changes Refer to the field guidelines described below 4 Important Before you select another holdings code to view or edit save the changes you have made by selecting the Save Rules button 5 If you wish to copy the set of rules for the Patron Type checking out this Holdings Code to another Holdings Code select the Copy button Select the next Holdings Code and then select Paste Then select Save Rules 6 After you have finished making all changes select Done Circulation Rules fields e Holdings Code When TLC builds your library s initial Library Solution database your holdings codes are loaded into the initial Circulation Rules setup along with rules based on your specifications You may want to review the initial setup before you check out items to borrowers for the first time If you need to add new holdings codes use the Library Solution System Configuration Call TLC Library Solution Support for help e Due Date Intervals in Days Hours or Minutes Select the unit of time to be used in calculating the check out period renewal check out period and finable units e Check Out check box If an item with this holdings code can be c
74. the minimum setting is zero 0 e Hide Current Patron This setting controls the display of the Patron Name of the borrower who currently has the item checked out When checked the user name is displayed in the Current Information section under the Item Title Info F4 Circulation Page tab To change these settings 1 Log into Library Solution as an Administrator i e as the circ_admin user name or an equivalent logon 2 Click Setup Security Setup a Circulation Page 3 The Security Configuration screen will display Select the appropriate User Name from the drop down menu Number of Last Out Patrons to view 1 I Display Current Patron 4 Click the Circulation Page tab Figure 3 29 5 As appropriate for your library type a number from 0 3 in the Number of Last Out Patrons to view box If the setting is O zero this user will see no borrowers listed A setting of 3 three will display the last three borrowers that checked out this item 6 Click Post when the settings are displayed as desired or click Cancel to abandon the changes Figure 3 29 The Circulation Page subtab Library Solution Circulation 3 Setup Menu options CIRC 120 Contents Index 3 6 Outreach User PAC Setup The Outreach User PAC Setup option Figure 3 30 lets you set the address for the Outreach PAC Server To set or change the Outreach PAC Server address 1 Select Setup Outreach User PAC Setup 2 The Outreach User PAC S
75. through the Circulation holdings code so even if the item is already set to the proper holdings code as Owning holdings code you will still need to check the Circulating check box and click on the Save button 6 When complete send each copy to the appropriate branch es Rotating the Collection The rotation process is accomplished through a scheduled job on your database server If this job was not established by the TLC installer you will have to contact TLC Support to set up the job for your system You must decide when and how often this job should run You might want the job to run every night or only run weekly during the night Your choice should be based on the availability of staff to physically handle the items needing to move Library Solution Circulation Appendix CIRC 282 Contents Index The job examines all items which are associated with a GRID that are currently active they actually have a Circulating Holdingscode associated with them to see if the item has been in ts Circulating Holdingscode longer than the configured Collections Rotation period The items which are ready to be moved are recorded in the log file which is printed by running the report Rotating Collections Items to be moved Run this report the day after the job is scheduled Use this report to gather the items to be moved to another location and prepare them for transport Some items may appear on the report with notations of Item need
76. until you have finished scanning a whole collection unless it is a large one However be sure to offload scanner data run Collection Processing and print the Inventory Shelving Sequence Errors report every day during the inventory For example you might scan the first third of a medium sized collection on Monday and then download and run Collection Processing at the end of the day Then do the second third of the collection on Wednesday and the final third on Friday On Monday of the following week run Identify Missing Items entering the starting date of the previous Monday Library Solution Circulation 8 Circulation Utilities Programs CIRC 173 Contents Index WARNING You will have a problem if you run Identify Missing Items on a whole collection or call number range you have not completed scanning and running through Collection Processing MANY items would be marked missing which are not actually missing There is no recovery from this situation except to finish scanning all the items in that collection or call number range and then run Collection Processing and Identify Missing Items again Library Solution Circulation 8 Circulation Utilities Programs CIRC 174 Contents Index 8 3 2 Inventory Procedures 8 3 2 1 Step by Step Guide to the Inventory Process This section lists in a single sequence all the steps in the inventory process The steps include instructions for the running updates as well as running the repor
77. 3 Bl Please toggle circulated by branches to limit title hold to X Exit Figure 2 18 The Define Title Specifics window Branches tab Branches ltems CC ESTE Pompano Beac No Yes tee F Gr 30321900021 266 Walker ES No Yes Yes F Gri 3047 1100079000 Olsen MS x Please toggle items to limit specification to Toggle Item Figure 2 19 The Define Title Specifics window Items tab Library Solution Circulation 2 Main Circulation Tabs CIRC 27 Contents Index Fill Holds for Current Branch as Pickup Location A holdings code setting allows Circulation administrators to specify that holds to be picked up at a particular library should be filled by that library s copies in that holdings code before any holds placed for pickup at other libraries are filled with copies from that library This setting is available in the Library Solution System Configuration Setup Holdings Codes FillLocalHoldsFirst field To find details on the setup see the System Configuration Reference Manual The available settings for each holdings code are 0 zero meaning do not fill local holds first default setting or 1 one do fill local holds first If the option is turned on value 1 then Circulation makes a determination about any possible holds when an item is checked in e If Circulation finds that there are PE pending holds it determines the library of the active holdings code f
78. 3 Setup Menu options CIRC 75 Contents Index 3 1 6 Department Codes Select the Department Codes option to display the Department Codes window Figure 3 9 where you can define codes for academic departments such as English to be used when placing items on reserve You can set up as many departments as you need Define a code for the department and a free text description Note Reserves are materials set aside for a special use by a borrower usually an instructor in an academic library for example for required reading for a course Circulation staff can also use reserves to specify special shelving locations for example for New Books or seasonal displays such as Halloween Books Special checkout periods and overdue fines are usually assigned to the items A reserve is not the same as a hold The fields are displayed on the Reserves tab of the Patron Transactions tab when you place or view a reserve for a selected borrower e g a course instructor They are also used in reports In addition to Department Codes you should define Course Codes to be used along with the Department Codes To set up Department Codes 1 Select the Setup menu Types and Codes and then select Department Codes 2 To view a list of existing codes if any click the Add New Y Delete Dore down arrow to the right of the Department edit box Select a code to view its Description Department ENE X Description English Depar
79. 3 To add a code type the code in the Charge Type text box Press Tab or click in the Description text box and type a meaning for the code Then click the Add New button 4 When you have finished adding or editing click Done Library Solution Circulation 3 Setup Menu options CIRC 62 Contents Index 3 1 2 Patron Types Use the Patron Type setup option to display the Patron Type Setup window Figure 3 2 where you can define codes for the types of borrowers your library serves modify or delete setups for existing types and define the specific circulation rules checkout policies overdue fines etc for each Patron Type checking out each type of item defined by holdings codes To add or modify Patron Types e AE Codes and then Patron Types Patron Type Information Patron Type 2 To view existing Patron Type codes TT Outreach Services Patron select the down arrow beside Patron Informative Type To change the entries about an Description existing type select that type and then go F Message to step 5 below Check Out Blocks Overrides General Check Out Limit 0 FF Card Expiration Date i Hold Priority Po 3 To add a new Patron Type type the new Overdue Limit 7 F Grace Period days Max Holds Due no later than code in the Patron Type field If another D Mae E E Max Fine Balance Fine Limit 4 Date Time
80. 750 0 305631001656 LONGACRE TANYA 749 0 305631001999 a If you click Cancel here no change will be made to the hold If you click OK the hold will be changed to the PE status and the next borrower in the holds queue will be assigned the item A Relocate Item box will appear telling you where to send the item followed by a box telling you to notify the original borrower of the status change Print Shelf Cancel Hold Change Status to PE Close Figure 5 7 The Arrived Holds Shelf window Library Solution Circulation 5 Utilities Menu Options CIRC 138 Contents Index To sort items in the Arrived Holds Shelf list 1 The default sorting of items in the list is descending order by number of Days on Shelf Users can reorder the list by clicking another column heading Click once for ascending order and click again for descending order For example to see the list arranged alphabetically by title click the Titles column once 2 To exit the list click the Close button To Print the Arrived Holds shelf list Click the Print Shelf button after selecting the desired sort by column heading Library Solution Circulation 5 Utilities Menu Options CIRC 139 Contents Index 5 6 Branch Statistics Use the Utilities Branch Statistics option to display the Branch Statistics window Figure 5 8 where you can view current statistics for your branch on e Number of Arrived Holds e Number of Items Ch
81. CIRC 130 Contents Index to this is that during the time the items are between locations they will still appear in the PAC as available so there could be some borrower confusion if the items are not delivered quickly to the new location The following table is an example of moving several groups of items in tandem through multiple locations Location Name Jan 1 2004 April 1 2004 1 Main Library 55 35 2 Small library 60 55 3 Green Memorial 35 60 All of the items locations are defined by circulating holdings codes with the short description of TRAV e On the first Monday of every quarter each library gathers up all of the materials on its TRAV shelf and places them in boxes for transport Note Items that are currently not in available status will have their circulating holdings code changed When they are eventually checked in the operator will be directed to send them on to the appropriate location e Then the operator changes the circulating holdings code of all of the items in the TRAV collection at that location Use the instructions below TIP To facilitate proper handling of the materials in this rotating collection the ENTIRE contents of the TRAV collection shelves should be removed before the Batch Transfer and more importantly BEFORE items from another location are shelved on those shelves Otherwise you will not know which items will need to be moved to the next location Library Solution Ci
82. CIRC 256 Contents Index 3 After a borrower has been found or if you have entered a new borrower information about the borrower appears on the upper part of the window The blinking cursor will wait at the Enter Item text box ready for you to check out an item You could also select one of the Patron Transactions subtabs to perform some other activity or edit the Patron Record Note If you do not take any action within one minute the cursor moves to the Patron entry box After one more minute of inactivity the borrower will be cleared from the display This time out ensures that you do not check out an item to the wrong borrower To enter or edit a patron address 1 Select the Patron Transactions tab or press F2 Search for the patron 2 Select the Patron Record tab and then select the Address tab 3 Enter or edit any desired information City State Zip Use the speed fill button beside City or Zip to make entering City State ZIP and optionally County information faster and more accurate Type part of the city name or ALL of the postal code ZIP and then press Enter or click the speed fill button A pop up City Wizard window appears showing the other related fields If your city has already been entered simply press Enter again to fill in all the address fields in the borrower s record at once If your library has set up a Patron Field named County the county information in this borrower s record will
83. Check Out Slips date due slips When this is selected checkout slips are printed when items are checked out If you selected Continuous Feed for the Printer Type and you want to print a separate slip for each checked out item also select the Separate Check Out Slips check box The separate slip option is not available when Single Sheet is selected this setting automatically prints a separate sheet for each checked out item Payment Receipts To print a receipt automatically for any payment received select this check box Please note that even if this option is turned off you can still print a receipt or multiple receipts on demand To do this use the Receipt button on the Charges tab Patron Inquiry Slips If you want to allow Circulation staff to print information about a selected borrower i e a Patron Info Slip select this check box so a check mark appears To print a Patron Info Slip staff will search for the borrower on the F2 tab select the Patron Record Basic Info tab and then click the Print Patron Info button Holds Slips When this is selected a slip is printed automatically when you check in an item that is on hold The slip includes information about an arrived hold including borrower name and phone number 5 Number of line feeds after a slip Enter the number of blank lines you want the printer to feed after printing each slip The default is 4 lines 6 To set up the slips printer s auto cutter escape sequence
84. Circulation Contents CIRC Vviii Contents Index Department Codes T tup Department Codes o 228 Fines T Iculate fin fore checkin a aoaaa i ae a ed 229 To change the Overdue Fine amnesty period a o a a a e 229 To view and handle Charges lt lt lt lt 2 ee 230 Holds To place hold request for title or item 0 232 To access the Holds Queue e 233 E it delete or cancel holds via Patron Transactions tab 234 To view and work with Holds Shelf items 235 TENIS aa AA A ic AAA e AE ek 236 T rt items in the Arrived Hol A IA 237 Item Fields hr tup tem Fields e iia aan ee RR A A e 238 ES AN IRIS so s co pori A he eg A A AA 239 Item Title Records To access item title records on ltem Title Information tab 240 To search for an item or title o e e o 240 Notices T nerate over noti Pe ose es E se a a a 243 To run and print noti OU o e m ey oe wt AI A wR ee koho 244 Outreach Fields I t start in treach Servi in Circulation suo e a 246 To Start Outreach Manager ios cds ss RR 246 Library Solution Circulation Contents CIRC ix T t teach Fields oi sack os a e ow E A 247 To Change a Displayed Field to a Different Selection 0 248 Outreach PAC Server To Set
85. Collections you decide the items to be included the sequence and timing of the library rotation how many times the item travels through the rotation and the number of days that an item will stay in the indicated Circulating Collection Enter the number of days that any combination of should stay in the Circulating collection indicated For more information on Rotating Collections click here Deletion of NR and RH items Enter the number of days an item with NR Not Rotating or RH Returning Home status should remain on the daily rotating collection report before being deleted e Repair HoldingsCode This setting is concerned with designating a preferred holdings code where Miscellaneous Settings repairs will be sent this becomes Fiscal Month Collection Rotation 365 days the Circulating holdings code for items checked in with the Special Fiscal Day 1 Deletion of NR and RH items 60 days Status of Damaged If a repair Host Branch Por Repair HoldingsCode BUTBFI s library has been selected when an item is checked in via the Resp Party Block Rule fai Blocked Circulation F3 tab and the Special Status of Damaged is selected Apply Long Overdue Blocks the process will remind the for ltems Circulated at ALL Locations Circulation operator to move the C ONLY for Items Circulated by This Location item to the repair library After installation a Circulation library adminis
86. Contents Index Arrived Holds Shelf The titles listed below ordered by Days on Shelf are on the holds shelf at this branch To remove or reassign an item select it by clicking on the title and then choose the appropriate button at the bottom of the screen Arabic J R Smart The lovely bones a novel Illinois Dana Fuller Ross Sammy dog detective by C MURDER COMES FIRST D The poisonwood Bible ano Transforming the difficult child GED basics 2002 updated f Travels with Charley sound r Start your own at home child Pillsbury one dish meals coo Marijuana Elizabeth Schleic Blood of victory a novel Ala jones joe test 749 Days on Shelf PE Hole BEL CANTO ANN PATCHE Warrior politics why leaders My father s dragon story by Along way from Chicago an 301051010261 LAMPHERE GENEVA M 818 0 301651006232 GRELLE BRUCE 804 0 301050000911 LANG LISA ANNE ee 0 301651000917 HESS LESLEY WV 776 0 301051007662 BURNHAM CHARITY A 769 0 301051005584 BBL DURHAM 769 0 301051009517 PUSTEJOYSKY CYNT 761 0 301051005982 PUSTEJOVSKY CYNT 754 0 301051007843 SIMONDS MARY LOW 753 1 301051008987 ANDERSON KELLY E 752 13 301051010109 MALM YONNIE M 752 16 301051007787 SOLINSKY JUDITH M 752 0 301050001130 PUSTEJOYSKY CYNT 752 0 301050004063 ANTONOWICH MELIS 752 2 301051007917 SWERINGEN DAVID L
87. Database WHIRLWIND User Name silver Password I Cancel Figure 5 1 The Database Login window Library Solution Circulation 5 Utilities Menu Options CIRC 127 Contents Index 5 2 Item Transfers Use the Item Transfers option to reach the Item Reassignment window Figure 5 2 where you can transfer items to another location for circulation 5 2 1 Single Reassignment The Single Reassignment subtab Figure 5 2 is used to transfer single items to another location for circulation when you do not wish to change the ownership of the item To transfer items 1k Select Utilities Item Transfers to display the Item Reassignment window On the Single Assignment tab select an option in the Reassign specified items to area Owning library collection to transfer items back to the original location Specified library to transfer items to a selected library Specified branch collection to transfer items to a specified library and collection In the New Location area click the down arrow to select a library and a collection if relevant Note You cannot use this utility to place items on reserve Specify item In the edit box in the center of the window scan the barcode number of an item to be transferred Item Reassignment Single Reassignment Batch Reassignment Reassign specified items to C owning branch collection Branch Default Coll sp
88. F3 tabs If there are multiple items for this title select it in the Title Lookup window to display a window listing Items Associated with Title This window includes Item ID barcode number Call Number Circ Coll holdings code for circulating library collection volume and copy numbers and Item Status Select the item of interest 4 Continue with the current transaction Library Solution Circulation Appendix CIRC 244 Contents Index Notices Printed Overdue Notices require two steps 1 Generate Overdues and 2 Run an overdue notices report There are several formats available If your system is configured to deliver some overdue notices by e mail or by telephone you should still plan to run an overdue notice report because some borrowers may not have e mail addresses or phone numbers To generate overdue notice data 1 Go to the Windows Start menu and select Library Solution Circulation Utilities Generate Overdues On the Database Login window type the password Click OK or press Enter On the L S Compile Overdue Notice Data window select the library or select the Process All Locations checkbox to generate overdues for all libraries To see the library list click the down arrow in the Branch text box If necessary modify the Message to Patron to be printed on the notices Note The message size is limited to 250 characters To begin compiling notice data click the Start button
89. Field Name is displayed view the codes if any for that field in the Value and Description fields on the lower part of the window Use the lower toolbar to find the First Prior Next or Last codes for the selected field 3 To insert a new field select the New Code button In the Define New Patron User Field box shown below enter a Field Name Suggestion Enter name in all UPPER CASE since case affects the sorting of names in the saved list To determine the type of entries allowed for this field and how the information can be used select appropriate check boxes for Coded Strict or Statistics If you make any changes in the field name or type of coding select the Post check mark button on the upper toolbar Note You can enter up to 250 characters for each field name and code but for easier viewing a lower number is recommended 4 To insert a code for a selected field select the Insert button on the lower toolbar To delete a code select Delete 5 If you add a code or make any change or deletion select the Post button on the lower toolbar Note The system will not allow you to delete a field or code if any borrower record currently includes the field or code Library Solution Circulation Appendix CIRC 255 Contents Index Patron Records To access a patron record 1 Select the Patron Transactions tab or press the F2 key The cursor waits in the Patron text box 2 To search for a borrower do one
90. Item on Reserve xj Department RND y Course fini y Exp Date fi O 9 2003 Title Item ID Call Number Copy Volume Branch E Collection Ke A Add X Cancel Figure 2 30 The Place Item on Reserve window ai Edit Reserve Information x Department NN v Course 1101 T Exp Date fi 0z 9 2003 X Cancel Figure 2 31 The Edit Reserve Information window Library Solution Circulation 2 Main Circulation Tabs CIRC 40 Contents Index 2 2 Check In In House Use Tab F3 The Check In In House Use Tab Figure 2 32 is used to Check in items that were checked out and have now been returned to the library Check in new items to make them fully available to borrowers When new titles or items are added in either Cataloging or Circulation the system automatically assigns a modified Item Status of T In Processing When you run new items through Check In this clears the T status so the items will be displayed as available in the PAC If an item should be circulated by another library a check in message will remind you to move it Determine the current item status or library status of an BEE item If the item happens to have a T item status a Setup Messaging tities Reserves Tools Help Relocate Item message will alert you to move items to Patron Transactions F2 Check In In House Use F3 tem Title Info FA another library If an item is
91. LL Locations can use the Windows Alt Tab key combination to return to another Blanch application to continue working if you wish al 7 After the data has been compiled the wait message disappears To exit C Holdings Code Generate Overdues select the Cancel button 8 Run and print notices Now you will need to run the notices and then print at z cal El them To do this go to the Start menu and select Library Solution L S Reports Effective Date 12 18 2003 y Caution Run and print notices as soon as you have generated the notice Message to Patron data If you should happen to compile the notice data again before printing A A A the notices that were compiled the previous time the first batch of notices would be lost Each time you compile the count of the number of notices in El Stat X Cancel each item record is incremented Figure 8 1 The L S Compile Overdue Notice Data window Library Solution Circulation 8 Circulation Utilities Programs CIRC 156 Contents Index 8 2 L S Circulation Server Down NOTE A major change has been made to the Server Down program for Circulation v3 3 Click here or go to p 281 for more information If the LibrarysSolution data server is not operational you can the use the Server Down Circulation SDC program to continue Circulation check out and check in activities You can also use this utility to process In House Use The Server Down Circulation utility
92. Library Solution Circulation Appendix CIRC 277 Contents Index Uncataloged Collection Codes Use the Uncataloged Collections command to establish codes for any groups of items you wish to check out for statistics only For example many libraries have paperback collections that are not cataloged or barcoded It is not necessary to add the Circulation rules or configure displays in the System Configuration since Uncataloged Collections codes are not real holdings codes To set up Uncataloged Collection codes 1 Select Setup from the menu bar at upper left of the Circulation window Select Types and Codes and then Uncataloged Collections The Uncataloged Collections setup window appears The name of the current library is displayed that is the library currently selected in Setup Local Configuration Station Options 2 Type a new collection code up to 20 characters The Add New button becomes available Tab to the Description field and type a description 3 To save a new code click Add New If you are modifying an existing code s description click Save Library Solution Circulation Appendix CIRC 278 Contents Index Vendors To link an item to or remove link from a Vendor 1 On the Item Title Info tab F4 search for and select a title and then select an item in the Item ID drop down list 2 Select the Vendor tab Select the Link To Vendor button 3 In the Search for Vendor window shown below sear
93. M RR a ce ay et wh ee 202 APDO o y s saor eee Rw oe wb ee we ee we ww ee ROA 205 1 0 Quick Reference 0 0 0 a ee ee 205 Authority Control T thorit ntrol to uncontroll Wae IN 205 Blocks To overri n Enter Override Password block and allow the transaction 206 To exit the Enter Override Password block and deny the transaction 206 To review or remove block conditions 206 Library Solution Circulation Contents CIRC Vvii Contents Index Branch Setup T mplete the Branch Setup 000 eee ee ee eee 207 Calendar To set up the Dail Pee 6 cde ee ok oe ee a A a i a E Ra A r id 208 L t up the Weekl enda s ori Aa A G a 209 Cash Drawer E nfigure th ME AENA 210 Charge Types E tup new Charge Types en wae ee a ae we ww 211 Check In Items TEPIC ss Sa iaa a a E A AAC we ee Se aj es a 212 To override checkin date time e 217 To suppress checkin Messages e 217 Check Out To check out items t OWE ua a a A me es 219 To check out multiple uncatal MO ci ara na a e A Se es ee 220 To override the due date and time eee 221 To inquir ta check 1 A IA 223 Circulation Rules T t r modify Circulation Rules ce co a a we ed 224 Course Codes ii t rse Codes o o ow aa poea ey ee hs Se a O 225 Delete Records To delete item or title record a o aoao a a 226 Library Solution
94. MS Do not change this unless requested by UMS The edit box is disabled to ensure accidental changes are not made The Unlock button to the right can be clicked to enable the edit box Patron Unique ID The information selected for this ID will be Unique Management System s borrower reference when communicating with the library about a borrower account The options are None Alternate ID PIN and Patron Field If for example you choose the PIN option any references from Unique Management System concerning a borrower would use the Patron s PIN number to identify the borrower to you Your library should determine which option is best for local practices Select the option button associated with your library s choice of where it stores the borrower s unique identification number The option buttons correspond to the field where the value is stored If the value is in a Patron Field the drop down list to the right of this option button is enabled and you should select the appropriate Patron Field Note If None is selected the only identifier sent to the collection agency is the internal system generated number this is always included in communications sent to the collection agency which is not searchable in Library Solution Circulation Library Solution Circulation 3 Setup Menu options CIRC 117 Contents Index Collection Parameters Includes the configurable parameters for the module Past Due Period contains the nu
95. Mail Editable y PIN Editable y Gender Editable y Responsible Party Editable bi Address Editable y Patron Stats Editable y User Fields Editable y Loan History Editable y Figure 3 26 The Patron Screen subtab Misc Info Viewable X Outreach Editable E Library Solution Circulation 3 Setup Menu options CIRC 114 Contents Index 3 5 5 Bibliographic Page Subtab The Bibliographic Page subtab Figure 3 27 shows all of the fields in the Bibliographic tab of the Item Information display on the F4 Item Title Information tab This tab displays all holdings and item specific information For each field you can select Disallowed user can view but not edit field or Editable user can view and edit the field Editable is selected by default The check boxes beside Save and Delete on the right of the tab control whether or not the equivalent buttons on the F4 tab are available allowing the user to save or delete item information The Collections section contains check boxes to allow Circulation staff to change the collection code for an item to or from owning or circulating without having the ability to change the Branch of the item CIRC_ADMIN 4 UserName Mia General Basic Functionality Menu Function Patron Screen Bibliographic Page Circulation Page Item ID Editable he Polechane Call Prefix Je dit able y Y Edit Owning Branch
96. NS o oe a bse E o aaie Ss ee ae ee E ee aoa aal Ena 127 D1 Relg see sourne al ATA RI we ee ee a O 127 S2 hem TESTS lt o bebe Se eee e A ALE RE be an 128 2 1 Single R ONE e e a a oa o Oe Oe de a a ae 128 5 2 2 Batch Reassigament gt lt csao 400000 ee we ew ee 130 Poa Recall Iems ss ozu A ERA AA 133 DA ltem Repair History ss e cco eg a ee Ye ea e ee a a e Ge ge a a 135 g Hos SHE e s e cea AAA AENA 137 Library Solution Circulation Contents CIRC v a Statistics AE AE he ew 140 5 7 Loan Payment History Purge lt a a RR Oe 141 8 Lost Items Char ca bd AA ERAN AAN 143 D9 Check WOut Notes oc ek dee eee AA 144 10 Reset Formi oe Oe da oe ale Role a Oo lesa Ee eee a 145 5 11 Delete Patron Records sue ee ee fe ewe ee a 146 Reserves Tools Men WN Ea ica a ia SS a ia A A A AN 149 Vi ee ica a e Se ee ew oe 149 2 Remove Reserve ltemSs ee ge ee a RAR ARA e 151 HET Menu Options 6 kw a A BO ee EE Ow ew 153 EUA o a a e e BI Fe i Sew ed ee A Se es ee Oe ae amp Oe wee Be ee 153 PP goeg popp SE HS Gi Sw Be Bares amp Le Oe ew Bae ee Cee 154 irculation Utilities Programs lt lt gn eee e Rew SR kee CRO ORR RE OE Re ee 155 1 L S Circulation Generate Overdues lt rora 155 2 LS Circua on Server DOWN s ee Rh ee ew eee we A 157 de LIMITARON o s s o sosa RC a cs ew a e eh 158 de da a Y A Be A acne Gk tae EA 158 o2 12 UNOS o eye Re a IA Bw a ds 159
97. Permanently Out of service Date of Repair 01 31 2005 e Comment Enter an optional free text comment Suggestion Iv Fonaired by Paton 208382178 A aa if mention name of the repairing vendor or borrower here so this optional z can be viewed in the future in the View Repairs window V Repaired by Vendor Acme Subscriptions bs e Repair Cost Enter an amount if any gires Back In Service jor 3142005 5 To save click OK adi Fed E To Edit or Delete repair notes Comment 1 On the Utilities menu select Item Repair History The View Repar Cost Hu Repairs window displays 2 Click the entry that you wish to edit or delete and then click the Edit Y OK X Cancel or Delete button as appropriate A Supervisor Override password may be required Figure 5 6 The Add New Repair window 3 An Are you sure you want to do this message will ask you to confirm that you want to delete or edit the selected item Click Yes if you wish to proceed 4 If you are e Editing the entry the Add New Repair window will display the selected entry ready for editing of any fields Click OK when done e Deleting the entry you will be asked to confirm again that you wish to delete the item Click Yes if you wish to proceed Library Solution Circulation 5 Utilities Menu Options CIRC 136 Contents Index 5 5 Holds Shelf Use the Holds Shelf utility to manage the arrived holds shelf View a list of arrived holds
98. RAV is the code for the rotating collection Once these details are defined in Library Circulation the circulation record of each item to be included in the rotating collection must be edited to reflect those settings Then the items are distributed to the appropriate branch es to begin circulating Once the collection has begun rotation an on demand report can be regularly generated listing the items that need to be gathered and rotated to other libraries You can determine how often this needs to be done based on your staffing needs and volume of circulation Library Solution Circulation Appendix CIRC 280 Contents Index Rotating Items The Rotating Collections function of LibraryeCirculation allows you to organize the process of circulating shared items throughout your library libraries Before you set up Rotating Items you need to decide e Which libraries will be grouped together for item rotation GRIDS e The library rotation sequence ROUTE within the grid e How many grids you will use and a naming convention for the grids e The number of days that each item will remain at each library Rotating Collections Period e The items that you wish to rotate e Be sure that EVERY library in a grid has a collection whose short description matches a short description in all other libraries in the grid To Create Rotating Items 1 Create the following Item Fields in Circulation GRID The grid is the set of libraries th
99. Setup Menu options CIRC 88 Contents Index If this option is turned on when Circulation staff add a new borrower or change a borrower s barcode Patron ID a message box appears asking Charge New Card Fee Staff can select Yes or No If Yes is selected the set fee is added to the borrower s Charges tab total e Long Overdues Days Use the check box and the entry box beside it to set up a borrower block message To turn on this feature click the check box on the left so a check mark appears and then type a number in the box on the right This is the number of days an item must be overdue before it is considered to be Long Overdue and will thus produce the borrower block The block will be displayed in the Blocks area of the F2 Patron Transactions tab if the currently selected borrower has an item overdue for the designated number of days The overdue item must be owned or circulated by the local library that is the library currently selected in the Local Configuration Station Options of Setup If this check box is NOT checked the check boxes and entry boxes in the Automated Processes area below it will not be available e Long Overdue to Lost Days Use this option in the Automated Processes area of the tab if you want a long overdue item to be assigned a Lost Status automatically Click the check box to the left of the field to insert a check mark In the text box to the right type the additional number of days after an it
100. Shift or Ctrl key and press the Detete button WARNING Be certain that all messages being deleted have actually been handled There is no Undo function after messages are deleted Setup Messaging Utilities Reserves Tools Help Figure 2 47 Upper portion of Patron Transactions F2 Check In In House Use F3 Item Title Info F4 5c Patron Transactions tab showing Messages icon in upper Patron Cie Read Comment right Name JONES CHRISTOPHER Account Balance 1 98 5 Patron ID 30002000107915 Items Out 2 Stats only ems Overdue Type P tems Overdue 1 BB Enter Iter Bie Check Out En Library Solution Circulation 2 Main Circulation Tabs CIRC 58 Contents Index Messages 02 27 2003 1 53PM Please retrieve this item fromthe shelf and che item 3010510013882 03 06 2003 4 20PM Please Transfer This Item tem The Christmas tre 0317 2003 12 40 PM Please Transfer This ltem tem hyn test 2 2003 0347 2003 12 41 PM Please move this item to the Hold shelf to satisf tem 3010510025333t 10 07 2004 10 02 AM Please Transfer This tem tem The white cat an 01 27 2005 1 53PM Please retrieve this item from the shelf and che item 3010510073814 Y pas Figure 2 48 The Messages window Library Solution Circulation 2 Main Circulation Tabs CIRC 59 Contents Index Library Solution Circulation 2 Main Circulation Tabs CIRC 60 Contents Inde
101. Transactions tab or press the F2 key Access the borrower When the borrower s information is displayed click the Items Out tab Usually the tab is already open 2 Select the item you wish to renew You can renew more than one item at the same time if the items are above or below each other on the list To renew multiple items drag the mouse down the list to highlight the ones you want If there is a rental fee associated with an item aA message asking if you wish to charge the rental fee will now be asked during renewal The Rental Charge Renewal fields must be set by administrators in the System Configuration Holdings Code Setup Then click the Renew button on the lower part of the Items Out tab 3 Special conditions Any of the following item or borrower conditions may affect a renewal Take appropriate action if necessary Overdue items If you attempt to renew an overdue item that will have an overdue fine charged a message window will appear giving you the option to continue with the renewal or to cancel the renewal Items on hold If you attempt to renew an item that is on hold for another borrower a message window will appear There are holds on this item You can allow the renewal by entering the supervisor password Follow the instructions in the message window Blocks If there are blocks on this borrower a block message may appear in a window labeled Enter Override Password Type the password and click Try
102. a specific Patron Type checking out any kind of item Normal checkout periods apply except that items will be due no later than the specified date Override Grace Period Use this field to set a specific grace period for a particular Patron Type checking out a specific Holdings Code To use an override grace period activate the field by selecting the check box The override grace period uses the same finable units as specified in Fine for every finable unit described above In contrast the grace period setups in Patron Type and in Branch Setup are in days only Comparison note Grace Period in the Patron Type setup allows a grace period in days specific to the Patron Type with no consideration of the type of item checked out There is also a default Grace Period also in days in the Branch Setup The system uses this if no grace periods are set up in the Circulation Rules or in the Patron Type setup Library Solution Circulation 3 Setup Menu options CIRC 68 Contents Index 3 1 3 Patron Fields Select the Patron Fields option to display the Patron Fields Codes and Descriptions window Figure 3 3 where you can define special information fields to be entered in Patron Records You can set up as many fields as necessary Define field names type of data to be entered in the field whether codes or free text and whether or not the data is to be used in statistical reports The fields are displayed in the Patron Record tab Pa
103. actions Library Solution Circulation 8 Circulation Utilities Programs CIRC 165 Contents Index 8 2 4 SDC Log and Error Files During the time that Server Down Circulation is used certain files are created to capture those transactions and related information When normal Circulation functionality is restored the transaction information contained in those files must be recovered and inserted in the Circulation database Here are some important details about the Server Down Log Error and Transaction files The files are normally found in C Program Files The Library Corporation Library SolutioniCirc SDC Log and Error Files e Sync Transactions and Finalize Transactions each generate a log file SYNC LOG FINALIZE LOG and an error log file when they are executed These files are saved in the same location as noted above e If errors are reported in the log you should view the appropriate error log SYNC ERR FINALIZE ERR Library Solution Circulation 8 Circulation Utilities Programs CIRC 166 Contents Index 8 2 5 Description of SDC Transaction File TRANSACTIONS DBF The Server Down Circulation transactions are saved into a text file named TRANSACTIONS DBF Here is a field description of this text file fields left to right The first group of characters between 17 and 20 characters contains date and time of transaction the character X followed by a transaction type code see below and branch number
104. aging Utilities Reserves Tools Help Patron Transactions F2 Check In In House Use F3 Item Title Into F4 _ 5c Patron Cig Read Comment Name Bicking David Account Balance 0 00 Blocks Patron ID 4321 Items Out 2 Stats only Type A Items Overdue 1 aa Enter Item Items Out Charges Holds Patron Record Reserves 30563000005950 ing a biography David Levering Lewis 30105100829218 Big babies Jacqueline McQuade 4 19 2004 Inquire Renew Recall Item Calculate Fine Refresh List Figure 2 5 The Patron Transactions tab for a selected patron Library Solution Circulation 2 Main Circulation Tabs CIRC 16 Contents Index The top section of the window contains the following features e Patron Entry box for Patron Name or ID number e Patron Search button Configuration option button only available to administrator users Click to reach Patron Search window Figure 2 6 where you can set the search order for text entered in the Patron box above e Read button Click to launch search for borrower You can also press Enter e Comment Displays contents of Comment field on Patron Record Basic Information tab Name Name of borrower in current record Patron Search Search Order Entered text will be matched according to the followina order v Patron ID v Alternate ID M Search Name Name is always searched lastand when nothing else is found
105. also be updated when the record is saved If this city has not yet been added to the wizard list click the Add New button in the City Wizard window and click OK Address Correction Requested If you want to be alerted to check the address of this borrower select this check box This will cause a message in blue Address to be displayed prominently on the F2 tab any time you search for this borrower The message will remind staff to update the borrower s address and other contact information Library Solution Circulation Appendix CIRC 257 Contents Index Organization A borrower record can be linked to an organization or any kind of name or label you want to be printed on notices labels letters etc When a borrower is linked to an organization the organization name is printed between the borrower s name and the first street line of the name and address block on notices labels letters etc Click the speed fill button to the right of Organization to look up and select an organization for this borrower record or to add a new organization to the list To remove the link between a borrower and an organization select the remove organization button Copy Address Use this button Figure A 1 lower left of the Address tab to copy the address from one borrower s record to another Click the button to display the Copy Address window Figure A 1 After making changes click the Save button in this dialog 4 To
106. an accept payment or waive payment on total charges due either at this library or for any library depending on the configuration In the Amount to Enter or Amount to Waive field type the amount type the decimal if the amount is not a whole dollar cents if any dollar sign not necessary for example 5 25 Then click the Balloon Pay Waive button If you are waiving enter the password if requested Tip If you want to waive part or all of a fee be sure to reduce the total in the Amount to Tender box by that amount 3 Payment or waive a single charge Select a charge from the All Charges list on the left On the right detailed information will appear for the selected highlighted charge You can change or Library Solution Circulation Appendix CIRC 232 Contents Index add the Comment or change the Charge Type code for a selected charge To save select Update To accept payment or waive payment on a single charge drag the mouse from right to left or double click in either the Tender or Waive field Enter the amount to be paid or waived Then select Individual Pay Waive If you are waiving enter the password if requested 4 New Charge To add a new charge to the borrower s account select the New Charge button Library Solution Circulation Appendix CIRC 233 Contents Index Holds To place hold request for title or item 1 Select the Patron Transactions tab or press the F2 key Access the borrower When t
107. an also search by title Click the Check In button or press Enter To suppress checkin messages Ta 2 Select the Check In In House Use tab or press the F3 key For Mode select Check In or In House Use If you wish to suppress check in messages select the check box beside Suppress Messages The Suppressed Messages check boxes appear Select the check box beside one or more choices Fines or Already In Your selections remain in effect on future checkins until you clear a check box or clear the overall Suppress Messages check box Begin to check in items In the Item text box scan the barcode number or type the number You can also search by title Click the Check In button or press Enter Library Solution Circulation Appendix CIRC 219 Contents Index These types of messages can be suppressed e Fines Notification that an overdue fine was charged to the borrower e Already In Item was already checked in and should be shelved in this library The following types of check in messages cannot be suppressed e Relocate Item messages Item is an arrived hold or has a T Item Status in transit and needs to be transferred to another library e Recall messages If items have been recalled the recall message will be displayed when the items are checked in e Item was previously lost If an item with a lost Item Status happens to be checked in a message will alert you of the previous lost stat
108. an be assigned to the items when they are placed on reserve by specifying a different holdings code Holdings codes also determine location displays in the PAC and shelving location messages in Circulation when reserve items are checked in Items Out Charges Holds Patron Record L RND 101 expires 10 9 2003 F The King and Book and lyrics by Oscar Hammerstein 2nd music by Richard Rodgers Be The following function buttons are available L B ltem 30165000383377 on the shelf for collection Oroville Branch ANF Copy 1 Place Click this button to open the Place Item on Reserve window Figure 2 30 where you can select a Department Course and Expiration Date and search for items to place on reseve Remove Click this button to remove the highlighted items from the group of reserve items Edit Select this button to display the Edit Reserve Information window Figure 2 31 where you can select an existing reserve and modify the Department Course and Expiration Date Place Remove Edit View All View All Click this button to view all reserves Figure 2 29 The Patron Transactions Reserves subtab Library Solution Circulation 2 Main Circulation Tabs CIRC 39 Contents Index Note Department and Course choices must be setup in Setup Types and Codes Department Codes OR Course Codes See section 6 0 Reserves Tools Menu for an overview of reserves procedures ai Place
109. another collection return to the Library Solution Inventory program Under the Collection Processing tab click on Select Upload File The Open window will display a list of files and programs and you should see the old inventory files you worked with earlier You may delete these To delete a file highlight the file click the right mouse button and click Delete Repeat for each file you wish to remove You only need to retain inventory files inv while you are running inventory for that collection You do not need to keep them after the whole collection is complete After removing the old inventory files optional you can go to the Delete Old Tasks tab Tasks are temporary files that are built to facilitate the inventory process Once you have finished inventory of a particular library and collection you should delete the task records This is NOT the same as deleting inventory data files described in step 23 Library Solution Circulation 8 Circulation Utilities Programs CIRC 178 Contents Index On the Delete Old Tasks window the date window for deleting old tasks on or before defaults to the current date Enter a different date in the past if you wish Note that this process will ONLY delete the inventory task records for the library location where you just ran the inventory process that is the library set for this station in Circulation Setup Local Configuration Station Options 25 Repeat Steps 1 24 for each
110. ansactions Library Solution Circulation Appendix CIRC 283 Contents Index In Circulation version 3 3 the Server Down Circ Recovery utility has been eliminated The Server Down Circulation interface now contains menu options to perform the uploading and posting of transactions generated during the use of the Server Down Circulation This change means that you must use the Library Solution client installation disc to load the SDC utility on your bookmobile or other remote processing computers If your remote computer s can not be connected to the network for processing transactions directly you will need to read the instructions for transferring data to a networked computer in the Bookmobile instructions below The SDC transactions are saved to a database file named TRANSACTIONS DBF on the hard drive of the workstation you are using for SDC in the same folder as the SDC program See above When you post the SDC data to your database two log files are produced these files can be found in the folder where the SDC program is stored Bookmobile Operations in Circulation v3 3 Bookmobile stops checkouts will be identified by the logged in user name in the database When the bookmobile is unable to keep its published schedule for any reason it may be necessary to adjust the due dates on all items still checked out from the bookmobile for the stops that were affected by the interruption of the schedule The program BMDateChg exe that is
111. any changes in the field name or type of coding select the Post check mark button on the upper toolbar Note You can enter up to 250 characters for each field name and code but for easier viewing a lower number is recommended Since capitalization matters for sorting field names should be entered consistently i e either all capitals or all mixed case 4 To insert a code for a selected field select the Insert button on the lower toolbar To delete a code select Delete 5 If you add a code or make any change or deletion select the Post button on the lower toolbar Library Solution Circulation Appendix CIRC 240 Contents Index Note The system will not allow you to delete a field or code if any item currently includes the field and a code To view or enter Item Field data 1 On the Item Title Info tab F4 search for and select a title and then select an item in the Item ID drop down list 2 Select the Item Fields tab If any Item Fields have been set up the fields are listed under Field on the left If codes or data have been entered for a field for this item this will be displayed in the Value column 3 To enter data select a field Then click in the Value area If codes have been defined for this field a drop down list will appear Select a value Library Solution Circulation Appendix CIRC 241 Contents Index Item Title Records To access item title records on Item Title Information tab
112. are listed in the Title Lookup window The window lists the title the Circ Coll code holdings code for circulating or owning Branch and Collection and the Material Type book projected media etc If more that one copy of the title is found in different collections or if the title is found in more than one library MULTI is displayed Library Solution Circulation Appendix CIRC 243 Contents Index Title search results will display the actual holdings code instead of MULTI whenever there are multiple copies all in the same holdings code If the title is bound with another BOUND appears No items at Local Branch The Title Lookup results display all titles that match the search but ifthe Local Titles Only option is selected in Local Configuration Station Options and the local library does not own or circulate any of the items NO ITEMS appears Select a title from the list or scroll down or up the list to locate other similar titles No matching titles found If the title you want is not listed in the Title Lookup window you can add a new title from this window by clicking the New Title button You can add a new item to an existing title by clicking the New Item button Only one item found If there is only one item copy or volume for a selected title the title information is displayed immediately or the current transaction such as checkout is completed Multiple items found in searches on F2 and
113. are the codes if any set up for that field gt nr Insert Delete Post When you open the setup window the IN first Item Field is displayed by default gt 300WY 300 W long life To view other Field Names use the first four buttons on the upper toolbar to look for the First first field Prior Next or Last field 5004 Super bright fragile Figure 3 5 The Item Fields Codes and Descriptions window When a Field Name is displayed view the codes if any for that field in the Value and Description columns on the Library Solution Circulation 3 Setup Menu options CIRC 71 Contents Index lower part of the window Use the lower toolbar to find the First Prior Next or Last codes for the selected field 3 To insert a new field select the New Code button In the Define New Item User Field box enter a New Field Name To determine the type of entries allowed for this field and how the information can be used select appropriate check boxes for Coded or Strict If no boxes are checked the entries are Free text Coded User may choose from a list of library configured codes AND may make up a new code by typing it in the field Strict User may ONLY select codes from the library configured codes list If you make any changes in the field name or type of coding select the Post check mark button on the upper toolbar Note You can enter up to 250 characters for each field name and co
114. aries when a selected Circulation user is logged in select Security Setup on the Circulation Setup menu select the user and click the Basic Functionality tab Check the box beside View Only Default Branches When Placing Holds and post the change This feature was also introduced in Version 3 2 If this field is checked when this user selects Place on the Holds tab for the selected borrower the Send To Branch list on the Define New Holds Basics dialog is set to the current library and the list of available pickup libraries is limited to those selected in the Holds Routing Setup Then on the Define Title Specifics dialog on the Branches tab only the selected libraries are displayed each with Yes in the Limit To field Note If the title to be placed on hold is not owned by any of the limited libraries the hold cannot be filled and Circulation displays an information message to the operator placing the hold Figure 3 32 unless a new copy is eventually added to one of those locations At this point you can Cancel out of the hold check the ownership on the F4 tab or choose another pickup library If you are restricted by the Security check box from viewing more pickups ask a your supervisor to login so you can see more pickup libraries To edit the Holds Routing Setup in Circulation for the current branch 1 Login to Circulation as a user with administrative rights for example the circ_admin user 2 On the main Circulation menu sel
115. ate back to the Weekly Calendar default simply select the button for Set to Weekly Defaults Be sure to Save Date Info for each day you change Repeat in this month and other months until all necessary changes have been made 10 After making all changes close the setup window by selecting the Close button To set up the Weekly Calendar ll Select the Setup menu Then select Calendar Configuration and then Weekly Calendar The Weekly Calendar Defaults for this Branch window appears Select a day Select the round button beside the first day you want to define or change Library is normally open on this day of the week If the library is normally open on this day select the check box beside Library is normally open on this day of the week a check mark will be displayed If the library is closed click the box to clear it You can also press the spacebar to enter or clear the check mark Time library opens Enter the time the library opens on this day Type the time like this 9 00 am or 10 00 pm type am or pm in lower or upper case Time library closes Enter the time the library closes If the closing time is after midnight enter the time and then select the check box beside The Next Day Save this weekday Select the Save This Weekday button Select the next day of the week and follow the steps above After making all necessary changes close the setup window by selecting the Close button Li
116. ation Patron Fields Addresses Miscellaneous Information Loan History and Outreach Services 2 1 4 1 Patron Record Basic Info The Basic Info subtab Figure 2 20 includes the following information panels e Patron ID Includes Patron ID Alternate ID Patron Type Expires card expiration date and Hot Status Click the Print Patron Info button to print a copy of this information e Name Includes Last Name First Name Middle Name Suffix e General Information Includes Salutation E mail address Date of Birth PIN Gender and Comment e Responsible Party Name of the person responsible for this borrower s checkouts outstanding fines or fees etc To set a responsible party for the current borrower click in the entry box type a name and select the Set button Choose a name from the borrower hit list and click OK Click the Save button to save changes you make Items Out Charges Holds B ron Reco Basic Info l Patron Fields Address Misc Info Configura Patron ID Last Bicking First David Save 4321 N Middle Suffix Delete Alternate ID General Information Type A y Salutation E Mail dbicking ticdelivers com Expires 91 2 2006 Date of Birth i PIN Gender Hot Status Good y Comment Responsible This patron is responsible Tr ae Print Patron Info Party for other patrons Set Clear Figure 2 20 The Patron Transactions Patron Record Basic Info subtab
117. ation 2 Main Circulation Tabs CIRC 26 Arrived Transit Hold Information If the selected title has arrived the title is displayed below the Add Limit Delete buttons along with the library where the item is now waiting or to which it is now in transit Arrived means the item has been checked in from the previous borrower and is now available for hold pickup When you select Place on the Holds tab to place a new hold you will first see the Define New Hold Basics window Figure 2 17 Enter information and save and then the Define Title Specifics window appears with the Branches tab Figure 2 18 Use the Items tab Figure 2 19 to display information about specific items To limita hold to a branch or item click here Click the Save Hold Info button to save changes made to the information Select the Add Title button to display the Define Title Specifics window where you can enter information about the title or item you want to place on hold Click the Limit Title button to place further limits of the title on hold Use the Delete button to remove a title from the Holds list Contents Index Select Title Title Control Number Further limits on title which will define hold Clear AIl Limits Branches Items Description Butte County Library Chico Branch Butte County Library Oroville Branch Butte County Library Gridley Branch Toggle Branch No No No No 7
118. ation TOU a o i ke a a ce ce ee awe ee a ae wa we we he 270 Titles I MEW A 272 To change the Title Search Configuration o oo aooe a 273 Transfers Totransfer ek wok sa n oos omm AA 275 Uncataloged Collection Codes To set up Uncataloged Collection codes o o ooo a 276 Vendors To link to or remove link from a Vendor ooo o 277 2 0 Rotatin INN core m eei ro e a he cok Gp oh See ae E A 278 IM ca a a a Se DO Gees DR he eee a a GB a ee ae E 285 Library Solution Circulation Contents CIRC xi Contents Index Introduction How to use this manual This manual is divided into the following sections to help you locate what you need quickly and easily e Getting Started Chapter 1 How to start the Circulation program Quick Reference e Main Circulation Tabs Chapter 2 Describes the main features on the Patron Transaction Check In In House Use and Item Title Information tabs e Setup Menu Options Chapter 3 Describes many configurable features of the system e Messaging Chapter 4 Explains how to check messages e Utilities Menu options Chapter 5 Describes internal utility programs for Items Transfer Recall Repair and Holds e Reserves Tools Menu Options Chapter 6 Describes how to place items on reserve e Help Menu Options Chapter 7 Explains the Contents of online Help and how to use it Library Solution Circulation Introduction CIRC 1
119. atona IMOrMaton See pS Dogs Rien editor Joan E Fisher caligraphy Diane Lynch BUTOANF Book trhe end of this section It B d Disol brief Dogs and how to groom them modern grooming techniques Hi BUTOANF Book e Item Barcode area Displays brie information about items recently checked in or recorded for in house use The following X Cancel New Title New Item Show NO mems information is displayed Item ID usually a barcode number title date and time due and the borrower who last checked out the Figure 2 33 The Title Lookup window item Library Solution Circulation 2 Main Circulation Tabs CIRC 42 Contents Index e Item Inquire button Displays the Item Title Information tab with the Circulation subtab information for the selected title e Patron Inquire button Displays the Patron Transaction Patron Record Basic Info sub tab Messages During checkout if the item is already checked out to a borrower an Are You Sure You Want To Do This message will display asking Do you want to check in item from existing borrower and check out to new patron Clicking Yes will result in the item being checked in from the previous borrower and checked out to the current borrower If this is the same borrower clicking Yes will result in a renewal Handling Lost or Missing Hold or In Transit Items When a hold is placed against a title and Circulation believes there are copies available on
120. atus Click once on the block message and the Patron Record Basic Info tab will appear Edit the necessary information Click Save To change the Patron Search Configuration Note You must have supervisory access rights to do this ls In the Patron entry box enter information to search for a borrower Then click the Cfg Patron Search Configuration button which appears just to the right of the Patron entry field The default configuration is to search Patron ID Alternate ID and borrower name in that order This is indicated by the green check marks beside Patron ID and Alternate ID and by the V in the check box beside Search Name To change any setting click on that option This changes the green check mark into a red x or it clears the Search Name check box To reverse the order of searching Patron ID and Alternate ID click one hold down the left mouse button and drag the selection up or down Note The borrower name is always searched last and when nothing else is found After making changes in the configuration click OK to save or Cancel if you do not wish to save changes Click Read or press Enter to begin the search for the borrower Library Solution Circulation Appendix CIRC 260 Contents Index Patron Types To add or modify Patron Types 1 2 Select the Setup menu then Types and Codes and then Patron Types To view existing Patron Type codes select the down arrow besid
121. ave 8536 Dustin Sleichter 52 00 already been submitted are NOT included on this list 1234 Eros Jim 106 95 The Balance includes the Collection Fee The list is aGS2BeuLestem Fake Taa 101 35 ordered alphabetically by borrower name To the left of oa len MD ree the Patron ID is a check box If the box is checked the eee Saith Bebe debi 5 kessler jennifer 27 00 borrower will be included in the Submission Report If the box is not checked the borrower will be excluded The boxes can be checked un checked by single clicking the box or anywhere on the row for that borrower The Select All and De Select All buttons at the bottom of the screen will select or de select all check boxes Y Select All Use the Send Submission Report button to send the O DeSelecta E send Submission Moron Submission Report via email to UMS When this button is clicked a message box will display to ensure that you want to send the report If you click the Yes the email will Figure 8 13 The Debt Collection Submission Report Library Solution Circulation 8 Circulation Utilities Programs CIRC 204 Contents Index be transmitted A message box will inform you that the email has been sent Click OK button on the second message box The Close button closes the form without sending the report The Update Report gives UMS information on changes to the borrower s account including amounts paid waived and added as well as replace
122. ay a list of Circulation users or administrators as authorized in the Library Solution System Configuration Select a user The Security Configuration window for the selected user type will appear 3 The activities available for security setup are arranged on five tabs in the Security Configuration window described below Administrators as Please select a user by clicking the drop down list box To create or delete users use the System Configuration utility Figure 3 22 The initial Security Configuration window Library Solution Circulation 3 Setup Menu options CIRC 107 Contents Index authorized in the System Configuration can view or change setups for any user 4 After reviewing or changing options on the five tabs save by selecting the Post button or cancel the changes by selecting Cancel 5 To make any changes effective you must re login Select Re Login on the Utilities menu in Circulation Library Solution Circulation 3 Setup Menu options CIRC 108 Contents Index 3 5 1 General Subtab The General subtab Figure 3 23 includes the following fields and options e Security Level Choose one of these options from the drop down menu No Special Clearance Default User must know either the Override or Supervisor password to perform normally protected activities such as waiving fines overriding due dates etc Automatic Override User has automatic override clearance and will not be
123. ayed If the library is closed click the box to clear it You can also press the spacebar to enter or clear the check mark 4 Time library opens Enter the time the library opens on this day Type the time like this 9 00 am or 10 00 pm type am or pm in lower or upper case 5 Time library closes Enter the time the library closes If the closing time is after midnight enter the time and then select the check box beside The Next Day 6 Save this weekday Select the Save This Weekday button 7 Select the next day of the week and follow the steps above 8 After making all necessary changes close the setup window by selecting the Close button Additional information To set up holidays or other exceptional days use the Daily Calendar setup Library Solution Circulation 3 Setup Menu options CIRC 97 Contents Index 3 3 2 Daily Calendar The Local Configuration Daily Calendar setup Figure 3 18 displays a calendar for each month of the year Use the calendar to define exceptional closed days or different hours for a normally open day These settings will override the calendar for a normal work week defined in the Weekly Calendar You should initially define settings for the current year and next year but you can also define several years into the future if you wish You can access any year in the past or future Near the end of each year review the settings for the next year to be sure due dates in the new year wil
124. b includes individual call numbers Whether or not you limit the hold click Save on the Define Title Specifics window 9 If you then make any changes in the Selected Holds fields click the Save Hold Info button The hold s placed for this borrower will be listed in the Patron Holds box on the left side of the Holds tab To access the Holds Queue 1 Select the Item Title Information tab or press F4 In the Item Title entry field scan a barcode label or type the title or barcode number of the item of interest 2 Select the Holds button on the right center of the tab The Holds Queue window will be displayed Select a borrower click the borrower line to highlight it The information about that borrower hold is displayed in the center of the window with several command buttons below it Messages displayed in red will alert you if the title is part of a multiple title hold or if the hold has been limited by library or item If the hold has not been limited the message is This hold was set to include any item of this title regardless of branch Library Solution Circulation Appendix CIRC 235 Contents Index 3 To change the borrower s priority on a hold enter a new priority number 1 highest priority 10 lowest priority in the text box beside the Set New Priority button and then click the button The position of this borrower in the queue display will be changed If you do not need to make any other changes
125. bliographic tab of the Item Title Information tab F4 if you want to change the library click the drop down arrow beside Branch to display the list of libraries and select In the Collection field you can quickly locate the collection you want Click in the field or tab there to highlight it Then type the first letter of the collection code For example to find REF type R then press the Down or Up arrow keys to scroll through the list from there or press Right arrow to go down Left arrow to go up If you type a different letter this will reveal another part of the list codes beginning with that letter If the circulating library and collection are the same as owning you do not need to reenter them in the Circ ing Branch fields e Circulating Branch and Collection If you wish to change the circulating library or collection use the same procedure as above If you make changes in Branch or Collection select the Save button Note If an item is on reserve the branch collection specified for the reserve becomes the active branch and collection To change a barcode number on an existing physical item Sometimes a barcode label affixed to an item will be damaged or become unreadable Place a new label on the item Then delete the old barcode number from the Bibliographic subtab and scan or type the new number Select Save All transactions using the old number will be updated automatically The barcode number in the MARC record wil
126. borrowers only meaning this library is their home library or all borrowers This option is unchecked by default meaning all borrowers will be displayed The All Branches or Local Branch buttons will still be available in the borrower search hit lists to allow expanding or limiting the display Local Titles Only Supervisors at each station can choose to configure the title item search hit list to include detailed item information for the local library only or all libraries Library Solution Circulation Appendix CIRC 272 Contents Index If enabled check box is checked Local Titles Only is a security feature designed to prevent libraries from editing other libraries holdings Users can still see ALL titles in the database but the NO ITEMS display will appear beside titles belonging to other libraries and can add on the fly copies of their own to those titles Local Barcodes First Check this box if you want your branch s items barcode numbers for a selected title to be listed first in the drop down list beside the Item ID field This field is not available if the Local Titles Only check box is checked 5 To save Station Options changes select OK or press Enter To exit without saving select Exit Library Solution Circulation Appendix CIRC 273 Titles Contents Index To add a new title 1 Go to any of the three main tabs where you can search for items titles For example you can add an item on t
127. braries and more To set Station Options 1 Select Setup Local Configuration Station Options 2 Click the drop down arrow to the right of the Branch where this station is Branch Name field Select the library where this station is located Once the library has been identified correctly on this station there should be no need to change it 3 The Station Settings area includes two fields with check boxes Override Due Date Stays On Click this check box if you want an override due date to remain turned on during Checkout even when multiple borrowers are checking out materials Color Comment Field Click this box to display a check mark if you want Patron Record Comments displayed in red text on the F2 tab Add a Comment to a selected borrower s record on the Patron Record Basic Info tab 4 The Station Level Searches area includes three check boxes detailed below that allow you to limit borrower or title search results to borrowers or items at this library or view all borrowers or titles items at all Station Options Station Select Branch where this stationis mt d My Station Settings Override Due Date Stays On FT Color Comment Field Station Level Searches T Local Patrons Only M Local Titles Only FT Local Barcodes First X Cancel libraries You can choose to view your library s barcode Figure 3 20 The Station Options window items first in the
128. brary Solution Circulation Appendix CIRC 211 Contents Index Cash Drawer To configure the Cash Drawer 1 Select Setup on the title bar at upper left of the Circulation window Select Local Configuration and then select Cash Drawer The Cash Drawer Setup window appears 2 If you do not have a cash drawer leave the Cash Drawer COM Port default selection at None If you do have a drawer attached select the correct COM port from the drop down list COM 1 2 3 or 4 3 The Control Character in Hex is the signal sent to the cash drawer to open The default 07 which corresponds to key combination Ctrl G is the setting for the APG cash drawer 4 The Allow Cash Drawer to Open Without Payment field allows supervisors at each library to set more security on when the cash drawer can be opened The initial setting for the check box is unchecked This setting provides more security for access to the cash drawer If the box is unchecked this means that the cash drawer will open only if a payment is made for a selected borrower on the F2 Charges tab When Circulation staff enter an amount and select the Balloon Pay Waive or Individual Pay Waive button on that tab whatever is appropriate to this payment the cash drawer will open automatically When the box is checked the Open button is available on the F2 Charges tab for a selected borrower and the Cash Drawer item is available on the main Circulation menu Circulation staff at
129. brary catalog themselves The Outreach Services program allows the Circulation staff to e Keep track of an individual borrower s loan history and preferences e View and edit the borrower s Outreach settings such as delivery frequency last profile edit information and customizable fields to gather data as desired e Display the date when the borrower expects his her next delivery Set the borrower s selections to a delivered status e Display what items the borrower currently has checked out or what items the borrower has on hold to be delivered The Outreach Services staff uses the Library Solution PAC to e Save search settings creating shortcuts that can be used for performing repetitious searches e Place holds on items selected for the Outreach borrower Library Solution Circulation 8 Circulation Utilities Programs CIRC 195 Contents Index 8 4 1 Getting Started To Get Started Using Outreach Services In Circulation You need to perform the following steps before you begin using Outreach Services 1 Establish a Patron Type in Circulation for Outreach Services Patrons A current Patron Type can be modified to allow Outreach Services or a new Patron Type can be established You may have as many Patron Types designated as Outreach Types as you need 2 Configure the Outreach User PAC This requires the address of the PAC that will be used for Outreach Patrons Go to Setup Outreach User PAC Setup and e
130. can now be checked out to the original borrower 4 To continue with the check in in the Item text box scan the barcode number or type the Item ID number You can also search by title Click the Check In button or press Enter 5 If you searched by title in the Title Lookup window select the title you want to check in 6 If there are multiple items for this title the Items Associated with Title window will be displayed Select the correct item and click OK or press Enter 7 During check in Several kinds of messages may be displayed during the checkin process e Special Status window If you selected the Special Status button the Special Item Handling window opens Select the Item Status you want to assign to the checked in item e Lost Item Charges If an item was Checked in as Lost and later the item is found and is checked in the Outstanding Charges dialog will open If the borrower made previous payments for the lost item a Lost Item Charge Payments dialog will display a list of all payments made Library Solution Circulation Appendix CIRC 215 Contents Index e Overdue If the item was overdue this message will appear There is an overdue fine on this item for lt Patron name ID gt Would you like to charge it Click Yes to charge the fine No to check in the item with no fine or Cancel to not check in the item at all e To Override Arrived Holds When attempting to check in an item with Special Status in respo
131. cess Circulation Circulation Users and Circulation Administrators 1 First administrators may wish to check the System Configuration Start the configuration from the Start menu Login using system or Circulation administrator default login information Then select Setup and Users Then select Create for new users or Edit Remove for existing users Set up User Names individual Passwords and access privileges Circulation Roles for users of Circulation Important Any user who needs access to Circulation Security Setup must be assigned the Circulation Role of Circulation Administrator 2 In Circulation select Setup from the menu and then select Security Setup On the Security Configuration display click the down arrow beside the User Name box shown in the example below to display a list of Circulation users or administrators as authorized in the L S System Configuration Select a user 3 The activities available for security setup are arranged on five tabs in the Security Configuration window Administrators as authorized in the System Configuration can view or change setups for any user For details about the setups click on the subtabs General Basic Functionality Menu Function Patron Screen Bibliographic Page 4 After reviewing or changing options on the five tabs save by selecting the Post button or cancel the changes by selecting Cancel 5 To make any changes effective you must re login Select Re Logi
132. ch for the vendor by name or code Select a vendor and click OK The vendor s code number and name will appear on the left side of the Vendor tab 4 To remove the link select the Remove Link button Library Solution Circulation Appendix CIRC 279 Contents Index 2 0 Rotating Collections and Item Transfers Introduction There are two methods available for moving items among libraries Rotating Collections and Item Transfers Batch Reassignment The two methods are very different from each other You should carefully read about each method before choosing the one that best meets your library s needs The Rotating Collections method allows individual items to move in a preset pattern based on the options set up for it The Batch Reassignment function is used to move the entire contents of a collection on demand from one library to another The first method is described below the second method is described in chapter 5 section 5 2 2 of this manual Using Rotating Collections you decide the items to be included the sequence and timing of the library rotation how many times the item travels through the rotation and the number of days that an item will stay in the indicated Circulating Collection You must also decide on a unique holdings code for Rotating Collection items The holdings code must consist of your standard prefix and the designated Rotating Collection code For example ACPLTRAV where ACPL is the prefix and T
133. ck In whenever they check in an item that was added to Circulation on the fly The message will ask if you want to delete the item and title from the database This option makes it easy to delete items that Circulation staff added for a single checkout Force OTF Validation Check this box if you want all records added to Circulation on the fly to require ISBN ISSN validation On Shelf Holds to HD Status This check box determines the default Item Status and Hold Status codes that will be automatically assigned to an item owned or circulated by your library when the title is placed on hold and when there are copies available on the shelf at your library When such a hold is placed through the Circulation module the system picks a copy to fill the request but the status codes that are assigned will be different depending on the setting in this Branch Setup check box See Note on PAC Holds below The current version of PAC disregards this setting When this check box is checked the initial default such items will be assigned an HD on hold Item Status and an AR hold has arrived Hold Status This assumes the item is located on the arrived holds shelf when in fact it is actually probably still in its regular shelving location TLC recommends the unchecked option When the check box is NOT checked the items are given an in transit Item Status status code T and a Holds Status of pending PE Then when you are placing a
134. ck the check box to the left of Loan History Purge A check mark will display and the associated fields will accept input e Inthe entry box type the Purge Date All items dated up to and including the entered date will be purged e On the Agency Types to Purge list select the types you wish to purge To select multiple entries press and hold the CTRL key while clicking each desired entry Loan Payment History Purge Purge Branches Purge Date i gt Branches To Purge CALL Branches Oroville Branch Gridley Branch Paradise Branch Durham Branch Biggs Branch Jookmobile Y X Cancel Figure 5 9 The Loan Payment History Purge window Library Solution Circulation 5 Utilities Menu Options CIRC 141 Contents Index e On the Branches to Purge list click the Branches or All Branches option button as desired If you select Branches you can select multiple entries by pressing and holding the CTRL key while clicking each desired entry Note The Branches to Purge options are available only to users logged as System_Admin 5 When you are satisfied with the selections made click the Purge button 6 You will be advised the history has been purged Click OK Library Solution Circulation 5 Utilities Menu Options CIRC 142 5 Contents Index 8 Lost Item Charges Purge Users with the system administrator system_admin login can use this Utilit
135. cking this box are NOT affected by this action e Loan History Clearing This Branch Level setting works in conjunction with the Patron Record Configuration tab Record Loan History Statistics setting If Loan History Clearing is selected and you uncheck the Record Loan History Statistics setting you will be warned that All loan history for this borrower will be deleted Is that what you want to happen If Loan History Clearing is not checked the warning will not display and the deletion will occur Library Solution Circulation 3 Setup Menu options CIRC 86 Contents Index 3 2 3 Branch Setup Fines Overdue Subtab The following information can be edited in the Fines Overdue subtab Figure 3 14 e Pay Local Fines Only Each library can choose to accept only the fines charges that are due at the library or accept charges due at any all libraries By default the option in Branch Setup is checked meaning this library can accept only the charges due to this library To allow this library to accept charges due to any library click the check box in Branch Setup to remove the check mark Note The Circulating Branch of an item not the Owning Branch controls where the charges are due You can view the Circulating library for a specific item on the Item Information Bibliographic tab area on the F4 Item Title Information tab Fines Overdue Fine and Overdue Processing Pay Local Fines Only T M Long Overdues Days 30 De
136. co Br Check Outs This Period 29 Items Claimed Never Out 0 Last Active 4 16 2004 9 00 48 AM Total Fines Waived 9 11 Items Lost 0 Last Branch Chico Branch Accounts Responsible For Last Edited 4 16 2004 8 26 42 AM Last Updated 8 28 2003 9 45 38 PM Last Patron ID 543215 Patron ID Last Changed 3 25 2004 9 11 00 AM 54321 Bicking Misty Figure 2 25 The Patron Transactions Patron Record Misc Info tab Library Solution Circulation 2 Main Circulation Tabs Contents Index e ID Last Changed Date and time the borrower s barcode number was last changed e Total Check Outs Total number of items checked out by this borrower e Total This Period Number of items checked out by this borrower in this defined year to date period e Total Fines Waived Total amount of overdue fines and other charges waived for this borrower gt Items Claimed Returned Number of items the system considered still checked out but which the borrower claimed had already been returned e Items Claimed Never Out Number of items the system considered checked out to this borrower but which the borrower claimed had never been checked out Items Lost button Click this button to view a list of all the items the borrower has lost e Accounts Responsible For Barcode numbers and names of borrowers for whom this borrower is the responsible party Library Solution Circulation 2 Main Circulation Tabs CIRC 34 Contents I
137. co Branch Save Hold Info Save by clicking Save Hold Figure 2 16 The Patron Transactions Holds subtab Info Save Hold Info Use this button to save any changes you have made in the Selected Holds fields Definition of Hold This box contains information about the selected hold For a multiple title hold the individual titles are linked together by vertical lines If a hold has been limited by Branch or Item you will see the Branch Number and or the Item ID barcode number displayed under the title Add Title Use this button to add another title to an existing hold i e another title that the borrower would be happy to get just as well as the first one gy Define New Hold Basics Expires Priority Send To Branch Definition of Hold Drums along the Mohawk Branch 1 Branch 3 Branch 4 Branch 5 xi Add Title Limit Title Delete Arrived Transit Hold Information Pending Chico Branch y Limit Title You can limit a hold to items circulated by a particular library and you can limit the hold to a particular item copy or volume X Cancel Delete Use this button to delete an item or title from a selected multiple title hold A message will ask you if you are sure you wish to deleted the selected hold Click OK or press Enter Figure 2 17 The Define New Hold Basics window Library Solution Circul
138. creates an error log for misshelved items The error report which includes other detected errors can be printed through the Library Solution Reports module Your staff can use the report to locate the items and shelve them correctly Identify missing items Inventory identifies items missing from the shelves and codes them with the Circulation item status code of MS for missing You can print optional missing items reports to use in collection management and analysis Library Solution Circulation 8 Circulation Utilities Programs CIRC 171 Contents Index 8 3 1 Hints for Successful Inventory Here are a few tips about workflow and organizing inventory activities If you prefer to read a detailed list of steps in the inventory procedure see section 8 3 2 1 Step by Step Guide to the Inventory Process You should inventory items in only one collection at a time but if you have multiple data collection devices you can have staff working in multiple areas of the library If you have time shelf read the area you plan to inventory even though the Inventory process allows you to identify items that are shelved out of order Keep a manual log of the inventory date the library and collection and the beginning and ending call numbers for each session of collecting data that is for each instance of barcode scanning that will produce a file to be offloaded from the barcode scanner As an alternative you can mark the report Shelf Order
139. ction to that server is not operational you can the use the Server Down Circulation SDC program to continue Circulation check out and check in activities SDC can also be used on a bookmobile The program is saved into the following folder program files the library corporation library solution circ Using Server Down Circulation e Menu Options File Menu Edit Database and Station options Utilities Menu Upload station transactions to the server and Post those transactions to the database after the server is back up To Run SDC Do This first When a problem with the LibrarysSolution system data server occurs follow the steps below to run SDC 1 Boot a Circulation station or any computer that has SDC loaded and a keyboard wedge scanner attached 2 IMPORTANT Check the date and time set on the station Confirm that every station running SDC is set to the same date and time 3 Click Start Library Solution Circulation Utilities L S Server Down Circ to start the program AE File Utilities Help Branch 1 User Station Prefix ST1 Each transaction will use this information Transaction For Checkout Transactions e Check In Promised Due Date 2 Check Out Borrower ID In House Use Oman Item 1D OK Mode Item ID Borrower ID Es Figure 8 3 The Server Down Circulation window Library Solution Circulation 8 Circulation Utilities Program
140. currently logged in user Note Only the system_admin user can actually access the Setup Debt Collection Module setup screens Library Solution Circulation 3 Setup Menu options CIRC 112 Contents Index 3 5 3 Menu Function Subtab The Menu Function subtab Figure 3 25 controls the following functions e Check Messages Controls access to messages If turned off no check mark the Check Messages option in the Messaging menu and the Mail button at upper right are not available e Can Delete Messages Lets the user delete messages on the Message form e Item Transfers Enables Item Transfers on the Utilities menu e Recall Item Enables Recall Item on the Utilities menu and the Recall Item button on Items Out tab e Inventory The feature enabling users to run Inventory from inside the Circulation module is not yet available e Change Password Enables Change Password on the Circulation Utilities menu General Basic Functionality Menu Function so current user can change own password e View Reserves Enables View Reserves on Reserves Tools menu and View All reserves on the Reserves tab of Patron Transactions tab F2 e l Can Delete M e Remove Reserves Enables the Remove Reserves option on the Reserves Tools FEER DETE menu ltem Transfers Inventory Change Password View Reserves lv lv lv MV Recall Item lv lv lv lv Remove Reserves Figure 3 25 The Menu Functions subtab Library Solution C
141. d at the new location place them on the shelf Library Solution Circulation 5 Utilities Menu Options CIRC 132 Contents Index 5 3 Recall Items Use the Recall Item window Figure 5 4 to flag a checked out item so a specified message will be displayed when it is checked in For example the item may need to be repaired when it is returned from the current loan Cfg Pick Item Hint If an item has been recalled and is checked in the recall item stops ltem ld 38749000669976 all other checkin processes so the item gets a T status immediately and Date of Recall 12 10 96 10 13 51 AM will not fill a hold or be transferred to another location until it is checked in Reason For Recall Send to bindend again Clear box Save and Exit Exit without Saving Note Only items with an in transit T or checked out CO status may be recalled If a recalled item is checked in as damaged the item will be assigned to the Repair Shop designation first When the item is returned to circulation the recall will take effect Figure 5 4 The Recall Item window There are two ways to access the Recall Items window Go to Utilities Recall Items described below or use the Recall Item button on the Patron Transactions Items Out tab The latter method is the easier when you have just checked out the relevant item to a borrower To recall an item through the Utilities menu 1 Select the Utilities Recall Item opti
142. dar Configuration e Check Out Due Time When the Due Date Interval is in days activate the field by selecting the check box Set the recommended default time 11 59 p m Caution For checkout periods of hours or minutes any period less than one day for example a 1 hour loan 60 minutes do NOT activate Due time or Renewal Due time e Renewal check box If an item with this holdings code can be renewed by a borrower of the selected type select this check box e Renewal Limit Renewal Limit is a limit on the number of times an item of this type can be renewed by this Patron Type This is NOT a limit on how many items can be renewed To seta limit on the number of times an item can be renewed activate the field by selecting the check box If the item should not be renewed at all enter 0 If there is no limit on the number of renewals do not check the check box Note Items with pending holds cannot be renewed without entering an override password e Renewal Period Enter the checkout period allowed for a renewal Enter in days hours or minutes depending on the Due Date Interval selection above Note The renewal due date or time is calculated from the date or time renewed not from the date or time the item was originally due e Renewal Due Time When the Due Date Interval is in days activate the field by selecting the check box Set the recommended default time 11 59 p m Library Solution Circulation 3 Setup Menu o
143. de but for easier viewing a lower number is recommended 4 To insert a code for a selected field select the Insert button on the lower toolbar To delete a code select Delete 5 If you add a code or make any change or deletion select the Post button on the lower toolbar Note The system will not allow you to delete a field or code if any item currently includes the field and a code Library Solution Circulation 3 Setup Menu options CIRC 72 Contents Index 3 1 5 Outreach Fields Select the Outreach Fields option to reach the Outreach Fields Codes and Descriptions window Figure 3 6 where you can define special information fields to be entered in Patron Records You can set up as many fields as necessary Define field names type of data to be entered in the field whether codes or free text and whether or not the data is to be used in statistical reports The fields are displayed in the Patron Record tab Patron Transactions on the subtab labeled Outreach Services To set up Outreach Fields 1 Te the Pe aa eos a gi Outreach Fields Codes and Descriptions a xj oqes an en Outreac lelds Hi 4 gt gt i Y o First Prior Next Last Delete Post 2 The entry window is divided into two parts On the upper half is the Field Field Name CATEGORY New Code Name and just under that the setup for Close the type of data to be entered in the field Coded Strict codes or free text On the lower half are the
144. displays two options Sync Transactions and Import Scanner File e Sync Transactions This option allows each Server Down Circulation station to Upload its transactions to the server before the administrator finalizes the transactions Sync Transactions and Finalize Transactions create log files and error log files sync log sync err finalize log finalize err when they are executed To view these files use a text editor NotePad WordPad etc to open them The files are normally found in C Program Files The Library Corporation Library Solution Circ e Import Scanner File This option allows for importation of a file of scanned records created by the Percon Scanner To Sync Transactions 1 Click File Utilities and then click Sync Transactions to reach the SDC Utilities menu 2 The Sync Transactions dialog will display with the Upload Transaction option selected by default Click Sync to upload the transactions A Sync Complete notice will display advising the Transactions have been synced to the database Click OK 3 Administrators will have the option to Finalize Transactions See the next section for instructions To Finalize Transactions 1 Log on as circ_admin 2 Click File Utilities and then click Sync Transactions 3 The Sync Transactions dialog will display If all transactions have been uploaded from all stations click Finalize Transactions Library Solution Circulation 8 Circulation Utilities Programs
145. dow Library Solution Circulation 3 Setup Menu options CIRC 69 Contents Index 3 To insert a new field select the New Code button to display the Define New Patron User Field window Figure 3 4 Enter a Field Name Suggestion Enter name in all UPPER CASE since case affects the sorting of names in the saved list New Field Name LOCATION To determine the type of entries allowed for this field and how the information can be used select appropriate check boxes for ee Bele Coded Strict or Statistics If no boxes are checked the entries PS striction lietanly are Free text Jo Ror statistics Coded User may choose from a list of library configured codes AND may make up a new code by typing it in the field X Cancel Figure 3 4 The Define New Patron User Field window Strict User may ONLY select codes from the library configured codes list Statistics Whenever a checkout is recorded for a borrower the contents of this field will be recorded in the statistics table so that reports can be run for this field If you want to report out on any Patron Field select For Statistics If you make any changes in the field name or type of coding select the Post check mark button on the upper toolbar Note You can enter up to 250 characters for each field name and code but for easier viewing a lower number is recommended 4 If you selected Coded insert a code for a selected field by se
146. dow Figure 2 13 showing a descriptive list of past and present fines Click the Balloon Pay Waive button to apply the amount tendered or waived to the current balance Select the Receipt button to print a receipt for the transaction Use the Print Charges button to print an itemized list of current charges Select the Modify Credit Balance button to change charge or credit information Individual Item Charges and History The right panel on this tab reflects information about the item highlighted on the left This information includes Item Title Item ID Due Date Branch Comment optional and Charge Type in the upper portion and the Original Charge the amount Tendered so far the amount Waived so far and the Charge Left in the lower portion of the panel Items Out Charges Holds Patron Record Reserves Bookings All Charges For Current Patron New Charge Branch For Title Due Chico Branch Blues inthe night 28 95 xi Posted 10 06 04 10 54 AM Title Blues in the niaht Comment ss Item 1D 30105100976001 Due Date BranchChico Branc Code or y Comment I Chg Type L Update Amount 0 00 Patron s Branch Balance 28 95 Original Charge 28 95 X Cancel Credit Balance 39 95 Tendered so far 0 00 Print Charges Engga i l a ict ee Figure 2 12 The Add Charge to Patron window Fine History Balloon Pay Waive Receipt Individual Pay Waive
147. ds in the File Open dialog to go to the Reports directory Click the down arrow beside Look In or click the Up One Level folder icon Select the following directory program files the library corporation library solution reports Note All of the following instructions refer to options in the ReportSmith RS_RunTime module 3 On the Open Report window select the filename for the report you wish to run and print For example for overdue notices select the notices rpt file To select double click the filename or click once and then press Enter or click the Open button 4 Logon If this is the first report in this work session type the password in the Get Connection Data dialog Click OK or press Enter Note Passwords are case sensitive 5 Date range You may need to enter a starting date and time and an ending date and time 6 Select library If this is a library specific report or if you are running overdue notices select a library in the Branch window Click OK or press Enter Library Solution Circulation Appendix CIRC 246 Contents Index 7 The formatted report or overdue notices will be run and displayed It may take a few moments to run some reports In overdue notices if there were no notices due to be printed the following message may appear No rows were found 8 Printing To print the report or notices on the ReportSmith RS_RunTime window select the File menu and then Print This opens the Windows Pr
148. e The system will not allow you to delete a field or code if any borrower record currently includes the field or code To Change a Displayed Field to a Different Selection 1 Select the Patron Transactions tab or press F2 Open the desired Patron Record 2 Select the Patron Record tab and then select the Outreach Services tab 3 In the Additional Data display the names of the currently configured Outreach Fields appear in the Field column on the left and the selected values in the Value column on the right To display a Value click in the Value column to the right of the desired field If the field can contain only codes the Value column will be highlighted as shown in the example below To display the possible values in a coded field click the down arrow on the right and select a code If no codes are visible none have been established in the Patron Fields setup In fields that do not require codes simply type the text 4 To see other configured Outreach Fields up or down in the list use the scroll bar on the right 5 After making the desired changes click the Save button Library Solution Circulation Appendix CIRC 250 Contents Index Outreach PAC Server To set or change the Outreach PAC Server address 1 Click Setup on the title bar at upper left of the Circulation window 2 On the Setup menu click Outreach User PAC Setup 3 The Outreach User PAC Setup window will appear If this is a fir
149. e double click the Instructor column This takes you to the Reserves tab of that instructor borrower on the Patron Transactions tab 4 To close the display click the Close button Library Solution Circulation 6 Reserves Tools Menu options CIRC 149 Contents Index ai Yiew Reserves Al x Y Show Current Branch s Reserves Only Close Instructor Department Course Tite Itemid Holdings Status Date Tim Capati Jeane ENGLISH ENG500 Literary criticis 38749002027068 CRES1 co 549297 11 Capati Jeane ENGLISH ENG500 Rescue true NEC94947373 CRES1 Viceroy Geor MATH MATH320 A mathematici 38749000419935 CRES1 Viceroy Geor MATH MATH320 Mathematical 38749000267201 CRES1 To view or edit a Reserve item double click on the Instructor column entry VW Figure 6 1 The View Reserves window LibraryeSolution Circulation 6 Reserves Tools Menu options CIRC 150 Contents Index 6 2 Remove Reserve ltems Use the Remove Reserve Items option to remove items from reserve quickly You can simply scan barcode labels on the items You do not have to search first for the borrower who placed the item on reserve When you remove an item from reserve it automatically reverts to the Circulating Branch and Collection used before it was placed on reserve You can also remove an item from reserve through the Patron Transactions tab F2 Search for the borrower who placed the item on reserve select t
150. e 2 28 can be used to set delivery frequency set minimum and maximum number of items and view profile edit history information See section 8 4 Library Solution Outreach Manager for an overview of Outreach Services You can also view the currently displayed selections or change a displayed field to a different selection of the optional Outreach Fields In your initial setup supervisors can define as many fields as needed field names type of data to be entered in the field codes or free text and whether or not the fields can be used in statistical reports Items Out Charges Holds Patron Record Reserves Basic Info Patron Fields Address Misc Info Configuration Loan History Outreach Services Deliver Frequency days 1 Date of Last Delivery 10 24 2002 Minimum of Items 2 Profile Last Edit Date 10 24 2002 Profile Last Edited By CIRC Maximum of Items 4 Additional data Category Outreach Comments Exceptions Lives alone History Select Global Prefs Setup New Prefs Save Figure 2 28 The Patron Transactions Patron Record Outreach Services subtab Library Solution Circulation 2 Main Circulation Tabs CIRC 37 Contents Index The borrower s search preferences can be saved for future searches and those saved searches are available to be included in any borrower record if they are saved as global searches The following fields are available Delivery Frequency days
151. e Lookup window Figure 2 33 From here you can highlight the desired item and click OK to check it in or use the New Item or Show NO ITEMS buttons if available to add an item or title on the fly e Mode Check In In House Use Use the Check In option button to check in items that were checked out and returned Use In House Use to record usage of items that have been used in the library but not checked out e Override Check In Date Time When you are checking in items or recording in house usage you may wish to override the date and time Special Status button You may need to check in an item with special circumstances such as damaged lost Tile ic Coll__ Mat Type borrower claimed never checked out the BUTGR Book item or borrower claimed the item had Dogs Amanda O Neill BUTCJNE Book already been returned Before you enter z information about the item to be checked in Dogs Ann Larkin Hansen BUTGJNF Book click the Special Status button and select Dogs by Cynthia Klingel and Robert B Noyed BUTOJNF Book the Item Status code to be assigned If the Dogs by Gail Gibbons MULTI Book item status was previously Lost the Adjust Claims window will ask Should the claims Dogs lain Thompson BUTCANF Book counter be adjusted for this claim Dogs Michael Holman illustrated by Derick Bown MULTI Book ies aeons Se or oe as alo aA f Dogs Michael Holman illustrated by Derick Bown MULTI Book an
152. e Patron Type To change the entries about an existing type select that type and then go to step 5 below To add a new Patron Type type the new code in the Patron Type field If another code is already displayed click the field to highlight it and then type the new code Codes can consist of letters and or numbers up to a maximum of 10 characters but do not use spaces As soon as you type a new code a message appears to the right in red New Patron Type Also the NEW button on the right becomes available If this Patron Type will be used for Outreach Services borrowers click in the checkbox under the Patron Type field label Press the Tab key to move the cursor to Informative Description and type a description Use Tab to move from field to field Enter any other needed information The only required fields are Patron Type Description and Hold Priority if in doubt enter 5 as default Some fields have check boxes to the left of the field for example Max Fine Balance To use a field with a check box select the check box check mark appears and then enter a value in the text box Please note that even if a value appears in the text box the field is not active unless the check mark appears To save a new Patron Type select the NEW button If you modify an existing type select SAVE To delete a Patron Type code select DELETE Caution The system will not permit you to delete a Patron Type when there ar
153. e Save button You will be advised if the save is successful Click Close Window Press the Patron Review button Scroll down the borrower information screen to view the Saved Searches list Note This Saved Search will now be made available on the Outreach Saved Searches list when it is viewed by staff Library Solution Circulation Appendix CIRC 252 Contents Index Patron Delete Utility WARNING Once borrower records are deleted they cannot be recovered Be sure to run a system backup BEFORE using this utility To run and use the Patron Delete Utility 1 Go to the Windows Explorer and find the PatDelete exe program in the cire folder with the Library Solution Circulation program Double click the file 2 In the Login window you must login with the User Name SYSTEM_ADMIN and enter the correct Password After login the Patron Delete Utility window appears 3 First you can choose to limit by Patron Type which borrower records will be deleted If you click in the check box next to By Patron Type select at least one Type from the list box Select more than one type at a time by holding down the Ctrl key while clicking on each Patron Type you want If the box is cleared the deletion process will not consider Patron Types 4 Next under Date Control click the desired option button and enter an expiration date in the date entry box The choices are Delete Patrons with Expiration Date on or Before
154. e borrower records using that Patron Type code You can now set the circulation rules for this Patron Type Circulation rules are set in the lower portion of the window Library Solution Circulation Appendix CIRC 261 Contents Index Printing Setup To configure the local printer 1 Select Setup on the title bar at upper left of the Circulation window Select Local Configuration Select Printing Setup 2 In the Slips Printer field select a printer that has been configured for the workstation Click the drop down arrow to view a list of configured printers and select the printer 3 In the Printer type field click the drop down list to choose either Single Sheet or Continuous Feed For slips printers or dot matrix printers that use a continuous feed of paper select Continuous Feed For a single sheet printer for example a laser printer choose Single Sheet The Single Sheet selection ensures that a form feed command will be issued after each print job to clear the sheet from the printer 4 Click the check box beside each type of slip you wish to print at this station Check Out Slips date due slips When this is selected checkout slips are printed when items are checked out If you selected Continuous Feed for the Printer Type and you want to print a separate slip for each checked out item also select the Separate Check Out Slips check box The separate slip option is not available when Single Sheet is se
155. e due holds notification inquiries receipts etc you wish to print from this station You can also set the number of line feeds to print after each slip and you can run a printing test To configure the local printer Printer Configuration 1 Select the Setup Local Configuration Printing Setup Slips Printer option Use Windows Default Printer P Lasewet 4000 Series PCL Data Dept v de Print Test 2 In the Slips Printer field select a printer that has been configured for the workstation Click the drop down arrow to Printer type Continuous Feed y view a list of configured printers in Windows and select the printer Y Check Out Ships Y Patron Inquiry Slips 3 In the Printer type field click the drop down list to choose V Separata Check Out Sing either Single Sheet or Continuous Feed For slips printers or Y Payment Receipts Y Hold Slips dot matrix printers that use a continuous feed of paper select Continuous Feed For a single sheet printer for example a laser printer choose Single Sheet The Single Sheet selection ensures that a form feed command will be issued Automatic Cutter Sequence after each print job to clear the sheet from the printer Number of Line Feeds after a Slip 4 Figure 3 19 The Printer Configuration window Library Solution Circulation 3 Setup Menu options CIRC 100 Contents Index 4 Click the check box beside each type of slip you wish to print at this station
156. e item s will rotate through BEGIN This setting is the library number of the library which will get the item first beginning the rotation LOOPS The number of times the times the item is to rotate through the grid 2 In the Route Configuration Utility Library Solution Circulation Utilities L S Route Config create Routes for each grid defining the sequence of rotation among the libraries in the grid Library Solution Circulation Appendix CIRC 281 Contents Index 3 Rotating Items can be placed in any existing holdings code or you may create a special holdings code for these items Important The short description in the Holdings code must be the same for all locations 4 In Circulation set the Setup Branch Setup Misc Collection Rotation This sets the number of days that items in ANY grid will stay in the indicated Circulation Collection at this location Do this for All locations that are in a grid 5 In Circulation on the Item Title Info F4 tab Item Fields sub tab call up each item to be included in the rotating collection and Set the BEGIN item field to the library number of the beginning library collection in the appropriate grid Set the GRID item field to the appropriate grid name Set the LOOPS item field to the number of times the item should rotate through the grid Set the circulating collection to the holdings code desired Note Rotating Items ONLY works
157. e item to be checked in If you typed the number press Enter or select the OK button If you scanned the label an automatic carriage return at the end of the scan will save that transaction Repeat for all items being checked in About overdue items If items are overdue the system will not recognize this condition until these transactions are loaded to the server The effective checkin date time will be that recorded in the server down data file when the item was actually checked in Overdue fines will not be lost They are calculated when the file is uploaded to Circulation and fine amounts are then added to the Charges tab of the relevant borrower records Library Solution Circulation 8 Circulation Utilities Programs CIRC 164 Contents Index In House Use Inventory You can use Server Down Circulation SDC to gather In House Use data or to perform Inventory However it is usually recommended that these transactions be recorded using a portable scanner storage unit To perform In House Use or Inventory follow the Check In instructions above but in step 2 select In House Use or Inventory instead of Check In Warning If you are using SDC for gathering inventory data DO NOT mix other types of SDC activities in the same output file You should upload all of your checkout checkin and in house use data to the server or rename the UPLOAD SD output file to something else and then start a fresh UPLOAD SD file for Inventory trans
158. e list of held titles in the lower portion of the display In Circulation these titles should be Checked Out to the borrower The Status will now display Due 5 After delivery of the titles click the Delivered button and the Next Delivery date will now display The process now starts over at step 2 above 8 4 3 Using the Outreach Services Display Display the Outreach Services screen Figure 8 9 by selecting the iojxi L S Outreach Manager on the Library Solution Circulation Utilities imine e Seca menu The upper portion of the screen displays the list of Outreach ECARE BUE ai as Peio Patrons with active or pending loans their current status the next Joseph Paul dd aseos lea Delivered delivery date and the minimum maximum number of titles the Jon pai pue are e T borrower desires to receive on each delivery pidi pug a ZEA In the lower portion of the display information about each title currently checked out by the selected borrower on the list will be peca displayed including Item ID Title Status and Due date CE Using the Display Title Status Due Crow Hollow Dorothy Eden PE The Chicken sisters by Laura Numeroff pictures by Sharl PE Turkey Garry Lyle PE 1 The main portion of the screen displays e Patron Name In the top portion of the window click on a Patron Name to view the currently pending or checked out items by that borrower which will display in the lower po
159. e lists Then select the Call Number Type Dewey LC or neither nonstandard call numbers like FIC Abcd or JE Seuss You can Figure 8 7 The Identify Missing Items tab obtain the correct type by checking the Shelf Order for Holdings Code report and finding the letter listed under the Type column first column D Dewey L LC and X Neither non standard Library Solution Circulation 8 Circulation Utilities Programs CIRC 187 Contents Index Important Be sure to select the correct call number type for the range of call numbers you are entering 4 If you are running Identify Missing Items on the whole collection click Whole Collection Otherwise click on Selected Call Number Range In the From and To boxes enter the beginning and ending call numbers You can get these numbers from the Inventory Shelf Order for Holdings Code report under the Shelf Order field column 5 Click the Run button 6 After the process has been completed you can print a report of missing items as instructed on the lower right of the tab In the Library Solution Reports module select the report Inventory Missing Items Log Several other reports offer more specific missing and lost item tabulation Library Solution Circulation 8 Circulation Utilities Programs CIRC 188 Contents Index 8 3 2 7 Delete Old Tasks Use the Delete Old Tasks tab Figure 8 8 in Inventory after you have finished running inventory reports Tasks
160. e right lists the libraries included in the selected route To change the route order click and hold a library and drag it up or down To remove a library from the route highlight it and click the Remove button or simply drag it back to the Branches box To add a library highlight it in the Branches list and drag it to the Stations and Order box or click the Add button 4 Delete route To delete an existing route completely select it from the drop down Routes box at the upper left and then click the Delete Route button Caution The following message will be displayed Deleting a route can cause serious harm to future Bookings Are you sure you want to delete this route Select Yes or No 5 Calendar Only applicable for use with Bookings To define the day s of the week that a selected route is scheduled to be run select the Calendar button at lower left Double click on the dates that ARE delivery dates Library Solution Circulation 8 Circulation Utilities Programs CIRC 201 Contents Index 8 6 Vendor Editor The Vendor Editor allows you to enter and maintain information about vendors from whom your organization has purchased equipment or other types of items In Circulation you can link the vendor to selected items or enter the vendor in the item s repair history Most libraries use these features to track the vendor and repair conditions of equipment such as videocassette recorders loaned out in bookings In the Librar
161. each Fields Outreach Fields displayed on the Patron Record Outreach Services tab are customizable These fields can be used to display information as desired For example you can create notes to alert the staff and or delivery person of special circumstances affecting the delivery or of other needs that must be accommodated Go to Setup Types and Codes Outreach Fields to establish new fields that can be used in all Outreach borrower records 4 Ensure that Outreach Services Patron Records have a PIN assigned to the Patron The PIN is used as the password to access the PAC when the Setup New Prefs button is pressed on the Patron Record Outreaches Services tab When the browser connects to the PAC a logon error will display if there is not a PIN established for the borrower To Start Outreach Manager 1 Click the Windows Start button and select the Library Solution Circulation Utilities L S Outreach Manager option 2 A database log in screen will prompt you for your User Name and Password Fill in the log in information and click OK Library Solution Circulation Appendix CIRC 248 Contents Index 3 The Outreach Services screen will appear To set up Outreach Fields in Circulation 1 In Circulation select the Setup menu Types and Codes and then Outreach Fields 2 The entry window is divided into two parts On the upper half is the Field Name and just under that the setup for the type of data to be e
162. ecified branch C specified branch collection Please specify item to be reassigned fC O Cfg Reassign Close Figure si0 The Singa Reassiaimentb S gt 5 2 The Single Reassignment subtab Library Solution Circulation 5 Utilities Menu Options CIRC 128 Contents Index You can also type the title the barcode number or the control number of the item to be reassigned If you type data press Enter or click the Reassign button To configure an item title search click the Cfg button 5 Continue entering other items to be transferred The Item Transfers process changes the Item Status code of an item to T in transit 6 When you are finished click Quit Place the items in a designated location for transport to other branch es 7 When items are received at the other library check in each item This action changes the Item Status code T to the appropriate code Library Solution Circulation 5 Utilities Menu Options CIRC 129 Contents Index 5 2 2 Batch Reassignment To use the Batch Reassignment feature 1 Create a location collection holdings code for each location which will be using the items that are being relocated For example create a new holdings code for each location that has a short description of TRAV for traveling collection Select the items that you will put into the new TRAV holdings code In Circulation assign that h
163. ecked Out e Number of Items Lost e Number of Patrons e Number of Titles Note The query that generates this information reviews all data for your library and can take several minutes ai Branch Statistics 0 x Number of Arrived Holds 140 a Number of Items Checked Out 1 Number of Items Lost 18246 Number of Patrons 48556 Number of Titles 95414 Figure 5 8 The Branch Statistics window Library Solution Circulation 5 Utilities Menu Options CIRC 140 5 7 Loan Payment History Purge Contents Index Use this option to purge Loan History and or Fine History entries Entries older than the Purge Date will be removed For Loan History purges you can selectively remove entries by Branch or All Branches and also by Agency Borrower Type To purge Loan and Payment History entries 1 Logon as system_administrator On the Utilities menu click Loan Payment History Purge 2 The Loan Payment History Purge dialog will display Figure 5 9 You can choose to purge both Fine and Loan History entries or either one separately Only the fields for the checked option s will accept input 3 If you wish to purge Fine History entries click the check box to the left of Fine History Purge A check mark will display and the date field is now available In the entry box type the Purge Date All items dated up to and including the entered date will be purged 4 Ifyou wish to purge Loan History entries cli
164. ecked in at this branch to fill a hold Print Selected A Close Delete Figure 4 1 The Messages window Library Solution Circulation 4 Messaging CIRC 125 Contents Index report will print all messages from a specified date to the present e To delete a message click the Time field of the message line and then press the Delete button Multiple non sequential selections may be highlighted for deletion by pressing and holding the CTRL key while clicking the Time field for each item to be deleted Sequential items can be deleted by pressing and holding the SHIFT key and clicking the Time field of the first and last items of the list of items to be deleted When all desired items are highlighted release the SHIFT or CTRL key and press the Delete button Library Solution Circulation 4 Messaging CIRC 126 Contents Index 5 Utilities Menu Options 5 1 Re Login Use the Utilities Re Login option to login a different user to Circulation This allows a user with a different level of security to login to Circulation without having to close and restart the program Note If you have changed the Security Setup access setup for any user that user must re login to Circulation to make the changes effective To re login to Circulation 1 Select Utilities Re Login The Database Login window will be displayed Figure 5 1 2 Enter a different User Name and Password 3 Click OK
165. ect Setup and thon Holds Routing Setup x The Holds Routing Setup dialog appears like the example shown in At present no items that you have included in this hold can be checked out to the patron who is Figure 3 33 placing the hold Click OK to save this hold as is or Cancel to continue editing The defaults in the Holds Routing Cancel Setup may be identified by a note in red text at the top of the form as a generic Figure 3 32 Information message setup Routing has not been configured Library Solution Circulation 3 Setup Menu options CIRC 123 Contents Holds for available items will be filled without regard to library order below That is all libraries are included in the routing list so in effect there are no library limitations The generic setup ensures a faster holds placement process since a library limited hold requires Circulation to take extra steps to locate an item to fulfill it 3 The current library appears in the Branch To Set Up box the field is grayed so you cannot select a different library here The Branch List on the left includes libraries in the system that have not already been moved to the Routing List on the right 4 To move a library from one list to the other highlight the library and click the right or left arrow To move all libraries use the right or left All arrows To select multiple libraries you can click on a library hold down the Ctrl key and select others o
166. ed but no other member of the group is blocked ALL BLOCKED Whenever any member of the group has a Hot Status of Blocked all members of the group are blocked from borrowing without an override password until the block in question is cleared e Apply Long Overdue Blocks For items Circulated at ALL Locations Only for items Circulated by This Location Library Solution Circulation 3 Setup Menu options CIRC 92 Contents Index Depending on which option is selected borrowers will be blocked from borrowing items if they have any long overdue items After installation Circulation administrators at a library can easily change this setting in the Branch Setup on the Miscellaneous tab Library Solution Circulation 3 Setup Menu options CIRC 93 Contents Index 3 2 5 Notice Text You can enter the message to be included on printed notices in the Notice Text window Figure 3 15 There are three system controlled types of notices you can change the text but not the name of the notice Overdue Notice Arrived Hold Notice and Recall Notice You may add other types of notices and the text to appear on that notice and use that text in reports by selecting from a drop down list of notice types Button Definitions e Save After adding or editing a notice click the Save button to retain the changes e Add New Typing the first letter of the new notice name in the empty drop down entry box causes the Add New b
167. ed if a borrower asks for an arrived hold and it cannot be found The operator can use the Special Status check in and place the item in the Missing MS status The same options will be available to the user to either select another copy to fill the hold let the system select the copy or revert that hold to a PE pending status to be filled when another copy becomes available Dealing with lost item charges When the previously Lost item is checked in and there are existing charges pending payment an Outstanding Charges dialog will display the current pending charges Figure 2 36 The staffers can selectively elect to waive these charges by checking the item s on the list and then clicking OK to continue If the borrower made previous payments for the lost item a Lost Item Charge Payments dialog will display a list of all payments made Figure 2 37 Staff should select the entries that are to be refunded and click OK The check in will continue as normal Review the Charges tab for that borrower to be certain that the fines fees were removed from the borrower record e If Option 1 is selected the system will pick another copy to fill the hold It will display a message advising the operator which copy to select or will send another message to another library to fill the hold Library Solution Circulation 2 Main Circulation Tabs CIRC 44 Contents Index e If Option 2 is selected the operator will scan the selected copy
168. ed to establish a contract with Unique Management Services Inc You can contact Unique Manages Services at the following e Toll free Telephone 800 879 5453 e Electronic Mail info unique mgmt com e World Wide Web http www unique mgmt com aboutus index html e U S Mail or Courier Service Unique Managment Services Inc 119 East Maple St Jeffersonville IN 47130 Library Solution Circulation 8 Circulation Utilities Programs CIRC 203 Contents Index Reports The module generates three different reports Submission Update and Sync Reports The Submission Report provides UMS with the borrower s contact information and the amount owed in fines charges and fees The Submission Report can be issued automatically or manually If the module is running in Automatic Mode the Submission Report will be created and sent to UMS on a regularly scheduled basis and will require no user input If the module is running in Manual Mode you will need to send reports when required To access the Submission Report manually select the Debt Collection item from the Utilities menu and choose the Submission Report item This menu item requires Supervisor rights to access it The Debt Collection Submission Report form will be displayed as shown in Figure 8 13 xi This form displays the Patron ID Name and Balance owed of all borrowers who meet the criteria for Patron ID Name Balance submission to the collection agency Borrowers who h
169. eee ee Ee 13 2 1 Patron Transactions Tab F2 2 0 00 ee ee ee 13 Patron Transactions Subtabs 202 0 0 0 2 000 ee eee ee ee 18 2 1 1 Item Me See Se tp See Se AS ae Se ee SR Se es Ge ee ee a a T 18 ANA i Sew BR OE a we a a we Re a A a 20 Po AOS 2 ee ke ee we he ee a ee oo ee Bo we ee ee eck 25 2 1 4 Patron Reca 29 2 141 Basic lno ooa o ee oi eet hee cay WH Sha a Wo ee de eS ee we 29 2 1 4 2 Patron Fields 2 0 eee ee ee 30 2 1 4 3 Address 2 2 0 eee 31 2144 Misc MoO oo aea a ee ak See Wa ae UE WROD oe a a 33 2 1 4 MIU lt cir aora GS a RS a 35 2 1 4 6 Loan History 0 0 00 cassada ssaa inida 36 2 1 4 7 Outreach Services a a a a a a 37 a Wook cae os oh are bk O 39 2 2 Check In In House Use TabEB 0 000 eee ee eee 41 Library Solution Circulation Contents CIRC iii za ltem Title Information Tab FA lt io soo 0 ee a 47 2 3 1 Circulation AAN AIN 50 2 3 2 Bibliographi a PATEAR 51 ZP AUS USD ea e a e a ee 53 2 3 4 Item Fields Subtab ee 57 2 4 Messages Button gk sa sa sa sacs Ku Paora ee A e a 58 Setup Men HONS oa a e de ia Oe o ee pe a 61 3 1 Types and Codes lt o ee 61 211 Charge Types sk soes ra roeg SR WS we ew ee we we we a 62 Sb Paron E AIRE 63 PAIS y a a di a A dc wee de 69 Lia lem Fields et a a RR RR AR A 71 ALO CUSCO PUBS lt a o A Ea 73 1 6 Department Codes e 76 g amp l Course CodeS
170. elected for your library when the initial database was built administrators should contact TLC Support To apply authority control on uncontrolled authors 1 Catalogers can frequently run a Library Solution report to create a list of Circulation on the fly records Run the Reports module from the Library Solution Start menu and select the following report Titles ltems in a control number range rpt When you enter the beginning and ending control numbers to be included in the report be sure to type the control number prefix specified for your Circulation on the fly records The default value is otf follow this with a beginning or ending number Onscreen instructions explain how to find all otf records 2 Print the report if desired or view the list onscreen 3 Run the Cataloging module Search for each title or control number Correct the author s name if necessary in the 1XX field If you are not sure what form of the name is correct do an Authority Record type search by Author to locate and view the authority record 4 Save each bibliographic record As part of the save process the author entry is authority controlled unless Saved Controlled on the Verify menu is checked Library Solution Circulation Appendix CIRC 207 Contents Index Blocks To override an Enter Override Password block and allow the transaction 1 Follow the instructions in the Enter Override Password window type the Override or Super
171. em Repair History the Patron Transactions F2 Check In In House Use F3 Item 7 Title Info F4 56 list is only retained during the current session To reuse one of the previous Patron smith Cig Read Comment search terms locate and click the term on the history list and the entry box will be populated with that term Then press SMITH ARRON Z North Branch Enter or click the appropriate button to 20105000213465 SMITH ADAM C J North Branch initiate the search 2010500022316 SMITH ADRIENNE L North Branch 20165100110160 SMITH ALEXANDRA JULIET North Branch Administrators control security for this 20105000232796 SMITH ALLEN J North Branch option for each individual user in 20165100122034 SMITH ALLISON North Branch Circulation under Setup Security 20165100295010 SMITH ALLISON JUNE North Branch Setup On the Patron Screen tab for the selected User Name checking or un checking the check box labeled Do Not Save Searches toggles the option off or on for both borrower and title searches Figure 2 2 The Patron Lookup by Name window Library Solution Circulation 2 Main Circulation Tabs CIRC 14 Contents Index If you entered the borrower s name or part of it a Patron Lookup by Name window will appear Figure 2 2 displaying the Patron ID Patron Name Patron Type and Branch at the top Highlight the name you want and click one of the following option buttons on the lower part of the w
172. em is considered Long Overdue when the item s Item Status should be changed from Overdue Item Status code OD to Lost L Example In the example setup in Figure 3 14 any item that is more than 30 days overdue will be considered Long Overdue and the Long Overdue block will be displayed when the borrower is searched on the F2 tab The Long Overdue to Lost Days box includes the value 30 so this means that 30 days after the Long Overdue designation that is when the items is a total of 60 days overdue the item will automatically be moved to the Lost status The system runs the automatic change to Lost process once every night This will also charge the appropriate fees fines depending on the configuration settings in the fields below and discharge the item from the borrower s list of overdues Library Solution Circulation 3 Setup Menu options CIRC 89 Contents Index e Charge OD Fine on Lost Select this check box if you want the borrower to be charged the overdue fine due on an item when the system automatically changes it to the Lost status from Long Overdue The fine will equal the amount that would be due if the item had been returned and checked in overdue on the date the item is shifted to the automatic Lost status e Lost Processing Fee If you want the borrower to be charged an additional fee when an item is automatically changed to Lost status enter the fee amount in the Lost Processing Fee entry box
173. en see the Blocks area of the Patron Transactions tab for more information The check out might be blocked if the item happens to be an arrived hold for another borrower Staff with the proper security can override the hold and check it out to this borrower Rental charge If the item being checked out is in a holdings code that has an optional rental charge configured a message box will display asking if you wish to charge the rental fee Choose Yes to charge No to check out the item with no charge or Cancel to cancel the checkout The rental fee will appear on the borrower s Charges tab 8 If the check out was successful the checked out item s for this borrower will be displayed in the Items Out tab on the lower portion of the Patron Transactions tab 9 If a printer has been configured for date due slips a slip will be printed when the item is checked out To check out multiple uncataloged items 1 Go to the Patron Transactions tab find the borrower who wishes to check out items and then select the Stats only Check Out button The Statistics Only Check Out window will be displayed Library Solution Circulation Appendix CIRC 222 Contents Index 2 Select a collection code from the list on the left In the Quantity box type the number of items to be checked out 3 Select Check Out or press Enter The items will be included in Circulation Statistics but individual items are not tracked for overdues etc To
174. en the first and last four digits will be supplied automatically Library Solution Circulation 2 Main Circulation Tabs CIRC 48 Contents Index Type Mono Serial Monograph is displayed as the default type of record To change the default click the radio button beside Monograph or Serial Format Contains a code to describe the physical format of the item The code for book is displayed as the default format To change the default for a Circulation on the fly record click the drop down menu to display the list of available material types Year The year published If this item is a serial like an almanac or a magazine issue enter or look for the date this piece was published in the Serial Year field in Item Information instead Language The code for English is displayed as the default If you are entering a new record or adding an on the fly record you can change the default Click the drop down arrow to display the list box of individual languages and codes Items The number of items copies or volumes associated with this title For item information click the down arrow next to the Item ID field in the Item Information area A list of barcode numbers associated with the title will be displayed Select a barcode number Then click one of the Circulation tabs below Circulation or Bibliographic Save button To save changes or entries in an on the fly record click the Save button Delete butt
175. endor Editor e Debt Collection Module 8 1 L S Circulation Generate Overdues Use the Library Solution Generate Overdues utility to produce data that can be used in notices and reports Briefly producing overdue notices based on the configured overdue notice intervals for your library is a multiple step process in which you e Use the Library Solution Generate Overdues module to compile overdue notice data e Use the Library Solution Reports module to run and print the notices To generate overdue notice data 1 Go to the Windows Start menu and select Library Solution and then L S Generate Overdues 2 On the Database Login window type the password Click OK or press Enter Library Solution Circulation 8 Circulation Utilities Programs CIRC 155 Contents Index 3 In the L S Compile Overdue Notice Data window Figure 8 1 select the library or click the Process All Locations check box for all libraries To see the library list click the down arrow in the Branch text box 4 Effective Date The system date is displayed by default in the Effective Date entry box To change to an earlier date type the desired effective date or click the drop down arrow to view a calendar to choose the date Please read the following information before entering a date Generate Overdues uses the Effective Date setting when determining which overdue items should have a notice generated Overdue notice intervals are determined by the Notice Inte
176. entory Jobs List before you run the Inventory Shelving Errors report e Inventory Shelving Sequence Errors Important Note Run the Inventory Jobs List before you run the shelving errors report The Inventory Shelving Errors report is available for all inventory jobs but if you did not select the Check shelf order check box in Collection Processing this report will only display the items that should not have been shelved in the section scanned When you start the report you will need to enter the job number from the Inventory Jobs List report above An item shelved out of sequence is identified in the report by a locator item that is the call number of the item just before it that is shelved correctly The locator item is identified in the shelving report as Item Following the misshelved item is listed just below it as Misshelved A Library Solution Circulation 8 Circulation Utilities Programs CIRC 190 Contents Index description of the shelving problem follows like Range which means this item was not supposed to be in the section scanned Take the list to the shelves immediately and move misshelved items to the correct locations before someone moves or checks out the locator items The following reports are available as a result of running the process on the Inventory Identify Missing Items tab e Inventory Missing Items Log You will need to enter the last date time you ran the process as well as the
177. er items Uncataloged Collection Codes e To set up Uncataloged Collection codes Vendors e To link to or remove link from a Vendor Library Solution Circulation 1 Getting Started CIRC 11 Contents Index Library Solution Circulation 1 Getting Started CIRC 12 Contents Index 2 Main Circulation Tabs 2 1 Patron Transactions Tab F2 The Patron Transactions tab is the default menu displayed when the Circulation program opens Once Circulation is running and you have navigated to other parts of the program you can reach it by clicking the Patron Transactions tab or pressing the F2 key When Circulation starts the Patron Transactions tab contains no specific borrower information and portions PINa lol x of the window are empty or truncated Figure 2 1 A ee tie d Patron Transactions F2 Check In In House Use F3 Item Title Info F4 71 To begin any borrower related activity or inquiry you Patron v cfg fRead Comment must first access the borrower s record To do this scan Name No patron loaded a iia PUES Patron ID ems Out the borrower barcode label You can also type the See pies rs Patron ID usually barcode number borrower name or part of a name or the Alternate ID in the Patron entry Enter tem gt fa Check out En box on the tab and click the Read button or press Enter You can also search for borrower records by street address city ZIP phone number fir
178. er left of the Circulation window or press the key combination ALT U Select Item Transfers The Item Reassignment window will be displayed On the Single Assignment tab select an option in the Reassign specified items to area Owning branch collection to transfer items back to the original location Specified branch to transfer items to a selected library Specified branch collection to transfer items to a specified library and collection In the New Location area click the down arrow to select a library and a collection if relevant Note You cannot use this utility to place items on reserve Specify item In the edit box in the center of the window scan the barcode number of an item to be transferred You can also type the title the barcode number or the control number of the item to be reassigned If you type data press Enter or click the Reassign button To configure an item title search click the Cfg button The Item Transfers option Upload File of barcode numbers has not yet been implemented Continue entering other items to be transferred The Item Transfers process changes the Item Status code of an item to T in transit When you are finished click Quit Place the items in a designated location for transport to other branch es When items are received at the other library check in each item This action changes the Item Status code T to the appropriate code
179. ere is a problem with the server you should become familiar with the procedure before an emergency situation occurs With it your staff will be able to continue checking materials in and out of the library with no delay 8 2 1 Menu Selections The toolbar on the main screen includes File and Utilities options 8 2 1 1 File To Edit the Server Down Circulation Settings Settings Server IP o0 1 Click File Settings 2 The Settings screen will display Figure 8 2 Make chages as appropriate to the following fields TERP hsa e Server IP The Internet Protocol IP address of the Circulation Server Server Port The Port number of the Circulation Server Instance po00t__ e Instance The Oracle Instance SID anchas ho e Branch Number As assigned by library administrators e Station Prefix As assigned by library administrators Station Prefix ST1 e Use Alternate IDs If your library makes use of Alternate IDs click the gray check box to select it A check mark will display Use Alternate IDs _ e Print Check Out Slips If you wish to print slips to your configured printer Print Check Out Slips _ click the gray box to select A check mark will display Figure 8 2 The Server Down Circulation Settings window Library Solution Circulation 8 Circulation Utilities Programs CIRC 158 Contents Index 8 2 1 2 Utilities The Utilities menu on the Server Down Circulation main screen
180. es Programs CIRC 162 Contents Index 8 2 3 Check Out Check In Items Checking Out Items 1 Enter the Branch number User name and Station Prefix 2 Select transaction In the Transaction area select Check Out When Check Out is selected the Promised Due Date check box under For Checkout Transactions is enabled 3 Borrower ID In the Borrower ID field type or scan the patron s ID number barcode number Since the Library Solution server is unavailable you will not have access to patron records by name or access to items by title You must enter patron and item transactions by barcode number If you scanned the barcode label an automatic carriage return at the end of the scan will move the cursor to the Item ID field Important If this is your first transaction be sure to enter a due date If you have just entered the Borrower ID for a new borrower check the due date to be sure it should be the same as used for the previous borrower s transactions See the next step 4 Promised Due Date To enter a due date click the check box to the left of Promised Due Date if the check mark is not present This makes the date entry field available See notes below Enter a due date for the next item s to be checked out Type the date in this format mm dd yyyy will accept 4 digit year Example For May 7 2005 type 05 07 2005 Note If you do not check the box and enter a Promised Due Date the system will calculate the due da
181. essage appears next to the System Wide button Warning This setting deletes borrower records from all branches 6 Under Blocked Deletion click the check box to enable the Do Not Delete When Block Status is Set option When this box is checked any borrower with blocked status will not be deleted However if the box is not checked the borrower will be deleted 7 After selecting the options you want click the Delete button A message window displays information about what will be deleted for example This will DELETE all borrowers of type s XXX with Expiration Dates on or before date FOR THE ENTIRE SYSTEM or for specified Branch The error log will be overwritten if any errors are detected If you want to cancel the deletion process now click the Cancel button on the lower portion of the Deletion Information box This will redisplay the main form and no borrower records will be deleted If you click OK the program will begin deleting borrower records Library Solution Circulation 5 Utilities Menu Options CIRC 147 Contents Index 8 When all the borrower records marked for deletion have been run through the program a message appears for example 16 patrons were deleted To close the message box click OK If some eligible borrower records were not deleted the message may look like this example 472 patrons were deleted 56 patrons were not deleted Do you wish to view the error log Click Yes to view the log
182. etting back to this library 3 2 1 Branch Setup Security Subtab Enter your own passwords in the Override and Supervisor password boxes Figure 3 12 Your staff will use these to override blocks and to gain supervisor access to certain secured functions like the Branch Setup Enter up to 8 characters letters numbers and or punctuation marks are allowed but begin with a letter If you do not wish to use passwords leave the fields blank Then any time the system requests a password users could click OK or press Enter to exit the password request window Library Solution Circulation 3 Setup Menu options CIRC 82 Contents Index 3 2 2 Branch Setup Defaults Subtab The following fields can be edited from the Defaults subtab of the Branch Setup Figure 3 13 e Grace Period Enter the number of days an item is allowed to be overdue before a fine is imposed For no grace period enter 0 If there is no grace period in the Circulation Rules or the Patron Type setup and if a grace period has been established in the Branch Setup then that grace period will be used e Check In Lag Period Define the number of days after checkin before items are usually back on the shelves If any lag period is configured then when an item is checked in the Item Status code becomes S for reshelving and a special status display appears in PAC If items are usually available for checkout the same day as they were checked in from previou
183. etup window will appear If this is a first time setup the box for the Outreach PAC Server address will be empty Type the address e g pacserver library org and click OK If an address was previously set clear the current contents and then type the new address Then click OK Note The address information should be provided by your administrator Dutreach PAC Server X Cancel Figure 3 30 The Outreach PAC Server window Library Solution Circulation 3 Setup Menu options CIRC 121 Contents Index 3 7 Holds Routing Setup The Holds Routing Setup command on the Circulation Setup menu enables a library administrator to set a list of other libraries that will be checked for available titles to fill holds to be picked up at that library Thus this setup allows you to preconfigure the limitation of hold requests by library so that holds to be picked up at a selected library will be filled only by items belonging to the specified libraries The setup also allows you to set the order in which those libraries will be checked for available items that can fulfill a hold when your library is selected as the pickup library This feature was introduced in Version 3 2 but in that version it was necessary for TLC Support to establish or change the settings for each library In Version 3 3 users can access the new setup dialog in Circulation to set the defaults for the current library A typical Hold Routing Setup dialog i
184. fault Lost Fine 25 00 Automated Processes Number of notices 4 30 M Long OD to Lost Days 30 Days between notices 7 M Charge OD Fine on Lost Notice h Charge 0 50 M Charge New Card Fee 2 00 Lost Processing Fee 5po You will be prompted to apply the New Card Fee when adding a new patron or changing a Patron ID Figure 3 14 The Fines Overdue subtab Library Solution Circulation 3 Setup Menu options CIRC 87 Contents Index Default Lost Fine In the Branch Setup window enter a default dollar value to be charged for lost items for which no price is entered in the item record The maximum fine that ever can be charged for an individual transaction is the value of the item so if there is no price in the item record the program uses the Default Lost Fine for that maximum Note If the value in this field is zero 0 00 this means no fine could ever be charged if there is no price in the item record Thus you should set this figure high enough to accommodate the largest fine anticipated by the library Then use the Circulation Rules area of the Patron Type setup to set individual maximum fines that are less than the Default Lost Fine amount e Number of notices Enter the maximum number of overdue notices to be produced for an overdue item Type a number between 0 meaning no notices will be printed and 30 meaning a maximum of 30 notices e Days between notices Enter the
185. field with a check box select the check box check mark appears and then enter a value in the text box Please note that even if a value appears in the text box the field is not active unless the check mark appears 7 To save a new Patron Type select the NEW button If you modify an existing type select SAVE To delete a Patron Type code select DELETE Caution The system will not permit you to delete a Patron Type when there are borrower records using that Patron Type code 8 Now go to the lower portion of the Patron Types window and set the Circulation rules Use the Circulation Rules section to link each Patron Type with each type of item in the library as defined by holdings codes The rules determine which Patron Types can check out what type of item for what checkout period overdue fines etc To review your current settings easily print a report of the current rules setup On the Start menu select Library Solution Reports Select the File menu Open and select the report Rules Matrix rpt Caution If your system has many Patron Types Holdings Codes and Branches this could be a lengthy report To set up or modify Circulation Rules 1 Select that Patron Type 2 Select the holdings code for which you wish to modify the checkout rules To view the list of holdings codes click the down arrow beside the field or click the right or left arrow buttons further to the right of the field These buttons access the first code in
186. for Holdings Code which provides you with the correct call number data see more information about this report below You will need to enter this information later on both of the activity tabs in Inventory Collection Processing and Identify Missing Items After running each process in Inventory also make a note of the date you ran Collection Processing and the date for Identify Missing Items How to enter call numbers in the manual log and in the From and To boxes under the Collection Processing tab and the Identify Missing Items tab Before you begin an inventory you will need to run the Shelf Order for Holdings Code report to get the proper data for entry The first column in the report is Type this refers to the Type of call number In both Collection Processing and Identifying Missing items you are required to select a type under Call Number Type Refer to the Type Column in the report The letters correspond to Call Number Type D Dewey L LC and X Neither non standard To determine the call number for entry in the From box look at the first number under the column Shelf Order field and type this into the From box Library Solution Circulation 8 Circulation Utilities Programs CIRC 172 Contents Index To find the call number for entry in the To box look at the last number under the column Shelf Order field and type this into the To box The system attempts to verify the call number type Dewey LC or other so
187. he borrower s information is displayed select the Holds tab 2 Select the Place button The Define New Hold Basics window appears 3 In the Define New Hold Basics window change the defaults if necessary for Hold Expiration Date and Holds Priority for this borrower If you would like for the arrived hold item item with Holds Status AR to be sent to a different library than the one displayed for pickup click the down arrow in the list box to the right of Send to Branch and select a library Click OK The Define Title Specifics window appears 4 In the Define Title Specifics window in the Select Title text box enter information about the title or item you want to place on hold Click the Pick button or press Enter 5 Select the title you want from the Title Lookup Window 6 The system checks to see if the borrower is allowed to check out items of the selected title based on the Patron Type and the circulation rules for the Holdings Codes of the items If borrower is not qualified to check out any of the items a Holds Advisory message warns There are not any items for this title that can be circulated to this borrower type Click OK to exit the message For more information you can then view the Allowed column on the Holds Branches and Items tabs Select Exit to leave the Define Title Specifics window without continuing with the hold If borrower is qualified to check out only some of the items a Holds Advisory message wa
188. he On The Fly Item Entry form in the Item Information area 3 To save the new item record click the appropriate Save button To cancel the add click Cancel instead To change the Title Search Configuration Note Yo must have supervisory access righrs to do this 1 Before you enter information to search for an item or title click the Cfg Title Search Configuration button which appears just to the right of the item title entry field 2 The default configuration is to search Item ID Control Number ISBN and then Title in that order This is indicated by the green check marks beside Item ID Control Number and ISBN and by the v in the check box beside Search Title To change any setting click that option This changes the green check mark into a red x Library Solution Circulation Appendix CIRC 275 Contents Index To change the order of searching Item ID Control Number or ISBN click one hold down the left mouse button and drag the selection up or down Note The title is always searched last and when nothing else is found For example if you enter an Item ID that is not found in the database a display of all titles will be shown in the Title Lookup window 3 After making changes click OK to save or Cancel if you do not wish to save changes Library Solution Circulation Appendix CIRC 276 Contents Index Transfers To transfer items de Select Utilities on the title bar at upp
189. he Patron Transactions tab during checkout Search by typing the title or first few words of the title You will see one of two types of displays If similar titles are found they will be listed in the Title Lookup window You can add a new title from this window by clicking the New Title button If the first few characters you typed were not found in the title search a message appears No title starting with those characters was found Would you like to add one Click Yes or press Enter If you do not wish to add a title click No or press Esc If you selected Yes or New Title the On The Fly Item Entry window appears To view a list of possible material formats select Material Types Item Information After entering all title information bibliographic information on the upper part of the window enter information about an item The only required fields are Owning Branch and Barcode number Item ID Selecting Branch and Collection By default the current library name will be displayed in the Owning Branch field The current library is the one selected in Setup Local Configuration Station Options In the Collection field the first collection code alphabetically for this library will be displayed You can quickly locate the collection you want by typing the first letter of the collection code For example to find REF type R then press the Down or Up arrow keys to scroll through the list from there o
190. he Reserves tab select highlight the item on the Reserves tab and then select the Remove button To use the Remove Reserve ltems utility 1 Select the Reserves Tools Remove Reserve Items option to display the Take Items Off Reserve window Figure 6 2 2 Scan the barcode label or type the barcode number If you type the number press Enter or select the Take Off Reserve button A message will inform you that the removal was successful Then a Relocate Item window will remind you to reshelve the item in its correct location transfer it to another library or place it on the holds shelf as appropriate 3 To remove another item simply scan or type the number 4 When you have finished removing items from reserve exit the dialog by selecting the OK button ai Take Items Off Reserve Ea Please scan item to take it off of reserve Figure 6 2 The Take Items Off Reserve window Library Solution Circulation 6 Reserves Tools Menu options CIRC 151 Contents Index Library Solution Circulation 6 Reserves Tools Menu options CIRC 152 Contents Index 7 Help Menu Options 7 1 Contents Use the Help Menu Contents option to display the table of contents for Circulation Help Figure 7 1 Click on an underlined item to jump to the relevant topic or use the Index feature at the top of the page to search for key words in Help amp Library Solution Circulation Contents File Edit Bo
191. he appropriate text box Enter Item Item or Item Title depending on the particular data entry screen do one of the following Library Solution Circulation Appendix CIRC 242 Contents Index Scan the barcode label with the barcode reader Type the barcode number of the item or the control number Type the whole number including any leading spaces or prefix characters of the control number no truncation Click Search or press Enter Type the title or first word s of the title Click Search or press Enter Type the ISBN Click Search or press Enter Note In Circulation v3 3 you must use a 10 or 13 digit ISBN Type the MARC record control number exactly as found in field 001 Click Search or press Enter To search by call number first type the Local Call Number Director Code prefix c in the entry box and then immediately following the prefix type the call number in the entry box typing at least up to the cutter portion Click Read or press Enter Search results Note On any title lookup results screen press the Details button to view a full display of the item information The display of search results will vary depending on what is found Not found If the title or item is not found a message appears No title starting with those characters was found or No item or record was found Would you like to add one Click Yes or No Same or similar title If the title or similar titles are found they
192. he fly the system will assign control numbers automatically It also creates MARC records with these control numbers in the Local Database accessible through the Cataloging module Supervisors may wish to set the same control number prefix three leters like otf in each library s Branch Configuration or they may assign a separate prefix for each library in the system Different prefixes may help catalogers track which library added which titles The bibliographic portion of this section will be grayed or not grayed depending on whether Cataloging owns the record If the screen says Circulation Record in red you can edit it if security allows Note The numeric portion of the automatic control number eight digits is not configurable There is a single numeric sequence which applies system wide The first number used by any library in the system for the first title added to the system on the fly is 00000001 with the appropriate assigned prefix Author The author s name up to 50 characters If entering data type the last name first like this Twain Mark ISBN Enter the ISBN International Standard Book Number if Known Type the 10 characters without the hypens supplied in the printed number ISSN If the title is a serial this field contains the ISSN International Standard Serial Number If you are entering a new title record in the On the Fly Item Entry window type all eight digits of the ISSN The hyphen betwe
193. he items will be included in the missing items error report Inventory Identify Missing Items Log WARNING You will have a problem if you run Identify Missing Items on a whole collection or call number range you have not completed scanning and xl running through Collection Processing MANY items will be marked MS Colection Processing Identify Missing Items Delete ld Tasks missing which are not actually missing There is no recovery from this situation Lise this modile to identify missing itema except to finish scanning all the items in that collection or call number range and Beginning Date of Inventory EM then run Collection Processing and Identify Missing Items again p Section of library to process Branch Chico Branch y Coll AF y Collection Options To identify MISSING items Selected Call Number Range Whole Collection 1 After you run Collection Processing select the Identify Missing Items tab Fie E Se Do notinelude or LC class 2 In the Beginning Date of Inventory box enter the beginning date of the From es inventory If you are working with more than one input file enter the date of To inventory for the first file Enter the date in this format mm dd yyyy the rs system supplies the slashes lt gt Run he invento dro Missing lioms 3 Under Section of Library to Process select the Branch and Collection MA E rs from the choic
194. he scanner to the hard drive of the workstation where you want to run Inventory processing The offload is performed outside the Library Solution programs To offload data 1 Run the PTFER program by clicking on the shortcut on the desktop called Offload Scanner Data You can also run this from the Start menu select Library Solution and then Portable Scanner Offload 2 Attach the portable scanner to the serial cable which is attached to the COM port of your workstation 3 Press the F4 button on the scanner to Offload Data 4 Press F1 on the scanner to Begin Offload The inventory data from the scanner will be copied to the UPLOAD INV file in the following directory on the workstation s hard drive C Program Files The Library Corporation Library Solution Circ Notes This process creates the UPLOAD INV file each time so it will overwrite any previous version of this file that might exist on your hard drive Thus you should make sure you have processed the previous scanner load of data before offloading more f LS Inventory E Identify Missing Items Delete Old Tasks Use this module to update records inventory date and to check shelf order Upload File JUPLOAD INV Select Upload File ki File Type TLC Scanner File Server Down Circulation File Text Barcode File Section of library being inventoried Branch Chico jd Coll ar Call Number Type e Dewey C LC
195. he screen to its default size Library Solution Circulation 5 Utilities Menu Options CIRC 145 Contents Index 5 11 Delete Patron Records The Patron Delete Utility enables authorized Circulation users to batch delete all borrower records of a selected Patron Type or multiple selected Types when the borrower registrations have expired or will expire on a specified date Tip The Utility is a separate program outside of the main olx Circulation program TLC recommends that authorized staff run it from Windows Explorer instead of creating a shortcut Patron Types on the desktop or adding it to the Library Solution Start Y By Patron Type menu to prevent accidental use of this powerful tool See more notes and tips below L OUTREACH po zl Warning Once borrower records are deleted they cannot be recovered Be sure to run system backup BEFORE using this utility Date Control Delete Patrons with Expiration Date on or Before To run and use the Patron Delete Utility 01 0171 900 C Delete Patrons Based on Date of Last Activity 1 Go to the Windows Explorer find the PatDelete exe program in the circ folder with the Library Solution Branch Selection Circulation program Double click the file By Branch 2 In the Login window you must login with the User Name C System Wide SYSTEM_ADMIN and enter the correct Password After login the Patron Delete Utility wind
196. he second copy of the item and check it in This can now be checked out to the original borrower Do not store ID of Last Patron to have an item This check box allows your library to record or not record the Patron ID barcode number of the last borrower to check out an item after it is checked in This information would appear on the Item Title Info F4 tab on the Circulation tab on the lower left in the Last Patron ID field By default this Branch Setup check box is not checked This means that the last borrower ID WILL be recorded If you do not want this information to be recorded for your library click the setup check box to insert a check e Show NO ITEMS on Title Hit List If enabled and the Local Titles Only option in checked in Station Options users can still see ALL titles in the database but the NO ITEMS display will appear beside titles belonging to other libraries e Turn on Local History If Loan History is configured for this library checking this box will cause the Loan History box to be checked when a NEW borrower record is added Existing borrower records added before checking this box are NOT affected by this action Library Solution Circulation 3 Setup Menu options CIRC 85 Contents Index e Turn on Fine History If Fine History is configured for this library checking this box will cause the Fine History box to be checked when a NEW borrower record is added Existing borrower records added before che
197. hecked out by a borrower of the selected type select this check box e Check Out Limit Use this field to enter the maximum number of items of this Holdings Code that this Patron Type can have checked out at any time When the borrower attempts to borrow an item of this type which would cause the total number of this type the borrower has checked out to exceed the limit a checkout block will occur To set a checkout limit activate the field by selecting the check box and then enter a value If borrower is not allowed to check out this type of item at all enter 0 If there is no limit on the number of items of this Holdings Code allowed to be checked out do not select the check box Library Solution Circulation 3 Setup Menu options CIRC 65 Contents Index Note It is a good idea to enter a default checkout period fines etc anyway These checkout policies will then be used if authorized staff decide to override a checkout block and allow the loan Comparison note Check Out Limit in the Patron Type setup is an overall limit on the number of items allowed to the Patron Type with no regard to the types of items holdings codes checked out e Check Out Period Enter the checkout period in days hours or minutes depending on the Due Date Interval selection above Please note that the due date or time will fall only on open days or hours or minutes The library s calendar of open closed days or hours is controlled by the Calen
198. hold in Circulation on an item at your library when the item is available a message will appear on the screen listing the item barcode and call number and reminding you to go to the shelves to retrieve the item and then check it in at this library When it is checked in it will receive an arrived AR hold status Library Solution Circulation 3 Setup Menu options CIRC 84 Contents Index There are two important advantages to using the unchecked setup option an arrived Holds slip will be printed for the item and in case the item was not found on the shelf other action can be taken without having to cancel an AR arrived hold If a shelved title level hold item is checked out to another borrower and you attempt a Special Status check in of the item this message will display Were you looking for this item because a system message requested it to fill a hold If you click Yes the system will attempt to find another copy of the item to fill the hold or change the hold s status to PE Also a message will be generated advising you to retrieve another copy and check it in If you check out an item with an HD status to a borrower other than the person who held the title an Arrived Hold Override form will display Select the original borrower from the list and click the Change Status to PE button The Hold Replacement form will display Select the System Selects Item fo Fill Hold option and click OK You will be advised to retrieve t
199. ich will get the item first beginning the rotation LOOPS The number of times the times the item is to rotate through the grid In the Route Configuration Utility Library Solution Circulation Utilities L S Route Config create Routes for each grid defining the sequence of rotation among the libraries in the grid Using L S System Configuration create the new circulation holdings codes for each location that have been designated for the rotating collection Important The short description in the Holdings code must be the same for all locations In Circulation set the Rotating Collections Period This sets the number of days that items in ANY grid will stay in the indicated Circulation Collection In Circulation on the Item Title Info F4 tab Item Fields sub tab call up each item to be included in the rotating collection and Set the BEGIN item field to the library number of the beginning library collection in the appropriate grid Set the GRID item field to the appropriate grid name Set the LOOPS item field to the number of times the item should rotate through the grid Library Solution Circulation Appendix CIRC 270 Contents Index Set the circulating collection to the holdings code you have created for the rotating collection 6 When complete send each copy to the appropriate branch es Security Setup To complete Circulation Security Setup for any user qualified to ac
200. ies menu option to purge Lost Item Charge entries Entries up to and including the Purge Date will be removed To Purge Lost Item Charges 1 2 Log on as system_administrator on the Utilities menu click Lost Item Charges Purge The Lost Item Charges Purge dialog will display Figure 5 10 Type the desired purge date Click the Delete button to delete all entries up to and including the Purge Date You will be advised the lost item charges have been purged Click OK Lost Item Charges Purge Purge Date fi Delete Figure 5 10 The Lost Items Charges Purge window Library Solution Circulation 5 Utilities Menu Options CIRC 143 Contents Index 5 9 Check In Out Notes The Check In Out Note Editor window Figure 5 11 enables Circulation users to add edit or delete these notes without having to use Cataloging You can search for a specific item barcode The title barcode library and collection descriptions and the current note if any are displayed Add edit or delete the note Users can also choose whether or not the notes should Title be displayed during checkin and checkout In the same Circulation dialog change the setting in the Show Note field check box By default the box is checked meaning to display the note Branch To Add or Edit Check In Out Notes Collection 1 Check In Out Note Editor ltem ID On the Utilities menu select Check In Out No
201. ily member who is picking up the item on behalf of the original requestor select the original requestor in the list of HD holds and choose the Cancel Hold button to remove that person from the holds queue e Relocate Item message This window appears when items are arrived holds or if they have a T Item Status in transit and may need to be transferred to another location If an item needs to be sent to a different library the Relocate Item window includes a Print button to allow the user to print a copy of the Relocation Item message The slip can be inserted in the item to accompany it to the specified location 8 A display of items just checked in appears on the lower part of the Check In tab The list includes Item ID usually barcode number title date and time the item was due and borrower name The list includes the last fifty 50 items checked in during today s work session You can perform item or borrower inquiries by selecting the Item Inquire or Patron Inquire buttons Library Solution Circulation Appendix CIRC 216 Contents Index To check in items with special Item Status 1 2 Click the Check In In House Use tab or press F3 For Mode click Check In already selected as the default mode Before you enter information about the item to check in select the Special Status button The method of selecting will determine whether or not the button stays turned ON for multiple checkins Tip If you wan
202. indow e OK Loads the borrower information for the name selected e Cancel Cancels the selection process and returns you to the Patron Transactions tab Add New Displays the Add New Patron window Figure 2 3 where you can enter a Patron ID Last Name First Name Patron Type from drop down menu and Expiration Date Click OK to save your new entry e Details Displays the Quick Patron Info for Verification Purposes window Figure 2 4 Click OK to close it e Local Branch Displays only names found at the local library Click All Branches to return to the full list of names Add New Patron s Quick Patron Info for erification Purposes E x Patron Name David Bicking Patron ID 4321 Patron ID Alternate ID PEBbETe Issuing Date 8 28 2003 9 45 38 PM Last Name Issuing Brn Chico Branch y Date of Birth First Name Patron Type 4 Gender Not specified v Patron Type 7 Address David Bicking 2632 Stonegate Dr Winchester YA 22601 Expiration Date 472572005 Y OK X Cancel Figure 2 3 The Add New Patron window Figure 2 4 The Quick Patron Info for Verification Purposes window Block Status GOOD Library Solution Circulation 2 Main Circulation Tabs CIRC 15 Contents Index After the borrower is found summary information about the borrower is displayed on the tab Figure 2 5 s L S Circulation Chico Branch ox Setup Mess
203. ing changes select Done Library Solution Circulation Appendix CIRC 230 Fines To ca Contents Index Iculate fine before checkin 1 Click the Patron Transactions tab or press the F2 key Access the borrower When the borrower s information is displayed click the Items Out tab Usually the tab is already open Select the item for which you wish to calculate the possible fine You can calculate the total fines for multiple items if the items are listed together in the list To select items drag the mouse down the list to highlight the ones you want Click the Calculate Fine button on the lower part of the Items Out tab If you selected only one item a message window reports that if you check in the item immediately the amount of the fine would be stated amount If you selected more than one item the message is Number of the total number of items you selected would result in an additional fine for this borrower The total fine would be amount To change the Overdue Fine Amnesty Period 1 2 Under the Setup menu click on Types and Codes Then select Patron Types Click the arrow beside Patron Type to see a list of current borrower types Click on the first borrower type for which you will change Max Fine Balance The borrower type will be highlighted Select the check box beside Max Fine Balance A check mark will appear in the box Click in the textbox at far
204. installed in the Circ folder on every Circulation station since v3 0 0 01 can be used to adjust the due dates for bookmobile items for selected stops that were due on a specific date when the bookmobile did not keep its regular schedule You can adjust the dates for multiple stops providing that the date and interval period for all selected stops is the same This process extends the loans to the next expected stop date and avoids charging patrons overdue fines for those items This method can also be used in tracking checkout checkin statistical information by logged in user name and does NOT ONLY apply to using Server Down on a bookmobile but also works equally well when running Circulation wirelessly on the bookmobile In either case the library must create new user names with Circ_user rights and then be sure to login to Circulation or set the user name in Server Down using the appropriate user name for EACH STOP on the bookmobile route If stops are added you will need to add new user names Library Solution Circulation Appendix CIRC 284 Contents Index If your library is using the full Circulation module on your bookmobile running with a wireless connection or other live connection to the database then all you need to do is create different login names for each stop on the bookmobile route The operator must login appropriately at each stop This will allow the database to know from which stop every item was checked
205. int window Be sure to select a local or network printer appropriate for printing notices and reports If you select the Print button in the tool bar instead of Print from the File menu the reports notices will print to the default printer Note The notices will print on 8 1 2 x 11 sheets one sheet per borrower If a borrower has more items overdue than will print on one sheet the items will overflow to a second sheet 9 Save as You can optionally save the reports file in another format or with another filename Use the File menu Save as command 10 When you have finished printing close the report window To exit RS_RunTime select File Exit Library Solution Circulation Appendix CIRC 247 Contents Index Outreach Fields To get started Using Outreach Services in Circulation After Outreach Services have been installed in your Circulation system you need to perform the following steps before you begin using Outreach Services 1 Establish a Patron Type in Circulation for Outreach Services Patrons A current Patron Type can be modified to allow Outreach Services or a new Patron Type can be established You may have as many Patron Types designated as Outreach Types as you need 2 Configure the Outreach User PAC This requires the address of the PAC that will be used for Outreach Patrons Go to Setup Outreach User PAC Setup and enter the IP or URL to your PAC Note Do not enter http 3 Establish Outr
206. ion Ctrl G is the setting for the APG cash drawer You must determine the appropriate setting from the Cash Drawer COM Port com y manufacturer s instructions that come with your cash drawer l Control Character in Hex a7 4 The Allow Cash Drawer to Open Without Payment field allows supervisors at each library to set more security on when III the cash drawer can be opened The initial setting for the check box is unchecked This setting i E _X Cancel provides more security for access to the cash drawer If the Figure 3 21 The Cash Drawer Setup window Library Solution Circulation 3 Setup Menu options CIRC 105 Contents Index box is unchecked this means that the cash drawer will open only if a payment is made for a selected borrower on the F2 Charges tab When Circulation staff enter an amount and select the Balloon Pay Waive or Individual Pay Waive button on that tab whatever is appropriate to this payment the cash drawer will open automatically When the box is checked the Open button is available on the F2 Charges tab for a selected borrower and the Cash Drawer item is available on the main Circulation menu Circulation staff at this station can open the drawer by selecting either option even if no payment is made 5 To save changes click the OK button Library Solution Circulation 3 Setup Menu options CIRC 106 Contents Index 3 5 Security Setup Use the Circulation Security Setup option
207. irculation 3 Setup Menu options CIRC 113 Contents Index 3 5 4 Patron Screen Subtab The Patron Screen subtab Figure 3 26 shows all of the fields in the Basic Info tab of the Patron Record on the F2 Patron Transactions tab On the lower part of this tab you can control access to the other Patron Record tabs Address Patron Fields Misc Info Configuration and Loan History For each field or tab you can select Disallowed user cannot view or edit field Viewable user can view but not edit the field or Editable user can view and edit the field Delete This check box refers to deleting borrower records If this check box is checked the Circulation user is allowed to delete borrower records Note on Name field If Disallowed is selected the Patron Name fields are removed from the Patron Record Basic Information tab and from the Circulation tab of the F4 tab Item Title Information which normally displays the name of the borrower who currently has an item checked out If Viewable is selected these fields are displayed but cannot be edited Patron ID Editable y Name Editable y Alternate ID Editable S General Basic Functionality Menu Function Patron Screen Bibliographic Page Circulation Page V Delete General Information Type Editable y Expires Editable y Hot Status Editable y Print Patron Into Salutation Editable y Date of Birth Editable y Comment Editable y E
208. items list on the F4 display Library Solution Circulation 3 Setup Menu options CIRC 103 Contents Index Local Patrons Only Supervisors at each station can configure the default for the borrower search hit list to include local borrowers only meaning this library is their home library or all borrowers This option is unchecked by default meaning all borrowers will be displayed The All Branches or Local Branch buttons will still be available in the borrower search hit lists to allow expanding or limiting the display Local Titles Only Supervisors at each station can choose to configure the title item search hit list to include detailed item information for the local library only or all libraries If enabled check box is checked Local Titles Only is a security feature designed to prevent libraries from editing other libraries holdings Users can still see ALL titles in the database but the optional NO ITEMS display will appear beside titles belonging to other libraries and can add on the fly copies of their own to those titles When the Local Titles Only option is selected the title item search hit list includes titles at all libraries but if the local library does not own them NO ITEMS will appear in the Circ Coll column Local Barcodes First Check this box if you want your library s items barcode numbers for a selected title to be listed first in the drop down list beside the Item ID field This field is
209. l also be changed It is also possible to change a barcode number through the Cataloging module but you must use the correct procedure you cannot simply overtype the barcode number Library Solution Circulation 2 Main Circulation Tabs CIRC 52 Contents Index 2 3 3 Vendor Subtab The Vendor subtab Figure 2 40 contains available vendor information and options to link items to new vendors Use the Link to Vendor button to identify an item s vendor supplier or distributor For example you can specify which vendor sold the library a piece of equipment like a projector Use Remove Link to disassociate an item from a vendor To link to or remove link from a Vendor 1 On the Item Title Info tab F4 search for and select a title and then select an item in the Item ID drop down list 2 Select the Vendor tab Select the Link To Vendor button 3 In the Search for Vendor window Figure 2 41 search for the vendor by name or code Select a vendor and click OK The vendor s code number and name will appear on the left side of the Vendor tab 4 To remove the link select the Remove Link button item Information Item ID 39488100067869 Reload Note Vendor records are setup using Circulation Bibliographic Vendor item Fields the L S Vendor Editor See section 8 6 Vendor Editor for more information Code 4 Link To Vendor _ Remove Link _ Address Bob s Books E Mail Addr Contact Person Bob Pho
210. l be calculated correctly To set up the Daily Calendar Mee o oa on Daily Calendar option 2 Select a month year Use the Next Month or June 2000 Default Previous Month buttons to display the month Sun Mon Tue Wed Thu Fri Sat 7 Library is open on this day of the year you want 4 5 6 7 8 9 10 Library Opens 8 00 AM 11 12 13 WES 15 16 17 3 Select a day To change the default for a 18 19 20 are 2 23 24 Library Closes 5 00 PM particular day click on the day or use the 25 26 27 28 29 30 I The Next Day arrow keys to move among the days The selected day will be highlighted A Default or Prev Month Next Month Set to Weekly Default Save Date Changes Overridden message at upper right will show whether the settings already established for the selected day have been overridden or if they are the Weekly Calendar defaults To Close change Overridden settings quickly to the default select Set to Weekly Default Figure 3 18 The Calendar for Current Branch window 4 Library is open on this day If the library is open on this day a check mark will appear in the check box beside this option If the library should be set to closed click on the check Library Solution Circulation 3 Setup Menu options CIRC 98 Contents Index box to clear it You can also press the spacebar to enter or clear the check mark If closed the text boxes beside Library Opens and Librar
211. label or typing the Patron ID Alternate ID or name Items Out is the first subtab displayed on the lower part of the screen 3 When the borrower s information is displayed select the Items Out tab Then select an item from the list of items out To select click the item line to highlight it or you can press the Down or Up Arrow to move the highlight to an item Use Page Up or Page Down to see other items out If you want to Renew Recall Item or Calculate Fine for more than one item you can select multiple items if they are above or below each other on the list Drag the mouse down the list to highlight multiple items 4 Then click any of the special activity buttons on the lower part of the Items Out tab Inquire Renew Recall Item Calculate Fine Refresh List Library Solution Circulation 2 Main Circulation Tabs CIRC 19 Contents Index 2 1 2 Charges The Charges tab Figure 2 11 displays the following information All Charges for Current Patron Shows the Branch For Title and amount Due for each overdue item Click the New Charge button to open the Add Charge to Patron window Figure 2 12 where you can add a comment code and charge Information about the highlighted item is displayed on the right side of the window e Tender Waive options Displays the Patron s Total Balance plus Amount to Tender and Amount to Waive entry boxes Click the Fine History button if available to display the Fine Payment History win
212. lected this setting automatically prints a separate sheet for each checked out item Payment Receipts To print a receipt automatically for any payment received select this check box Please note that even if this option is turned off you can still print a receipt or multiple receipts on demand To do this use the Receipt button on the Charges tab Patron Inquiry Slips If you want to allow Circulation staff to print information about a selected borrower select this check box so a check mark appears To print a borrower slip staff will search for the borrower on the F2 tab select the Patron Record Basic Info tab and then click the Print Patron Info button Holds Slips When this is selected a slip is printed automatically when you check in an item that is on hold The slip includes information about an arrived hold including borrower name and phone number Library Solution Circulation Appendix CIRC 262 Contents Index 5 Number of line feeds after a slip Enter the number of blank lines you want the printer to feed after printing each slip The default is 4 lines 6 If you want to test the print setup click the Print Test button before you leave this window 7 To save changes click OK or press Enter To exit without saving select Cancel Library Solution Circulation Appendix CIRC 263 Contents Index Re Login To re login to Circulation 1 On the Utilities menu select Re Login The
213. lecting the Insert button on the lower toolbar To delete a code select Delete 5 If you add a code or make any change or deletion select the Post button on the lower toolbar Note The system will not allow you to delete a field or code if any borrower record currently includes the field or code Library Solution Circulation 3 Setup Menu options CIRC 70 Contents Index 3 1 4 Item Fields Select the Item Fields option to display the Item Fields Codes and Descriptions window Figure 3 5 where you can define special information fields to be associated with selected items The fields can be used for any kind of item data like the name of a donor a fund information about a piece of equipment like the light bulb type for a projector etc You can set up as many fields as necessary define field names and the type of data to be entered in the field codes or free text The fields are displayed on the Item Title Info tab F4 under Item Information on the Item Fields tab for a selected item barcode number To set up Item Fields 1 Select the Setup menu Types and Codes and then Item Fields ai tem Fields Codes and Descriptions 2 The entry window is divided into two parts On the upper half is the Field Field Name Eva Name and just under that the setup for leid Name EME New Code the type of data to be entered in the field codes or free text On the lower M Coded M Strict Close half
214. led Holds and Expired Holds The options for each notice are Email code E in the setup and Telephone code P If valid email addresses and telephone numbers appear in borrower records the setup will use these with the automated email and telephone Talking Tech Itiva systems if currently installed These default settings may be overriden on an individual borrower basis To override the default settings use the Notifications subtab of Patron Transactions Patron Record F2 Branch Level System Configuration Options For Branch Chico Branch f A k Email 4 y Email Friendly Warning Telephone Arrived Hold Notices Telephone E i X i Overdue Notices Te Cancelled Holds Notices os v Email Y Telephone Final Overdue Notices X Cancel Figure 3 16 The Notifications window Library Solution Circulation 3 Setup Menu options CIRC 95 Contents Index 3 3 Calendar Configuration Use the Setup Calendar Configuration sub menu options to define the following e Normal open and closed days and hours in a typical week use the Weekly Calendar setup e Exceptional days and hours like holidays or school vacation periods when the library may be closed on different days or hours than established in the Weekly Calendar use the Daily Calendar setup The calendar setup affects date and time due for checked out items in the following manner items checked out for a
215. ll number prefix for Dewey or LC class numbers classification number cutter or author information physical condition checkbox to show the condition note during the checkout comment item price accession number identification of owning and circulating libraries and collections year serial volume volume number and part subdivision numbers An optional checkin note may appear in the Part Subdivs field Users cannot edit Part Subdivs data A Check In Out Note may also appear in this area From this tab authorized users can edit holdings data delete items change the current library or collection etc You can edit item information holdings call numbers volume numbers branch collection etc in either Cataloging or Circulation but check with supervisors about your library s editing policies and your current Circulation security privileges If there is a condition note in the Condition field for a title and the Show check box is checked the Condition note will display during checkout Vendor ltem Fields New Item ID PO Call Pree Call Class fo Cutterf Copy Po Save Condition PO l Show Serial Year Po Delete Comment PO Volume PO Purchase Price 0 00 Acc po Part Subdivs PO Figure 2 39 The Bibliographic subtab Library Solution Circulation 2 Main Circulation Tabs CIRC 51 Contents Index To change an item s branch or collection code e Owning Branch and Collection On the Bi
216. ll see this message displayed above the Check Out button Date Overridden e To turn off the override due date Click the calendar button again or click anywhere in the Date Overridden message Remember if you did not check the Leave on box the override due date will affect only one checkout Note The Station Options field Override Due Date Stays On allows the override due date to remain on for checkouts at this station even if another borrower is selected on the F2 tab 4 Continue with the checkout by entering item or title information Library Solution Circulation Appendix CIRC 223 Contents Index To Override Arrived Holds During check out an item might be blocked from check out if it is an arrived hold for another borrower The block automatically displays one of the message boxes below Several options are available e If the operator intentionally or mistakenly uses a copy to satisfy a hold for a title that is on hold for another borrower the transaction will be permitted The barcode information will be adjusted in the database to reflect the transaction A new Arrived Hold slip will be generated for the borrower whose copy was taken reflecting an available item barcode e If the operator is overriding an item level hold the override form title in LibraryeSolution Circulation displays Item being checked out is an Item Specific Arrived Hold for the borrower listed below and only one borrower will
217. ly Lost the Adjust Claims dialog will ask Should the claims counter be adjusted for this claim Selecting Yes will decrement the Items Lost counter on the borrower s record Respond Yes or No as desired 10 The item is checked in its Item Status code is changed Depending on how you selected the Special Status button it changes back to black inactive or stays red active for another checkin Library Solution Circulation Appendix CIRC 218 Contents Index To override checkin date time _ Select the Check In In House Use tab or press the F3 key For Mode select Check In or In House Use If you wish to enter a different check in date or time select the check box beside Override Check In Date Time The override date and time boxes will become available The background in these boxes is red to alert you that the override is in effect Enter the date in this format mm dd yyyy For example for March 23 1997 type 03 23 1997 slashes are supplied by the system If time is relevant type the time using 2 digits for 1 9 like 09 30 The default is AM to change type pm or PM The override time feature is not yet available The override date and time are effective on all transactions until you select this option again to clear the check box If the check box is cleared no override is used even if a date time are present In the Item text box scan the barcode number or type the number You c
218. m Entry window and enter information for a new title Figure 2 7 The Title Lookup window e Calendar icon Click to display the Please Choose a Date window Figure 2 8 where you can enter a new date to use for checkouts e Stats only Check out Click to display Stats Only Check Out window where you select the collection type and quantity of non cataloged non barcoded items to be checked out e Blocks Displays blocks on borrower privileges such as fines expired card etc Please Choose a Date x Please enter new due date to use for check outs Date EEE F Time AM J Leave On Until Turned Off X Cancel Figure 2 8 The Please Choose a Date window Library Solution Circulation 2 Main Circulation Tabs CIRC 17 Contents Index Patron Transaction Subtabs The lower part of the Patron Transactions tab contains a series of subtabs that display several types of borrower information Items Out Charges Holds Patron Record and Reserves 2 1 1 Items Out The Items Out tab Figure 2 9 displays the Item ID Title and Due Date of all items checked out by the current borrower Highlight the desired item and click one of the following buttons at the bottom of the window to perform a specific function e Inquire Displays the Item Title Info tab where you can find additional information about the title selected e Renew Renews the highlighted item e Recall Item Displays the Recall Ite
219. m and checking it out to a different borrower you can choose to cancel the hold change the status to pending PE or cancel the attempted checkout The operator may need to enter the Supervisor password depending on their current Circulation security rights To inquire about a checked out item 1 Click the Patron Transactions tab or press the F2 key Access the borrower 2 When the borrower s information is displayed click the Items Out tab Usually the tab is already open 3 Select the item for which you want to see more information Then click the Inquire button This takes you to the complete Item Title Record displayed on the Item Title Information tab You can also press the F9 key and search for the item Library Solution Circulation Appendix CIRC 225 Contents Index Circulation Rules To set up or modify Circulation Rules 1 To set up or change the Circulation Rules for a Patron Type select Setup Types and Codes and that Patron Type Select the holdings code for which you wish to modify the checkout rules To view the list of holdings codes click the down arrow beside the field or click the right or left arrow buttons further to the right of the field These buttons access the first code in the list the previous next or the last code A description of the holdings code is displayed Press the Tab key to move to the rule field to be changed or click the field you want Make any
220. m window Figure 2 10 where you can place a recall message on a checked out item Note Only items with an in transit T or checked out CO status may be recalled If a recalled item is checked in as damaged the item will be assigned to the Repair Shop designation first When the item is returned to circulation the recall will take effect e Calculate Fine Displays the Current Item Fine window where the fine amount is displayed for an item if it were checked in immediately Items Out Charges Holds Patron Record Reserves Bookings xl Recall of Big babies Jacqueline McQuade 30105100829218 Big babies Jacqueline McQuade Item ID 30105100829218 Date of Recall Was not previously recalled Reason For Recall Clear box n Save and Exit Close Figure 2 10 The Recall Item window Inquire Renew Recall Item Calculate Fine Print List Figure 2 9 The Patron Transactions Items Out subtab Library Solution Circulation 2 Main Circulation Tabs CIRC 18 Contents Index e Print List Prints the currently displayed Items Out list for a selected borrower Use Print List if you have been performing other activities such as checkin which might have changed the status of the items currently displayed To perform Items Out activities for selected borrower 1 Select the Patron Transactions tab or press F2 2 In the Patron text box access the borrower by scanning the borrower barcode
221. mber of days a borrower has had a charge before it will be submitted to UMS Minimum Debt Balance contains the minimum balance a borrower must accrue before notice is sent to UMS The Collection Fee parameter includes separate fields for the flat fee assessed for the borrower and for the percentage of the balance that the borrower is charged These values can be applied in any combination The percentage box cannot exceed 100 Enter 0 zero if the charge is not applicable The Cut Off Date edit box establishes a limit for charges incurred Charges incurred before this date will not be considered when determining if the Minimum Debt Balance has been reached but WILL be added to the balance owed that is submitted to the collection agency 6 Click the Save button when you have made your changes The Close button closes the form with no changes saved Error messages will be displayed if the Reporting Branch Email Address or Collection Agency Email Address boxes are left blank or if any data fields in the Collection Parameters section are blank or contain entries that are out of the following ranges Past Due Period 0 999 Minimum Debt Balance 0 9999 99 Collection Fee flat fee 0 9999 99 Collection Fee percentage 0 100 Cut off Date Must have date no blanks allowed 7 If the module is placed in Branch Mode each participating library must configure debt collection setup for their own library The
222. mediately after running the Identify Missing Items step This report will list missing items and also alert you to any items found that need special attention For example if the process found any items that were already marked Lost Checked Out or Missing the items will be included in the report The user can print other reports related to missing and lost Items The Inventory Missing Items Log displays missing items for the site where you just ran inventory with the holdings code arranged by location and collection The user may also run Missing Items in a Holdings Code Lost Items by Branch and Inventory Status Analysis listing statistical counts of all items in the entire collection by circulation status HOW does the program determine that an item is missing The program first checks to see whether or not the item is supposed to be on the shelf this is determined by checking the current Circulation Item Status for each item Possible item statuses are On the shelf CO Checked out S Being reshelved T In transit between libraries HD Item is an arrived hold item waiting for borrower to check it out L Lost item status assigned to individual item by staff MS Missing this status without any modifier code is assigned only by the Inventory process If the item s status is anything other than on the shelf the Inventory process will consider the item to be accounted for and it will be igno
223. ment costs waived when materials are returned The Update Report is issued automatically on a scheduled basis The Update Reports are handled in an Automatic mode independently of the mode used by the operating system The Update Reports require no user input The Sync Report lists all borrowers whose information has been submitted to UMS and their present balance This information is used by UMS to ensure their that records are in sync with the library s records The Sync Report is issued manually when requested by UMS All three reports are transmitted via e mail From time to time UMS may request a Sync Report To send it select the Debt Collection item from the Utilities menu and choose the Sync Report option This menu item requires Supervisor rights to access it A message box will display to verify that you want to send the report If you click Yes the email will be transmitted A second message box will display informing you that the report has been sent Library Solution Circulation 8 Circulation Utilities Programs CIRC 205 Contents Index Library Solution Circulation 8 Circulation Utilities Programs CIRC 206 Contents Index Appendix 1 0 Quick Reference Authority Control Authors that are added to on the fly Circulation records are not authority controlled by default in most Library Solution databases They cannot be searched in the PAC or cataloging If you are not sure what authority control option was s
224. more but not all of the individual titles or items Select the hold from the Patron Holds area on the left select the item in the Definition of Hold area on the right and then select the Delete button If you try to delete the last remaining item a message warns that you cannot delete the last item Instead use the Cancel button to cancel the complete hold See step 3 above Library Solution Circulation Appendix CIRC 236 Contents Index To view and work with Holds Shelf items 1 On the Utilities menu select Holds Shelf A list of all titles currently on the arrived holds shelf appears in the Arrived Holds Shelf window The list includes Title Item ID barcode number Patron name number of Days on Shelf and number of PE pending holds 2 To remove or reassign an item to another borrower select the item by clicking it in the Title column Then select a button on the lower part of the window to Cancel Hold or Change Status to PE The buttons have the same security features as for other checkout overrides and access depends on the current user s security rights Instead of using the buttons users can right click on an item in the Title column and a popup menu containing the options Cancel Hold and Change Status to PE will appear Select from the menu Cancel an arrived hold If you choose this button a confirmation box will appear asking you to confirm that you want to cancel the item Then a Relocate Item box will
225. n on the Utilities menu in Circulation Library Solution Circulation Appendix CIRC 271 Contents Index Station options To set Station Options 1 Select Setup on the title bar at upper left of the Circulation window Select Local Configuration and then select Station Options 2 Click the drop down arrow to the right of the Branch where this station is located field Select the library where this station is located Once the library has been identified correctly on this station there should be no need to change it 3 The Station Settings area includes two fields with check boxes Override Due Date Stays On Click this check box if you want an override due date to remain turned on during Check Out even when multiple borrowers are checking out materials Color Comment Field Click this box to display a check mark if you want Patron Record Comments displayed in red text on the F2 tab Add a Comment to a selected borrower s record on the Patron Record Basic Info tab 4 The Station Level Searches area includes three check boxes detailed below that allow you to limit borrower or title search results to borrowers or items at this library or view all borrowers or titles items at all libraries You can choose to view your library s barcode items first in the items list on the F4 display Local Patrons Only Supervisors at each station can configure the default for the borrower search hit list to include local
226. n the Title Information area click the Delete button This button is available only if the record is one that was added to Circulation on the fly If the button is not available you will need to go to the Cataloging module to delete the record A message will ask you to confirm the deletion You are about to delete edited title and ALL its items Is that what you want to do Click Yes to delete Library Solution Circulation Appendix CIRC 229 Contents Index Department Codes To set up Department Codes for Reserve Items 1 Select the Setup menu Types and Codes and then select Department Codes The Department Codes window appears To view a list of existing codes if any click the down arrow to the right of the Department edit box Select a code to view its Description To add a new code type the code up to a maximum of 20 characters As soon as you start typing a previously unknown code the Add New button becomes available and the message New Type Code is displayed in red at the right After typing the code press the Tab key to move to Description or click in that field Enter a description for the department up to 250 characters a brief description is recommended If you edited the Description of a current code select Save If you added a new code and description select Add New to save it If you wish to delete a code select Delete To exit the setup after saving or to exit without sav
227. n you check in an item the system will display a special message in a Relocate Item window This occurs if the item should be shelved with reserves or if it is on hold and should be shelved locally on the Arrived holds shelf or transferred to another library for pickup The Relocate Item window says Please move item as described and includes the title the call number and a description of the item status If the item is a reserve the department the course and the name of the instructor are also shown Appropriate instructions will tell you to move the item to the proper pickup library A Print button is available to print a hard copy of the Relocate Item message If the checked in item is on hold a holds slip with the borrower s name and telephone number can be printed automatically To set up printing select Printing Setup on the Setup menu Local Configuration If a borrower has been notified of an arrived hold via e mail the holds message or printed holds slip will include the message E mail Notification to notify the operator that this borrower has been notified of the arrived hold via e mail In this case there is no need to print the holds slip To ensure that action is taken the Relocate Item messages are also recorded in the Messaging window which you can access on the Circulation menu You can turn off the display of some messages by selecting the Suppress Messages check box Library Solution Circulation 2 Main
228. ndex 2 1 4 5 Patron Record Configuration The Patron Transactions Patron Record Configuration subtab Figure 2 26 includes the following e User Settings area only a user looged on as system_admin will see these dro down lists Online Editor Rights The following options will display on the drop down list Select the desired option and click Save None Allow Holdings Edit Allow Reading Program Edit Allow Both Debt Collections From the drop down list select CAN SUBMIT or EXCLUDE and then Basic Info Patron Fields Address Misc Info Configuration Loan History Outreach Services 4 gt click Save You can User Settings Statistics enable Debt Collections Record Loan History Statistics by selecting Security r inal non Rinks Record Fine History Statistics Setup from the Setup Allow Reading Program Edit Save click the Basic Allow Holdings Edit Functionality tab and Allow Reading Program Edit check the box beside Debt Collection The Force Submit user will need to re login to enable the security Items Out Charges Holds Patron Record Reserves Bookings change Figure 2 26 The Patron Transactions Patron Record Configuration subtab Library Solution Circulation 2 Main Circulation Tabs CIRC 35 Contents Index e Statistics area allows qualified staff to turn on or off the following options in the individual borrower rec
229. ne Alt Figure 2 40 The Vendor subtab Library Solution Circulation 2 Main Circulation Tabs CIRC 53 Contents Index Search For Vendor Bob s Books figure 2 41 The Search for Vendor window Library Solution Circulation 2 Main Circulation Tabs CIRC 54 Contents Display of Bound With Titles In LibrarysSolution you can easily determine which title is the primary title that has one or more titles bound to it and which titles are bound to the main title Figure 2 42 shows the primary title on the F4 Item Title Information tab Notice the Bnd w button on the Circulation tab of the Item Record To see a list of the titles bound to the main title click the Bnd w button The Bound Titles window appears Figure 2 43 listing the other titles To see the record for either of these subsequent titles search for one of them by typing it in the Item Title search box at the top of the F4 tab During the search notice that the CircCollection column in the Title Lookup window partially shown in Figure 2 44 contains the word BOUND This is an immediate clue that this title is bound to another Select the title Figure 2 45 shows the second cat title that is bound to the primary title Notice the Bnd to button on the Circulation tab of the Item Record To view the record to which this title is bound simply click the Bnd to button and the primary cat record will be displayed
230. not available if the Local Titles Only check box is checked 5 To save Station Options changes select OK or press Enter To exit without saving select Exit Library Solution Circulation 3 Setup Menu options CIRC 104 Contents Index 3 4 3 Cash Drawer Setup Use the Cash Drawer Setup option Figure 3 21 to enable users to connect and configure an automatic cash drawer to a Circulation station The cash drawer is attached to the computer via a COM port The default settings are specific for the APG Cash Drawer Model 484 SerialPRO II If you wish to use another type of cash drawer call TLC Support for information on possible compatibility issues The first time you run Circulation on any workstation the following message will appear There is no COM Port assigned to the cash drawer This can be assigned through the Setup menu by selecting Local Configuration Cash Drawer Setup The message is only a reminder you are not required to modify the setup unless you want to use a cash drawer To configure the Cash Drawer 1 Select the Setup Select Local Configuration Cash Drawer option 2 If you do not have a cash drawer leave the Cash Drawer COM Port default selection at None If you do have a drawer attached select the correct COM port from the drop down list COM 1 2 3 or 4 3 The Control Character in Hex is the signal sent to the cash drawer to open The default 07 which corresponds to key combinat
231. nquiries When checked the user J7 Place Holds can perform borrower inquiries from Find buttons on the Item Title Information tab F4 on the Circulation tab The Find buttons lets you find the last borrower and current JV View Only Default Branches When Placing Holds Figure 3 24 The Basic Functionality subtab Library Solution Circulation 3 Setup Menu options CIRC 111 Contents Index borrower checkouts If access is not allowed the Find buttons are not visible e Title Item Inquiries When checked the user can perform title item inquiries from the Item Inquiry buttons on Patron Transactions tab F2 and Check In In House Use tab F3 e OTF Title Item Add items titles in Circulation in any of the activities which allow you to search for an item title If the option is turned off the user cannot add any new titles or items or edit any existing title data including editing bibliographic data for titles which were added on the fly to Circulation Note Access to editing the holdings item information fields on the Bibliographic tab of Circulation F4 tab is controlled by the options on the Security Bibliographic Page e OTF Patron When checked the user can add borrower records in Circulation on the Patron Transactions tab F2 e Debt Collection View and work with the Setup menu and Circulation menu items concerning the optional Debt Collection Module If this check box is not checked these menu items will be hidden from the
232. ns two lines for the street address plus City State Zip Comment and Phone Number s Click the Organization button to display the Lookup Organization Name window Figure 2 24 where you can search for and add a link to an organization or add a new organization to the list When a borrower is linked to an organization the organization name is printed between the borrower s name and the first street line of the name and address block on notices labels letters etc Use the Remove Organization button to remove a link between a borrower and an organization Click Address Correction Requested box if you want to be alerted to check the address of this borrower This will cause a message in blue Address to be displayed prominently on the F2 tab any time you search for this borrower The message will remind staff to update the borrower s address and other contact information ssncesensescesensesenscnsessnsessacenssencsnsnssacees Use the Save button to save your Items Out Charges Holds Patron Record Reserves changes Raceccesevensenvsscnseecsessorsensonsencesenecessossen Basic Info Patron Fields Address Misc Info Configuration Loan History Outreach Services Line 1 123 Sheffield Dr Select Address ine FO Primary l Pcia City Our Town _ State VA Zip 22601 Comment PO Please selectaddress Phone 1 987 3333 Phone 2 Organization _ JO HER MA Copy Address I Address Correction Requested
233. nse to a system message directing you to retrieve an item for a hold but the item is not on the shelf and that item has been checked out to another borrower someone had to do an override to create this situation you will see a Check In Clarification message Were you looking for this item because a system message requested it to fill a hold Answer Yes to this message the system has already selected another copy to fill the original hold request or changed the request to a Pending status so it will be filled with the next available copy e Delete OTF on the fly item A special option can be configured in the Branch Setup so that a message will appear when you are checking in Circulation on the fly records The message is Do you want to delete this item from the system If you answer Yes and if this is the last item for this title another message asks Do you want to delete the title record Select Yes or No e If you attempt to checkout an item that has an HD ststus the system has that item on the holds shelf ready to be picked up by another borrower you will see an Arrived Hold Override form To keep the original requestor in the holds queue select the row associated with that borrower click on the Change Status button and choose Change Status to PE button You will have the option of selecting another copy to fill the original request or letting the system do that for you If you are checking out the HD item to another fam
234. nter Supervisor Password window may appear if you are not logged in to the database as an administrator user Type the Supervisor Password if requested Click Try or press Enter Note If you do not know the default Supervisor Passwora first try simply pressing Enter to bypass the security window If this works it means no passwords have been defined yet The Branch Level System Configuration window will open The options are grouped on four tabs Security Defaults Fines Overdues and Misc After you make changes or additions click OK Note to supervisors If you wish to define the setup for another library by working at this station go to Setup Local Configuration Station Options Change the library Caution After making configuration changes be sure to change the Station Options setting back to this library Library Solution Circulation Appendix CIRC 209 Contents Index Calendar The calendar setup affects date and time due for checked out items in the following manner items checked out for a period of days or hours or minutes will be due only on open days or hours or minutes The calendar also affects overdue fines calculation according to the settings in the field Fines Calculated By in the Circulation rules To set up the Daily Calendar Ta Select the Setup menu Then select Calendar Configuration and Daily Calendar The Calendar for Current Branch window appears Select a month year
235. nter the IP or URL of your PAC 3 Establish Outreach Fields Outreach Fields displayed on the Patron Record Outreach Services tab are customizable These fields can be used to display information as desired For example you can create notes to alert the staff and or delivery person of special circumstances affecting the delivery or of other needs that must be accommodated Go to Setup Types and Codes Outreach Fields to establish new fields that can be used in all Outreach borrower records Click here for more information 4 Ensure that Outreach Services Patron Records have a PIN assigned to the Patron The PIN is used as the password to access the PAC when the Setup New Prefs button is pressed on the Patron Record Outreach Services tab When the browser connects to the PAC a logon error will display if there is not a PIN established for the patron Library Solution Circulation 8 Circulation Utilities Programs CIRC 196 Contents Index To Start Outreach Manager 1 Select Start Library Solution Circulation Utilities L S Outreach Manager 2 A database log in screen will prompt you for your User Name and Password Fill in the log in information and click OK 3 The Outreach Services screen will appear 8 4 2 Outreach Services Process Flow Typical Outreach Process 1 An Outreach Patron Type record has been established via the Setup menu Types and Codes Patron Type option Select the Outreach Services field
236. ntered in the field codes or free text On the lower half are the codes if any for that field The first field is displayed by default To view the Field Name of any user field previously entered use the first four buttons on the upper toolbar to look for the First first field Prior Next or Last field When a Field Name is displayed view the codes if any for that field in the Value and Description fields on the lower part of the window Use the lower toolbar to find the First Prior Next or Last codes for the selected field 3 To insert a new field select the New Code button In the Define New Outreach User Field box enter a Field Name Suggestion Enter name in all UPPER CASE since case affects the sorting of names in the saved list To determine the type of entries allowed for this field and how the information can be used select appropriate check boxes for Coded Strict or Statistics If you make any changes in the field name or type of coding select the Post check mark button on the upper toolbar Note You can enter up to 250 characters for each field name and code but for easier viewing a lower number is recommended 4 To insert a code for a selected field select the Insert button on the lower toolbar To delete a code select Delete 5 If you add a code or make any change or deletion select the Post button on the lower toolbar Library Solution Circulation Appendix CIRC 249 Contents Index Not
237. ny place in the document 1 of 252 gt pil J Figure 1 The Adobe Acrobat Reader navigation bar Library Solution Circulation Introduction CIRC 2 Contents Use the Search feature on the Adobe Acrobat Reader Edit drop down menu Figure 2 to search for specific words in the manual Screen Sizing Option If you are using a screen resolution larger than 640 x 400 you can stretch the Circulation window by dragging a corner or edge to fill the screen area The screen will resize to fill the available space and lists like Items Out on the F2 tab will have more space to display titles etc Index What word or phrase would you like to search For E S or Where would you like to search In the current PDF document All PDF Documents in A My Documents Whole words only TT Case Sensitive Search in Bookmarks Search in Comments Figure 2 The Adobe Acrobat search menu Library Solution Circulation Introduction CIRC 3 Contents Index 1 Getting Started 1 1 How to start the Circulation Program When you start Circulation the Database Login window Figure 1 1 will first require you to enter your User Name and Password Click OK User Names and Passwords are established in the L S System Configuration Users Setup If you do not know the passwords entered by TLC staff during your system installation call TLC Support Note The default user name used
238. okmark Options Help Contents Index Back Print lt lt gt Introduction Circulation Features Getting Started Main Circulation Tabs Patron Transactions Tab lt F2 gt Check In In House Use Tab lt F3 gt lterm Title Information Tab lt F4 gt How to work with Blocks to Borrowing Charges Check In Check Out Damaged or Bindery Items Deletions titles items patron records Holds and the Holds Queue In House Use ltem and Title Records ltem and Title Searches ltem Transfers to Branches Collections Items Checked Out Figure 7 1 The Help Menu Contents window Library Solution Circulation 7 Help Menu Options CIRC 153 Contents Index 7 2 About Select the Help About option to display the About Circulation window Figure 7 2 where you can view the Program Version and Database Version of Circulation About Circulation i Library Solution Circulation Program Yersion 3 3 0 1 Database Version 3 3 0 Copyright c The Library Corporation Figure 7 2 The About Circulation window Library Solution Circulation 7 Help Menu Options CIRC 154 Contents Index 8 Circulation Utilities Programs The following Circulation utilities are available from the Start Library Solution Circulation Utilities menu e L S Circulation Generate Overdues e L S Circulation Server Down e L S Inventory e L S Outreach Manager e L S Route Config e L S V
239. oldings code to those items using the Circulating Brnch Coll drop down lists on the Bibliographic sub tab of the Item Title Info F4 tab This can be done at each location for a separate set of materials You can also just start with one group at a single location with the intent of moving that group of materials through all participating locations over a period of time When it is time to move the group of items to the next location follow the instructions in the To Batch Transfer Items section later in this section Note This process does NOT change the individual items status Only the circulating holdings code is changed The advantage of this is that when the items are received at the new location they do not have to be checked in just place them on the shelf The drawback Use the Batch Reassignment subtab Figure 5 3 to transfer whole collections of items to another location for circulation Batch Reassignment operates on the premise that ALL items in a specified holdings code are to be relocated to a different specified holdings code usually a different location Item Reassignment Single Reassignment Batch Reassignment From Branch Y Reassign Call Return Items To Owning Branch To Branch Coll Reassignment Date up to and including if Figure 5 3 The Batch Reassignment window Library Solution Circulation 5 Utilities Menu Options
240. oll thor 205 Blocks To overri n Enter Override Password block and allow the transaction 206 To exit the Enter Override Password block an ny the transaction 206 To review or remove block condition 206 Branch Setup T mplete the Branch Set 207 Calendar T t up Dail lendar 208 T t up the Weekl lendar 209 Cash Drawer L nfigure th h Drawer 210 Charge Types To set up new Charge Items 211 Check In Items To check in items 212 To overri heckin date tim 217 To suppress checkin messages 217 Check Out To check out items to a borrower 219 To check out multiple uncataloged items 220 To override th t nd tim 221 To inquir ta check titem 223 Circulation Rules HE t r modify Circulation Rul 224 Course Codes To set up Course Codes 225 Delete Records I lete item or title record 226 Department Codes T t D rtment 228 Library Solution Circulation Index CIRC 288 Contents Index Fines To calculate fine before checkin 229 To change th ver Fine amnest ri 229 To view and handle Charges 230 Holds To pl hold r t for title or item 232 To access the Holds Queue 233 T it lete or cancel holds via Patron Transactions t 234 To view and work with Holds Shelf items 235 To limit a hold 236 T rt items in the Arrived Hol helf list 237 Item Fields T t Item Fiel 238 To view or enter Item Field data 239 Item Title Records T item title recor n Item Title Information t 240 To search for an item or title 240 Notices T nerate
241. on Click this button to delete a Circulation on the fly record Slip button If a printer is attached to this station you can print all information for this title and all items by selecting the Slip button Holds button To review change or cancel holds for this item click the button The Holds Queue window will be displayed e Item Information This portion of the Item Title Information tab includes information about each item copy or volume of the selected title This area is divided into four subtabs which provide item specific information Circulation Bibliographic Vendor and Item Fields tabs Library Solution Circulation 2 Main Circulation Tabs CIRC 49 Contents Index 2 3 1 Circulation Subtab The Circulation subtab Figure 2 38 includes two areas of information Item Activity and Current Information To add a new item barcode click the New button The Item Activity area includes Item Status e g checked out the barcode number of the last borrower who checked out this item and more The Current Information area includes a Find button for access to the borrower record for the person who currently has the item checked out 512411 Figure 2 38 the circulation subtab Library Solution Circulation 2 Main Circulation Tabs CIRC 50 Contents Index 2 3 2 Bibliographic subtab The Bibliographic subtab Figure 2 39 contains the following item holdings information barcode number Item ID ca
242. on to display the Recall Item window 2 In the text box scan or type the Item ID barcode number of the item or type the title or first word s of the title Then click Pick Item or press Enter and select the title or item you want The Recall Item window will then display the Item ID 3 In the Reason for Recall box type the message to be displayed when the item is checked in If you need to correct the message before saving select the Clear Box Library Solution Circulation 5 Utilities Menu Options CIRC 133 Contents Index 4 To complete the recall select Save and Exit or Exit without Saving If an item is on the shelf not checked out a message will be displayed Item is available and cannot be recalled 5 When the item is checked in the recall message will be displayed in the Item Has Been Recalled window To exit the window click OK To find out if an item has been recalled e Follow the first two steps above If the item has been recalled the Date of Recall box will display that date If the item has not been recalled the Date of Recall box will be blank or may display Was not previously recalled Library Solution Circulation 5 Utilities Menu Options CIRC 134 5 4 Item Repair History Contents Index Use the Item Repair History utility to record details about repairs to an item usually a piece of equipment loaned out through Library Booking If a vendor distributor has made the repairs you can
243. or borrower balances Unlock over all libraries in the system Patron Unique ID Collection Parameters 3 Set the Scheduling option to Automatic or Fiona Past Due Period fo Manual In Automatic mode the module C Alternate ID Minimum Debt Balance sooo will automatically issue the Submission PER Report on a regular schedule In Manual l Collection Fee sooo f mode an operator will transmit the report as Patron Field El Cut off Date necessary Y Save X Close Figure 3 28 The Debt Collection System Setup window Library Solution Circulation 3 Setup Menu options CIRC 116 Contents Index 4 Use the Exclude Patron Types option to select those Patron Types the library has determined should never be submitted to UMS Multiple borrower types can be selected by holding down the Ctrl key and clicking on the desired Patron Type in the list box 5 If you have selected the System Mode provide information on the following Reporting Branch Email Address The e mail address for the institution that will be sending the reports This is essentially the From address on the email Reporting Branch Select the Main Branch when operating in System Mode Administrator Email Address The address where a copy of the report can be sent if a library administrator wishes to see it This box can be left blank Collection Agency Email Address Contains the email address of U
244. or press Enter Other types of blocks such as an expired card warning appear in an information window Click OK or press Enter to exit the window and then click the relevant message in the Blocks area of the Patron Transactions tab If possible you can remove the block by taking appropriate action such as waiving charges or extending the card expiration date Library Solution Circulation Appendix CIRC 265 Contents Index Repair History To add repair notes 1 On the Utilities menu select Item Repair History Search for a title or item in the Lookup Item field 2 When an item is selected click Add The Add New Repair window is displayed Enter the following information Date of Repair Today s date is entered by default Change if necessary Repaired by Patron Optional Search for and select a borrower Repaired by Vendor Optional Select a vendor from the drop down list Back in Service Today s date is entered by default Change if necessary Result Select from the drop down list Fixed Replaced Temporarily Out of service Permanently Out of service Comment Enter an optional free text comment Suggestion mention name of the repairing vendor or borrower here so this can be viewed in the future in the View Repairs window Repair Cost Enter an amount if any 3 To save click OK Library Solution Circulation Appendix CIRC 266 Contents Index Reserves To place items on reserve
245. or the item this is not necessarily the owning holdings code e If the FillLocalHoldsFirst flag is turned on value 1 for the active holdings code the system searches the holds queue for the first PE hold that is to be picked up at the item s active library If such a PE request exists Circulation then fills that hold request regardless of whether there are other PE holds to be picked up at other libraries ahead of this hold in the queue e If there are no PE holds in the queue to be picked up at the active library for the item Circulation checks to see if there is a PE hold to be picked up at the current Circulation location the library where the item is being checked in If so it fills the first such request again this is regardless of its position in the queue e If there are no PE holds in the queue to be filled at the current library location then Circulation fills the first PE hold in the queue regardless of which pickup location is specified On the other hand if the FillLocalHoldsFirst field for a given holdings code is not turned on value 0 then the holds queue in Circulation operates normally first come first served See Holds Quick Reference topics for more information about holds procedures Library Solution Circulation 2 Main Circulation Tabs CIRC 28 Contents Index 2 1 4 Patron Record The Patron Transactions Patron Record subtab contains additional tabs that display Basic Inform
246. ord Record Loan History Statistics and Record Fine History Statistics These check boxes control whether or not loan and fine history can be collected for a selected borrower Borrowers should give permission before qualified staff select these options Some Circulation staff will not be able to view these boxes on the Configuration tab at all Some users can view but not edit the settings The rights to view or edit the information are given in the Security Setup Patron Screen selections for the field named Patron Stats Note To allow loan and fine history data to be collected at all the Turn on Loan History and Turn on Fines History boxes must be checked on the Setup Branch Setup Defaults tab 2 1 4 6 Patron Record Loan History The Patron Transactions Patron Record Loan History subtab Figure 2 27 allows qualified staff to view and edit the loan history of a selected borrower Staff should obtain permission from borrowers before enabling this feature Click the Record Loan History Statistics option on the Patron Record Configuration tab Note To allow loan history data to be collected at all the Turn on Loan History Items Out Charges Holds Patron Record Reserves box must be checked on the Setup Basic Info Patron Fields Address Misc Info Configuration Branch Setup Defaults tab y Outreach Services Some Circulation users will not be able to view the settings at all Some users can view but n
247. orting of items in the list is descending order by number of Days on Shelf Users can reorder the list by another category by clicking on that column Click once for ascending order and click again for descending order For example to see the list arranged alphabetically by title click the Titles column once Library Solution Circulation Appendix CIRC 239 Contents Index Item Fields To set up Item Fields 1 Select the Setup menu Types and Codes and then Item Fields 2 The entry window is divided into two parts On the upper half is the Field Name and just under that the setup for the type of data to be entered in the field codes or free text On the lower half are the codes if any set up for that field When you open the setup window the first Item Field is displayed by default To view other Field Names use the first four buttons on the upper toolbar to look for the First first field Prior Next or Last field When a Field Name is displayed view the codes if any for that field in the Value and Description columns on the lower part of the window Use the lower toolbar to find the First Prior Next or Last codes for the selected field 3 To insert a new field select the New Code button In the Define New Item User Field box enter a New Field Name To determine the type of entries allowed for this field and how the information can be used select appropriate check boxes for Coded or Strict If you make
248. ot edit the settings The rights to view or edit the information are given in the Security Setup Patron Screen selections for the field named Loan History King and goddess Judith Tarr 9 22 200 The long ago lake a child s book of nature lore and crafts written by Marne Wilki 9 23 200 The long ago lake a child s book of nature lore and crafts written by Marne Wilki 9 23 200 Big babies Jacqueline McQuade 11 20 20 Fish and fish dishes of Laos Alan Davidson with drawings by Elian Prasith Souv 2 19 200 Fish and fish dishes of Laos Alan Davidson with drawings by Elian Prasith Souw 2 19 200 Fish and fish dishes of Laos Alan Davidson with drawings by Elian Prasith Souw 2 20 200 Leena by James G Murray 2 20 200 Hard harnmain howe FOR tiisted Churchill s arm evaded the law and channed the gt A Circulation user with sufficient security can remove selected items from a borrower s history When you right click Delete An over an item in the list the Remove Title option appears To remove the item click the button The Delete All button lower right can be used to delete all of a borrower s loan history Figure 2 27 The Patron Transactions Patron Record Loan History subtab Library Solution Circulation 2 Main Circulation Tabs CIRC 36 Contents Index 2 1 4 7 Patron Record Outreach Services The Patron Transactions Patron Record Outreach Services subtab Figur
249. ou want to cancel the deletion process now click the Cancel button on the lower portion of the Deletion Information box This will redisplay the main form and no borrower records will be deleted If you click OK instead of Cancel the program will begin deleting borrower records 8 When all the borrower records marked for deletion have been run through the program a message appears for example 16 patrons were deleted To close the message box click OK If some eligible borrower records were not deleted the message may look like this example 472 borrowers were deleted 56 borrowers were not deleted Do you wish to view the error log Click Yes to view the log The log text displayed in Notepad includes borrower IDs barcodes borrower names and a message Patron cannot have items out or active Library Solution Circulation Appendix CIRC 254 Contents Index Patron Fields To set up Patron Fields 1 Select the Setup menu Types and Codes and then Patron Fields 2 The entry window is divided into two parts On the upper half is the Field Name and just under that the setup for the type of data to be entered in the field codes or free text On the lower half are the codes if any for that field The first field is displayed by default To view the Field Name of any user field previously entered use the first four buttons on the upper toolbar to look for the First first field Prior Next or Last field When a
250. over noti ta 243 To run and print noti r reports 244 Outreach Fields T t start in treach Servi in Circulation 246 To Start Outreach Man r 246 To set up Outreach Fields 247 To Chan Displ Field to a Different Selection 248 Outreach PAC Server To Set or change the Outreach PAC Server address 249 PAC To Save a Search 250 Patron Delete Utility To run an the Patron Delete Utility 251 Patron Fields To set up Patron Fields 253 Library Solution Circulation Index CIRC 289 Contents Index Patron Records To access a patron record 254 nter or edit tron ri 255 To add a new patron record 257 To enter or edit Basic Info in tron recor 257 To change the Patron rch Configuration 258 Patron Types To add or modify Patron Types 259 Printing Setup To configure the local printer 260 Re Login To re login to Circulation 262 Recalls To recall an item through the Utilities men 262 To find out if an item has been recalled 262 Renewals To renew an item or items 263 Repair History To add repair notes 264 Reserves To place items on reserve 265 To edit a reserve 266 To remove items from reserve 267 To view or edit reserves 267 Rotating Collections To creat Rotatin llection 268 Security Setup T mplete Circulation rit tup for an r lified t irculation Circulation Users and Circulation Administrators 269 Station Options JE t Station tion 270 Library Solution Circulation Index CIRC 290 Titles T new titl 272
251. ow appears Figure Blocked Deletion 5 12 M Do Not Delete When Blocked Status Is Set 3 First you can choose to limit by Patron Type which borrower records will be deleted If you click in the check Dot _X cos box next to By Patron Type select at least one Type from the list box Select more than one type at a time by Figure 5 12 The Patron Delete Utility window holding down the Ctrl key while clicking each Patron Type Library Solution Circulation 5 Utilities Menu Options CIRC 146 Contents Index you want If the box is cleared the deletion process will not consider Patron Types 4 Next under Date Control click the desired option button and enter an expiration date in the date entry box The choices are e Delete Patrons with Expiration Date on or Before date e Delete Patrons Based on Date of Last Activity date Note As a safety precaution the default Expiration Date is 01 01 1900 in case a user runs the program and clicks the Delete button accidentally 5 Inthe Branch Selection area you can choose to delete borrower records for a selected Branch or select System Wide meaning borrower records with the selected Patron Types at all libraries If you choose By Branch select a library by clicking on the down arrow and selecting a library from the list Note Branch refers to the Issuing Branch field in each borrower s record If you choose System Wide a beep will sound and a red warning m
252. ower card expiration dates a prompt to delete on the fly Circulation records the default maximum fine value and more When Library Solution is first installed certain defaults are already entered based on information from your library s implementation To complete the Branch Setup lot 1 Click Setup Branch Setup option Options For Branch Chico Branch 2 The Enter Supervisor Password window may Security Defaults Fines Overdue Misc appear if you are not logged in to the database as an administrator user Type the Supervisor Passwords Password if requested Click Try or press Enter Overrides Note If you do not know the default Supervisor E ncie oOo Password first try simply pressing Enter to bypass the security window If this works it means no passwords have been defined yet 3 The Branch Level System Configuration window will open The options are grouped on four tabs Security below Defaults Fines Overdues and Misc X Cancel Figure 3 12 The Branch Level System Configuration window 4 After you make changes or additions click OK Library Solution Circulation 3 Setup Menu options CIRC 81 Contents Index Note to supervisors If you wish to define the setup for another library by working at this station go to Setup Local Configuration Station Options Change the library Caution After making configuration changes be sure to change the Station Options s
253. piration date already specified will be displayed Find an item and then select the Branch and Collection codes Select Add to save 7 Add another Department Course group of reserves Click on the name of the borrower instructor in the Reserves display Select the Add button Follow the instructions in step 4 above To edit a reserve via the F2 tab 1 Click the Patron Transactions tab or press F2 Access the borrower who placed the items on reserve 2 When the borrower s information is displayed click the Reserves tab To view all details about the reserves you may need to double click the yellow folder icons 3 To edit Department Code Course Code or expiration date of a group of items on reserves highlight that line and then select the Edit button The Edit Reserve Information window is Library Solution Circulation Appendix CIRC 268 Contents Index displayed Edit the Department or Course code or adjust the expiration date To save select the Update button To change the checkout rules for an item on reserve select the item and then the Edit button If you select a title a message reminds you to select a Department Course line or an item line instead The Edit Reserve Item window is displayed Change the Branch or Collection codes if necessary To save select the Update button To view or edit reserves via the Reserves Tools menu 1 4 On the Circulation menu select Reserves Tools and then
254. ptions CIRC 66 Contents Index Caution For check out intervals of hours or minutes for example for a 1 hour loan 60 minutes do NOT activate Due Time or Renewal Due Time e Fines Calculated By Select the method to be used for calculation of overdue fines when you want the library s open or closed days hours to be considered The open closed days and hours are defined in the Calendar Configuration Calculating fines based on open days only is optional Select an option from the Fines Calculated By choice list Fine Enter the overdue fine to be charged for every day or finable unit Type the amount in dollars and cents no dollar sign necessary Examples One dollar 1 00 ten cents 10 Finable Unit of time overdue fine interval displayed after the word Fine as for every number of designated units The unit of time days hours or minutes of the finable unit is the same as selected in the Due Date Interval field above Specify the number of time units in the finable unit Note If the Fines Calculated By selection is one of the daily choices All Days Business Days Only or All Days No Nearby Closed then the custom finable unit is not available The fine will be for each day Tip If your Due Date Interval is in Days and you need a finable unit that is more than one day then choose All Periods in Fines Calculated By Then you will be able to specify a number of days For example the fine may be 1 00 for
255. r Data Note If you do not have PTFER EXE in the Circ folder indicated above call TLC Support 2 Click on the shortcut with the RIGHT mouse button and select Properties from the drop down menu Choose the Shortcut tab and then modify the shortcut command line to look like the following C Program Files The Library Corporation Library Solution Circ PTFER EXE upload inv 2rx Note Upload inv is the name of the output file from the offloading process and 2rx means use COM2 serial port Receive the data eXit from the PTFER program when the offload is complete If you have attached your Percon scanner to a different COM port substitute the appropriate number in the string Library Solution Circulation 8 Circulation Utilities Programs CIRC 182 Contents Index To prevent overwriting see the tips explained in step 7 in Step by Step Guide to the Inventory Process section 8 3 2 1 If the data offload was successful the data is automatically cleared from the scanner 5 After offloading the data file start L S Inventory on the Start menu select Library Solution then L S Inventory In the Inventory window select the Collection Processing tab Library Solution Circulation 8 Circulation Utilities Programs CIRC 183 Contents Index 8 3 2 4 Offloading Data from Percon Scanner After you have collected inventory data with the Percon portable barcode scanner the next step is to offload the inventory data from t
256. r press Right arrow to go down Left arrow to go up If you type a different letter this reveals another part of the list codes beginning with that letter After entering or selecting all needed information save the record Note Different Save buttons may appear depending first on whether a new item is owned by your library as set in Setup Local Configuration Station Setup and on whether the new title Libra ryeSolution Circulation Appendix CIRC 274 Contents Index or item was added while you were working on the F2 F3 or F4 tabs To cancel the add click Cancel instead The following message will be displayed at the upper right corner identifying this as an on the fly record Circulation Record To add a new item to an existing title 1 On any of the three main tabs where you can search for items titles search by typing the title you want or the first few words of the title Similar titles will be listed in the Title Lookup window Highlight the title you want do NOT press Enter and then click the New Item button The On The Fly Item Entry window will be displayed with the title information bibliographic already displayed on the upper part of the window Tip If you search on the F4 tab and find the relevant title you can easily add a new item barcode by clicking on the New button on Circulation tab lower left This displays the on the fly form 2 Add item information barcode number etc to t
257. r records it cannot delete Library Solution Circulation 5 Utilities Menu Options CIRC 148 Contents Index 6 Reserves Tools Menu options Use the Reserves Tools option to review information about all reserves or to remove items from reserve easily Note Reserves are materials set aside for a special use by a borrower usually an instructor in an academic library for example for required reading for a course Circulation staff can also use reserves to specify special shelving locations for example for New Books or seasonal displays such as Halloween Books Special checkout periods and overdue fines are usually assigned to the items A reserve is not the same as a hold To learn how to place items on reserve click here 6 1 View Reserves Use View Reserves option to see a complete summary of information about all items on reserve Full details are displayed including item status and date time due You can rearrange the display by any of the elements for example by Course by clicking on that column You can also edit a selected reserve To view or edit reserves 1 Select the Reserves Tools View Reserves option to open the View Reserves window Figure 6 1 2 To view the reserves for this library only click the check box beside Show Current Branch s Reserves Only at upper left To reorder the elements in the display for example to arrange the list by title simply click on that column 3 To edit a reserv
258. r select one library hold down the Shift key and use the keyboard down arrow to select the next branch es in the list Note that you would usually include the library you are configuring in the Routing List as the first library but there is no requirement to include it or to list it first Index Branch To Set Up Main Branch Branch List ee _ a Y Save Figure 3 33 Holds Routing Setup Generic routing setup tip To reset a library limited setup to a generic setup simply click the left facing All button to remove all libraries from the Routing List column and then click the right facing All button to move all libraries into that column 5 When your selections are complete click the Save button or exit without saving by clicking the Cancel button Holds Routing Setup Routing has not been configured Holds for available items will be filled without regard to branch order below Routing List Main Branch North Branch South Branch East Branch West Branch Riverside Branch Bookmobile Mountain Branch Seaside Branch Stadium rea Branch Lakeside Branch County Services Plainview Branch Community Center x Cancel Library Solution Circulation 3 Setup Menu options CIRC 124 Contents Index 4 Messaging 4 1 Check Messages Select the Messaging Check Messages option Figure 4 1 to view system messages Typical messages are concerned with inter library
259. r statistics only For example many libraries have paperback collections that are not cataloged or barcoded It is not necessary to add the Circulation rules or configure displays in the System Configuration since Uncataloged Collections codes are not real holdings codes To set up Uncataloged Collection codes 1 Select Setup from the menu bar at upper left of the Circulation window Select Types and Codes and then Uncataloged Collections The name of the current library is displayed that is the library currently selected in Setup Local Configuration Station Options 2 Type a new collection code up to 20 characters The Add New button becomes available Tab to the Description field and type a description 3 To save a new code click Add New If you are modifying an existing code s description click Save ai Uncataloged Collections Uncataloged Collections For R T Jones Memorial Library Collection I Description Figure 3 11 The Uncataloged Collections window Library Solution Circulation 3 Setup Menu options CIRC 80 Contents Index 3 2 Branch Setup Select the Branch Setup option to reach the Branch Level System Configuration window Figure 3 12 where you can define several basic functions and default settings for each library These options include security passwords overdue notice intervals default values for grace period long overdue items checkin lag period holds and borr
260. r to exit without saving changes select Done Library Solution Circulation Appendix CIRC 227 Contents Index Delete Records Here are some important guidelines about deletions You can delete any title record by deleting the MARC record in the Cataloging module You can delete item records barcoded items for any title in either Circulation or Cataloging except for serial items checked in through the Library Serial module As a safeguard the system will not allow deletions from within any module if items are checked out or if an item is an arrived hold ready for check out by the borrower who placed the hold In the Circulation module the only records the system allows you to delete completely meaning delete title and item information are on the fly OTF records These are identified by the message in red text at the upper right of the F4 tab This is a Circulation Record Delete OTF on Check In The Branch Setup Defaults tab includes an optional field Delete OTF on Check in If this check box is checked a prompt appears during Check In that allows you to delete on the fly items and titles automatically In non on the fly records information in the bibliographic information fields on the F4 tab is displayed in gray The only action you can take in Circulation would be to delete item records or change barcode numbers or holdings information Otherwise the bibliographic information in those records must be edited
261. rculation 5 Utilities Menu Options CIRC 131 Contents Index To Batch Transfer items 1 Select Utilities Item Transfers to display the Item Reassignment window Figure 5 3 2 On the Batch Reassignment tab choose the library and collection the items will be transferred from Select a library on the From Branch drop down list Select a code from the COLL drop down list 3 On the Batch Reassignment tab choose the library and collection the items will be transferred to Select a library on the To Branch drop down list Select a code from the COLL drop down list 4 Enter the Reassignment Date This date controls which items should be transferred Items which were assigned the current Circulated by collection up to and including the entered date will be reassigned Other items if any in that collection will be left in place 5 Click in the Return Items to Owning Branch check box if you wish to have the selected items transferred back to the Owned by location If checked the To Branch option will not be available Note Before performing this action you should run the report Items in Circulated by Holdings code To Be Returned to Owning Holdingscode 6 Click the Reassign Button 7 Continue entering other Branch and Collection codes to be transferred as needed 8 When you are finished click Close 9 Place the items in a designated location for transport to other branch es 10 When the items are receive
262. red in the rest of the Inventory process Library Solution Circulation 8 Circulation Utilities Programs CIRC 193 Contents Index Next ifthe program thinks the item is on the shelf it next checks to see if the item was inventoried or checked in since the beginning date of the current inventory by doing the following e If the current inventory date the actual date the item was scanned is later than or equal to the date last inventoried the system assumes the item is accounted for Next if the beginning date of the inventory is earlier than the date the item was inventoried the program compares the date last checked in to the beginning date e If the date last checked in is later than or equal to the beginning date the Inventory process will consider the item to be accounted for and it will be ignored in the rest of the process e If these conditions are NOT met for any item the program will change the item s Item Status Code to MS for Missing and add the items to the Inventory Missing Items report Then the Library Solution PAC will display the shelf status as Not Available or whatever local message a library has configured Library Solution Circulation 8 Circulation Utilities Programs CIRC 194 Contents Index 8 4 L S Outreach Manager Outreach Services is a part of Library Solution used to manage services for borrowers who cannot visit the library and or who do not have computer access to the li
263. requests reminders to send items to another library and to place items on the arrived holds shelf When messages are received a New Messages display is visible on the Patron Transactions tab under the Blocks area on the right of the tab The number of new messages is shown e To view messages select the Messaging option on the menu bar Then select Check Messages e To sort the display by Barcode number click the Barcode Sort button e If you wish to print a list of all of the messages click the Print All button Multiple non sequential selections may be highlighted for printing by pressing and holding the CTRL key while clicking the Time field for each item to be deleted Then click the Print Selected button The button label will change from Print All when you click the first individual item You can also print selected items by using a Messages List report that is available in the Reports module This Messages Barcode Sort Time Subject 01 18 2005 12 00 PM Please Transfer This Item UNETE Please Transfer This item Message tem Aardvarks disembar item War and peace am l Current Message For Branch Chico Branch Re Please Transfer This Item User All Users tem YWar and peace a novel by Leo Tolstoy the 30105000070145 Auth Tolstoy Leo graf 1928 1910 FIC BUTCAF v 2 c 1 located on the shelf at Chico Branch branch should be retrieved and ch
264. right Press the Backspace key to clear the current value If the value you setis not 0 press the number 0 Click Save on the right side of the screen Click Done on the right side of the screen Libra ry Solution Circulation Appendix CIRC 231 Contents Index 8 Repeat steps 1 7 for each Patron Type that you want to be included in the no fines collection setup Reset values after amnesty period When the amnesty period is over you will need to reset the Max Fine Balance back to the original values Follow the steps as above except you will type the original value in step 6 instead of 0 To view and handle Charges 1 Select the Patron Transactions tab or press F2 Access the borrower When the borrower s information is displayed select the Charges tab All Charges for Current Patron appear in a list box on the left When you first access a borrower s Charges tab the cursor rests in the Patron s Branch Balance or Patron s Total Balance box on the lower left with the total amount the borrower owes is already entered and is highlighted The type of balance shown depends on the Pay Local Fines Only selection in the Branch Setup This allows the operator to accept full payment by simply clicking on the Balloon Pay Waive button without entering any amount at all If the borrower wants to pay less than the full amount the user can overtype the amount already in the box and then click the button 2 You c
265. rns Some copies of this title are not allowed to be circulated to this borrower type Click OK View the allowed columns for more information Save the hold anyway if you want to continue When an eligible item becomes available or if it is already on the shelf it will satisfy the hold Library Solution Circulation Appendix CIRC 234 Contents Index 7 The selected title and its control number will be displayed on the upper portion of the Define Title Specifics window If the title is available on the shelf in this library even if the borrower is not qualified to check it out a message will be displayed Selection criteria presently includes items which are available on the shelf Place the hold anyway Do one of the following e Select No If borrower is qualified to check out items of this title suggest going to the shelf and find the available item for checkout e Select Yes The system will display a Relocate Item window to remind you to retrieve the item from the shelf and place it on the arrived hold shelf for this borrower If multiple items are available the system will select one The message is also retained and can be viewed later in the Messaging menu 8 Limit hold to library or item If you would like to limit the hold to items at a specified library or limit to a particular item barcode number use the Branch or Item limiting tabs at the bottom of the Define Title Specifics window The Item limiting ta
266. rrors for example items shelved outside the range of specified call numbers like oversize items If you want to run shelf order click the Check Shelf Order check box 9 Click the Process Inventory Data button 10 When the process has been completed you can print a report listing misshelved items and other errors as instructed on the lower right of the tab In the Library Solution Reports module select the report Inventory Shelving Errors 11 To continue the inventory process select the Identify Missing Items tab Note Click the Process Inventory Data button Additional information When to Run Identify Missing Items Be careful not to run Identify Missing Items on a complete collection or a specified call number range until after you have scanned all the items and run Collection Processing on all those items Library Solution Circulation 8 Circulation Utilities Programs CIRC 186 Contents Index 8 3 2 6 Identify Missing Items Use the Identify Missing Items tab Figure 8 7 in Inventory to identify items missing from the shelves The program identifies any items within the specified collection and call number range that were neither inventoried nor checked in since the beginning date of the inventory Then it marks those items with a status of MS Circulation Item Status code for Missing If the process finds any items that are marked Lost Checked Out or Missing the Item Status Codes will not be changed but t
267. rrower s Saved Searches list on the PAC select the search Title on the display and click the Set button That search will now be available on the borrower s PAC display as a Saved Search Setup New Prefs Opens a web browser and takes you to the configured PAC You can perform searches and then save those search settings to be used in future searches for this borrower The saved searches can be added to other borrower records by using the Setup Global Prefs button as described above Note If you get a logon error when the browser connects to the PAC verify that the Patron has a PIN assigned Use the Save button to save your changes See section 3 1 2 Patron Types and the Quick Reference section on Outreach Fields for more information Library Solution Circulation 2 Main Circulation Tabs CIRC 38 Contents Index 2 1 5 Reserves Reserves are materials set aside for a special use by a borrower usually an instructor in an academic library for example for required reading for a course Circulation staff can also use reserves to specify special shelving locations for example for New Books or seasonal displays such as Halloween Books Special checkout periods and overdue fines are usually assigned to the items A reserve is not the same as a hold The Patron Transactions Reserves subtab Figure 2 29 is used to place items on reserve for a selected borrower instructor Special checkout periods and other circulation rules c
268. rtion of the window Figure 8 9 The Outreach Services window Library Solution Circulation 8 Circulation Utilities Programs CIRC 198 Contents Index Status Partially Processed Borrower has a title on hold but has not accumulated the designated minimum number of titles Processed Borrower s number of holds have met or exceeded the minimum number of desired hold titles Due Borrower s titles have been delivered and await the Next Delivery date displayed Next Delivery Date of the next delivery to the selected borrower Request Count Indicates the configured minimum maximum number of titles configured for the selected borrower On the right side of the display there are four buttons Review Pressing the Review button will open a web browser and take you to the pre configured PAC address Use the Circulation Patron Record information to login The browser will display a review of the borrower s current PAC account information including Holds and Saved Searches Delivered Pressing the Delivered button updates the borrower record to show that the requested items were delivered to the borrower The Next Delivery date display is updated to indicate the next delivery date scheduled for the borrower The delivery frequency can be set from 1 to 999 days Refresh The screen will be updated to reflect transactions that have occurred to the user s account since the record was accessed Abou
269. rval in Branch Setup or the override interval in Setup Types and Codes Ifan overdue interval of seven 7 days is setup the Generate Overdues program will check to see if the Due Date is seven or more days prior to the Effective Date before generating a first overdue notice for the item If a notice was previously generated the program will check to see if the Last Notice Date is seven or more days prior to the Effective Date before generating a follow up notice assuming the library has configured the system to send more than one overdue notice Example The Effective Date is used when a library wishes to process overdue notice data as if it were a different date than the current computer date If your library always runs Generate Overdues on Tuesdays with a 7 day notice interval it is important to keep the interval intact when the library is not open on a specific Tuesday perhaps it was closed for a holiday or snow day When the staff returns on Wednesday or even Thursday the person running Generate Overdues will be able to enter Tuesday s date as the override date and the program will process the overdues as if it were Tuesday 5 If necessary modify the Message to Patron to be printed on the notices Note The message size is limited to 250 characters lol xj 6 To begin compiling notice data click the Start button A please wait Overdue Notices By message tells you that the process may take some time Remember you F Process A
270. s CIRC 161 Contents Index 4 The first time you use this program click the File menu and choose Settings Enter the IP address of your Library Solution dataserver and Instance Name of your database check with TLC Support if you do not know the instance name Note Do NOT change the default setting for the Server Port Set the other setup options to suit your needs The L S Server Down Circulation window is shown in Figure F8 3 5 The L S Server Down Circ window will open For more information about the Transaction area and Check In see Server Down Circulation Check Out Check In Items 6 Setup Enter data in the two fields on the upper left of the window as described below Note these fields are automatically filled in based on the Settings choices made earlier but can be overridden for a specific session Use the TAB key or SHIFT TAB to move forward or back through the fields or use the mouse Then see the following sections for details on each type of transaction Check Out Check In In House Use and Inventory e Branch Enter the Library Solution Branch number for this library up to 4 digits e Station Prefix Enter a number which should be unique for each station for example ST1 for check out station 1 e User If you normally use a generic Circ user login leave this field empty If you normally use a specific user name enter that in this field Library Solution Circulation 8 Circulation Utiliti
271. s shown in Figure 3 31 Note that a supervisor can establish the settings for all libraries by running the System Configuration logging in as an administrative user and selecting Setup Holds Routing Setup also newly available in Version 3 3 When a Circulation user places a hold for a borrower the Define New Holds Basics dialog first appears including the Send to Branch field the desired pickup library The borrower s home library is always the default whether the hold is being placed by the borrower in PAC or by a Circulation operator The Circulation user placing the hold can change the desired pickup library Note that two factors may influence the list of libraries in the location selection list the Holds Routing Setup for the pickup library and a Circulation Security setting for the currently logged in Circulation user see more about this below When the Circulation operator clicks OK in the Define New Holds Basics Holds Routing Setup Branch To Set Up Branch List Routing List Oroville Branch mad Paradise Branch Biggs Branch Bookmobile Forbestown Branch Ask Librarian ILL Branch Technical Services Literacy Services Gridley Branch X Cancel dialog the Define Title Specifics dialog appears Figure 3 31 The Holds Routing Setup window Library Solution Circulation 3 Setup Menu options CIRC 122 Contents Index If you also want to limit the display of supply libr
272. s are unavailable to Figure 3 23 The General subtab LibraryeSolution Circulation 3 Setup Menu options CIRC 109 Contents Index users with No Special Clearance or Automatic Override e Can Search Names If option is turned off the Patron Search Name field is not available on the Patron Search Configuration users will not be able to asearch for borrowers by name e Top Patron View Name and Comment Controls whether or not a user can view Patron Name or Comment fields on the upper part of the Patron Transactions tab F2 e Patron Screen Tabs Controls whether or not user can view tabs on the Patron Transactions tab F2 Items Out Charges Holds Patron Edit Patron Record tabs Reserves e Show Check In Patron Info View names of borrowers on the Check In In House Use tab F3 If the option is turned off borrower names are not visible and the Patron Inquire button on the F3 tab is unavailable Patron names that may already be in the list of items just checked in are not cleared e Title Buttons These options control whether or not user can access the four buttons located in center right of the Item Title Information tab F4 Save Title bibliographic data Edits Delete Title bibliographic data Print Title Item Inquiry Slips access the Holds Queue Library Solution Circulation 3 Setup Menu options CIRC 110 Contents Index 3 5 2 Basic Functionality Subtab The Basic Functionality
273. s barcode into the box provided Circulation will ensure this copy can fill the hold Circulation will report errors as appropriate and will not allow the following items to be used The wrong title An item that is on Hold for another borrower An item in an In Transit T status to fill another hold An item involved in a Booking BK status Outstanding Charges E The following charges are associated with this lost item and are still outstanding Select those charges which you wish to waive if any and click OK Due Amount Post Date O 10 06 2004 1 57 PM Charge Type Y Select All EZK O De Select anj Figure 2 36 Outstanding Charges window The folowing charges were paid for this lost tem Select those changes which you wish to refund any and cick OK Post Date Charge Type Amount Paid O 10 06 2004 2 O 10 06 2004 2 11 PM L 8 95 O 10 06 2004 2 20 PM L 518 95 V Select Al OK O DeSelect Al Figure 2 37 The Lost Item Charge Payments window Library Solution Circulation 2 Main Circulation Tabs CIRC 45 Contents Index Holds routing Among libraries In Circulation Version 2 1 1 and higher when an item is checked in that is on hold for a borrower at another library Circulation will forward the arrived hold item directly to the pickup library requiring the hold and thus eliminate the extra step of sending it to the home library first Sometimes whe
274. s loans enter 0 here The purpose of this option is to allow time for reshelving before the 27 precia Public Access Catalog PAC displays 4 iuum shelf status for the item as available Branch Default Settings e Hold Expiration This option is to be HE aN used to control the number of days a EJES SLF ETEM or hold remains Pending before it Check in Lag Period 0 Delete OTE anehe T displays on a report of Holds by Type S Hold Expiration 366 Force OTF Validation M e Card Expiration Enter a default Card Expiration 375 On Shelf Holds to HD Status I number of days a new borrower s Card Exp Warning 30 Do not store ID of Last Patron to have an item I registration will be active before a ee expiration To change the date or Show NO ITEMS on Tite Hitlist Iv extend a specific borrower s Turn on Loan History M registration go to the Patron Turn on Fines History V Transactions tab Patron Record Basic Info tab Figure 3 13 The Defaults subtab Library Solution Circulation 3 Setup Menu options CIRC 83 Contents Index Card Expliration Warning Enter the number of days to be used in a message warning to Circulation staff that a borrower s card is almost expired OTF Prefix Enter a three letter prefix to be used for control numbers of Item Title records that Circulation staff add to Circulation on the fly Delete OTF on Check in Check this box if you want Circulation staff to see a special message during Che
275. s of this field will be recorded in the statistics table so that reports can be run for this field Note You can enter up to 250 characters for each field name and code but for easier viewing a lower number is recommended 4 To insert a code for a selected field select the Insert button on the lower toolbar To delete a code select Delete 5 If you add a code or make any change or deletion select the Post button on the lower toolbar Note The system will not allow you to delete a field or code if any borrower record currently includes the field or code For more information on Outreach Services see Section 3 6 Outreach User PAC Setup and Section 8 4 Outreach Manager Library Solution Circulation 3 Setup Menu options CIRC 74 Contents Index Define New Outreach User Field d New Field Name Category M Coded Field V Strict on list only Figure 3 7 The Define New Outreach User Field window Items Out Charges Holds Patron Record Reserves Basic Info Patron Fields Address Misc Info Configuration Loan History Outreach Services Deliver Frequency days 1 E Date of Last Delivery 10 24 2002 Minimum of Items 215 Profile Last Edit Date 10 24 2002 Profile Last Edited By CIRC Maximum of Items 44 each Comments Exceptions Lives alone History Select Global Prefs Setup New Prefs Save Figure 3 8 Sample Outreach Services tab with typical fields Library Solution Circulation
276. s shelf appears in the window The list includes Title Item ID barcode number Patron name number of Days on Shelf and number of PE pending holds 2 To remove or reassign an item to another borrower select the item by clicking it in the Title column Then select a button on the lower part of the window to Cancel Hold or Change Status to PE The buttons have the same security features as for other checkout overrides and access depends on the current user s security rights Library Solution Circulation 5 Utilities Menu Options CIRC 137 Instead of using the buttons users can right click on an item in the Title column and a popup menu containing the options Cancel Hold and Change Status to PE will appear Select from the menu Cancel Hold If you choose this button a confirmation box will appear asking you to confirm that you want to cancel the item Then a Relocate Item box will pop up asking you what to do with the item This is followed by another box reminding you to notify the borrower that the hold has been cancelled Change a hold to PE pending status from AR arrived When you do this the item will become available for another borrower A new form will display asking you to enter a new priority for the hold The default will be 1 plus whatever the original priority may have been For example if the priority was 5 the new priority will be 6 You can enter only 1 through 10 in the edit box
277. s tab Figure 2 16 displays the following information e Patron Holds list Lists titles on which holds have been placed Click the Place button to open the Define New Holds Basics window Figure 2 17 where you can change the Expires date Priority and Send to Branch parameters e Selected Hold information Displays a Description Status Send to Branch and Definition of Hold for a highlighted title on the holds list Description An optional description of the hold If you place a multiple item hold this field can be used to enter an overall description e g Titles by Mark Twain The Description also appears in the Holds Queue display Status The possible Holds Status codes are listed below Codes are supplied by the system When an item is on hold with a status of pending arrived or in transit the Item Status code varies as shown in the right column Hold Status Meaning Item Status PE Pending hold item still checked out to another CO borrower AR Arrived item just checked in awaiting checkout by HD requesting borrower T Hold item in transit between brahcnes T Position Copies Includes the relative position of this borrower s hold in the Pending Holds Queue followed by the number of copies available for holds If this is a multiple title hold the number of copies will include the total number of items of every copy in the hold If it is a multiple item hold i
278. s to be reviewed or Item beginning branch not valid These must be reviewed for proper settings Note Items with a Current Circulation Status other than T will probably not be located on the shelf If the item is currently checked out when it is eventually checked in the operator will be alerted to forward the item to the appropriate location determined earlier by the scheduled rotation job 3 0 Changes to Server Down Circulation in v3 3 A major change has been made to the Server Down program for Library Solution v3 3 Those who are now using Version 3 3 of Library Solution have a different program than those libraries that are still using older versions The graphic interface has not changed but the program now uses a database structure to store transaction data instead of using the UPLOAD SD text file to store transactions Server Down Circulation is now started by clicking an SDC shortcut you place on your desktop or by clicking Start Library Solution Circulation Utilities Server Down Circ You can run SDC on any PC compatible computer loaded with Windows 95 98 2000 NT or XP and that has a keyboard wedge type scanner Use the Library Solution Installation disc to install the Circulation client on the computer you wish to use It is best if the computer can be attached to your network but if not you can copy the data file that it creates to a disk and transfer it to another workstation that IS on the network to process your tr
279. save changes or entries be sure to click the Save button before you leave this tab or your changes will be lost Patron cooper ellen Read Cooper Ellen Both Cooper Daniel Address 1 Address 1 Line1 321 Beach Street Linet Line2 Addr 1 Line2 City Bay City City Zip 55555 State NC N 1to2 Zip State Phi Ph2 Phi Ph2 X Swap Address 2 Address 2 Line1 Research Park Linet Line2 A 2to1 Line2 City Washington City Zip 55555 State NC Z Addr 2 Zip State Phi 252 000 0001 Ph2 Phi Ph2 X Close Figure A 1 The Copy Address window Library Solution Circulation Contents Index To add a new patron record 1 2 Select the Patron Transactions tab or press the F2 key In the Patron text box type the borrower s last name Click Read or press Enter If the name is not found a message window appears No name starting with those characters was found Would you like to add a new patron Click Yes If similar borrower names were found in the search the Patron Name Lookup window will appear If the borrower you want is not listed then click the Add Patron button The Add New Patron window appears To move among fields use Tab or click on another field To save the new borrower record click OK To enter or edit Basic Info in a patron record L Select the Patron Transactions tab or press F2 Search for the borrower
280. select View Reserves The View Reserves window will be opened To view the reserves for this library only click the check box beside Show Current Branch s Reserves Only at upper left To reorder the elements in the display for example to arrange the list by title simply click on that column To edit a reserve double click the Instructor column This takes you to the Reserves tab of that instructor borrower on the Patron Transactions tab To close the display click the Close button To remove items from reserve 1 2 On the Circulation menu select Reserves Tools and then select Remove Reserve Items Scan the barcode label or type the barcode number If you type the number press Enter or select the Take Off Reserve button A message will inform you that the removal was successful Then a Relocate Item window will remind you to reshelve the item in its correct location transfer it to another library or place it on the holds shelf as appropriate To remove another item simply scan or type the number When you have finished removing items from reserve exit the dialog by selecting the OK button Library Solution Circulation Appendix CIRC 269 Contents Index Rotating ltems To create a Rotating Items 1 Create the following Item Fields in Circulation GRID The grid is the set of libraries the item s will rotate through BEGIN This setting is the library number of the library wh
281. st name or e mail address You can also search for records in Circulation using the Please enter a patron name or ID following codes not case sensitive that Cataloging uses in its search dialog L LCCN B ISBN in Circulation v3 3 you must use a 10 or 13 digit ISBN N ISSN T Title H Author J Subject S LC Class Figure 2 1 The initial Patron Transactions tab Library Solution Circulation 2 Main Circulation Tabs CIRC 13 Contents Index W Dewey 1G GPO WM Music YE Series 10 Barcode C Local Call Number 1D Control Number P Borrower ID A Alternate ID IN Borrower Name WM Borrower Address Z Zip Code T Phone Number E E mail Address To use these the operator must type the backslash and the appropriate code followed immediately by the search term e g entering hclancy will return a list of titles whose author is Clancy Note The search entry boxes for Patron and Item searches on the F2 F3 F4 tabs and the search or lookup entry boxes in Item Transfers Recall Item and Item Repair History now contain a drop down arrow to display a history list of the ten most recent search arguments allowing the user to easily repeat a previous search For the main Circulation Tabs F2 F3 F4 the history list will be retained from a LS Circulation Chico Branch ioj x session to session In Item Transfers Setup Messaging Utilities Reserves Tools Help Recall Item and It
282. st time setup the box for the Outreach PAC Server address will be empty Type either the IP or URL without the http and click OK Ifan address was previously set clear the current contents and then type the new address Then click OK Note The Outreach PAC Server is the same as your library s PAC e g catalog library org If you are unsure of the address the information should be provided by your administrator Library Solution Circulation Appendix CIRC 251 PAC Contents Index To Save a Search for Outreach borrowers 1 In Outreach Services click the Setup New Prefs button on the Outreach Services subtab under the Patron Transactions Patron Record tabs A web browser will open and connect you to the PAC You will be automatically logged on and the current Patron Information will be displayed Press the Search button Perform a search using the desired options and term s When the results set is returned press the Save Search button The Search Saver window will open Click in the Search Name Title box and type a name for the saved search as you want it to appear on your list The Borrower ID Alternate ID should already be filled in with the necessary information from the Patron Record Click in the Description box and type a brief description of the search Verify that the Make Available in Outreach box is checked If not click in the box and a checkmark should appear Press th
283. subtab Figure 3 24 fields control the following activities e Check Out Check out items If access not allowed the Enter Item box on F2 tab is not visible e Check In Check in items If access not allowed and if Check In button is selected on F3 tab the Item box on F3 tab is not visible e Renew Renew items If access not allowed the Renew button is unavailable grayed on F2 Items Out tab for the selected borrower e Stats Only Check Out Check out uncataloged unbarcoded items for statistics only using Stats Only button If access not allowed the button is not visible on F2 tab e Inhouse Use Gather inhouse use data If you do not want the In House Use button to appear on Circulation F3 tab leave this check box unchecked e Place Holds Place holds If access not allowed the Place button on Holds tab is not visible e View Only Default Branches When Placing General Basic Functionality Menu Function Patron Screen Bibliographic Page Circulation Page Holds When checked only default libraries available for placing holds Edit Payment Information Add edit or delete charges on the Charges tab If the J Edit Payment Information V Check In IV Patron Inquiries option is off the user cannot edit or add any payment information for the selected iv HBOS v pute ten ia borrower e g the user cannot take payments IV Stats Only Check Out Y OTF Title Item for fines 7 Inhoure Use Y OTF Patron e Patron I
284. t Book Year 1397 Language eng Items 1 mitem Information Item ID 301051 00479410 Reload Circulation Bibliographic Vendor Item Fields ISSN Mltem Activity Current Information E nt er If d es i re d use th e New Item Status L Patron ID 20165100120323 Find i ec foe ie Oe ee Cig button to reach the Destination Due Title Search 12 np Aa Checked Out 12 6 2002 4 33 35 PM Last Circulated 12 6 2002 4 33 35 PM Renewed Notice Date Last Retumed 4 4 2002 8 57 40 AM Last Patron ID 20105000303720 y Find Configuration window and modify the search order Note This requires administrator level rights Renew Count 0 Notice Count 0 Figure 2 35 The ltem Title Information tab Library Solution Circulation 2 Main Circulation Tabs CIRC 47 Contents Index e Title Information Includes the following fields and features Title The title up to 40 characters Control Number The unique number for a title record If the title has been catalogued in the Cataloging module the Control Number displayed in Circulation is from field 001 in the MARC record The control number consists of three spaces and or lowercase letters followed by eight numerals Note Bibliographic records created after the year 2000 may have 2 letters and 10 numbers On the Fly entries always have 3 letters and 8 numers For titles you add to Circulation on t
285. t Displays the Outreach Services Module version information Library Solution Circulation 8 Circulation Utilities Programs CIRC 199 Contents Index 8 5 L S Route Configuration for Used Bookings and Rotating Items Library systems with multiple locations may have regular courier routes established for delivery of items among member libraries In Library Solution you can easily configure these routes for delivery of booked items Libraries can be added or removed from a defined route and the order of libraries in a route can be changed New route names can be assigned and old routes can be deleted The daily schedule for delivery pickup for a selected route can be configured by the route calendar When you place a booking you should specify that the courier method should be used for delivery of a selected booked item Select the SYS_COURIER Shipping Type code when you place or edit the booking Note If your primary delivery method is by courier then set the default delivery method in Bookings to SYS_COURIER e ey x 1 From the Library Solution Start menu select Circulation Routes Utilities Route Configuration In the Database Login v New Route fi Delete Route window type a user name and password and click OK or press Enter The Route Configuration window will be displayed Figure 8 10 Branches Stations and Order Biggs Branch Chico Branch 2 New route To add a new route click the New Route bu
286. t to check in only one item with special status click the left mouse button The text on the button turns red and the Special Status mode will be cleared after you check in the item If you want the Special Status mode to remain in effect for multiple checkins click the right mouse button If you rest the mouse over the button a hint appears Right click to lock Special Status button ON To turn off the lock left click the button or click the Check In or In House Use mode button Search for the title or item to be checked in and select the correct item The Special Item Handling window appears The codes available in the list depend on the item s Item Status code at the time of the checkin For example different Special Status codes are displayed if the item was overdue code OD instead of on hold HD To select a condition click that line and click OK or press the DOWN or UP ARROW to highlight a status and then click OK or press Enter If you selected I Damaged the Damaged Item Check In Selection dialog will display three choices Click the desired option button and then click Continue Note Damaged items will go to a T status until checked in Any pending holds on the damaged item will not be filled until it is checked back in Select one of the following Library Solution Circulation Appendix CIRC 217 Contents Index e This item should not be allowed to circulate at this time When you click Continue a
287. te based on the rules setup for the Patron type and collection code when the server down data is posted to the database later It will use the date and time of the actual checkout and calculate the due date from that date time Warning If the uploading of the server down data is delayed a long time some items may be overdue as soon as they are posted LibraryeSolution Circulation 8 Circulation Utilities Programs CIRC 163 5 Contents Index Item ID Scan or type the barcode number of the item to be checked out If you typed the number press Enter or select the OK button If you scanned the label an automatic carriage return at the end of the scan will save that transaction Repeat for all items being checked out to this borrower If necessary you can change the Promised Due Date if the borrower is checking out different types of material with different check out periods or you can leave the Promised Due Date box unchecked and let the system calculate the due date when the data is posted To switch to another borrower press Esc This moves the cursor to the Patron ID box and highlights blue the current ID Scan the next borrower s barcode label or type the number Checking In Items 1 2 Enter the Branch number and Station prefix Select transaction In the Transaction area on the lower left select Check In When Check In is selected the cursor moves to the Item ID field Item ID Scan or type the barcode number of th
288. tes A blank Check In Check In Out Note Out Note Editor dialog will be displayed Figure 5 11 he Type a title search term in the entry box and click the Search button Show during Check In Out X Cancel Select the desired title from the list and click OK Figure 5 11 The Check In Out Notes Editor The Search by Title screen will display the search results The Title Item ID Branch and Collection information will display in the dialog If a note currently exists for this title the Check In Out Note field will display the current note In the Check In Out Note entry box type the new note or revise the current note as desired By default the Show during Check In Out check box is checked The note will be displayed during Check In Out Note To disable the display of this message click the check box to remove the check mark When done click the Save button You will be advised the note has been saved Click OK The Note Editor will redisplay if you wish to add another note Click Cancel to exit Library Solution Circulation 5 Utilities Menu Options CIRC 144 Contents Index 5 10 Reset Form If you are using a screen resolution larger than 640 x 400 you can stretch the Circulation window by dragging a corner or edge to fill the screen area The screen will resize to fill the available space and lists like Items Out on the F2 tab will have more space to display titles etc The Reset Form option will return t
289. that you want to control the checkout policies PAC displays and Circulation checkin messages display of shelving location for this item Remember library collection codes are based on interpretations of the holdings codes To add new holdings codes for reserve shelving Library Solution Circulation Appendix CIRC 267 Contents Index locations or edit existing code setups run the Library Solution System Configuration and select Setup Holdings Codes By default the current library name will be displayed in the Owning Branch field To select another library click the down arrow to display the list and select The current library is the one selected in Setup Local Configuration Station Options In the Collection field the first collection code alphabetically for the selected library will be displayed Hint You can quickly locate the collection you want by typing the first letter of the collection code For example to find REF type R then press the Down or Up arrow keys to scroll through the list from there or press Right arrow to go down Left arrow to go up If you type a different letter this reveals another part of the list codes beginning with that letter 5 Save To save the reserve click the Add button 6 Add another item to a Department Course group Click on highlight the Department Course line or any item already on reserve in that group Select the Place button The Department Course and ex
290. the lost item is checked in and there are existing charges pending payment an Outstanding Charges window Figure 2 14 will display the current pending charges The staffers can selectively elect to waive these charges by checking the items on the list Click OK to continue If the borrower made previous payments for the lost item a Lost Item Charge Payments window Figure 2 15 will display a list of all payments made Staff should select the entries that are to be refunded and click OK The check in will continue normally Review the Charges tab for that borrower to be certain that the fines fees were removed from the borrower record Library Solution Circulation 2 Main Circulation Tabs CIRC 23 Contents Dutstanding Charges a The following charges are associated with this lost item and are still outstanding Select those charges which you wish to waive if any and click OK Post Date Charge Type Due Amount J 10 06 2004 1 57 PM Y Select All O De Select All Index Figure 2 14 The Outstanding Charges window 4 The following charges were paid for thes lostitam Select those charges which you wish to refund if ary and cick OK Post Date Charge Type Amount Paid Figure 2 15 The Lost Item O 10 06 2004 2 11 PM L 8 95 518 Charge Payments window O 10 06 2004 2 20 PM L 18 95 Library Solution Circulation 2 Main Circulation Tabs CIRC 24 Contents Index 2 1 3 Holds The Hold
291. the shelf Circulation will pick an available item to fill the hold Depending on the On the Shelf Hold to HD Status setting on the Defaults tab under the Setup menu Branch Setup option and the present library of the item the item will either be placed in a Hold HD or In Transit T status Based on normal library usage when the operator attempts to retrieve the item to place it on the Holds Shelf it may not be found To Replace the Lost or Missing Item on the Hold Request 1 The operator should check in the requested item which could not be located using a Special Status check in and selecting one of the modified Lost or Missing statuses The Hold Replacement form will display Figure 2 34 Hold Replacement This item was required to fill a hold How do you wish to fill the hold System Selects Item to Fill Hold C User Selects Item to Fill Hold Figure 2 34 The Hold Replacement form Library Solution Circulation 2 Main Circulation Tabs CIRC 43 Contents Index 3 The form will display two choices System Selects Item To Fill Hold and User Selects Item to Fill Hold Select the desired option and click OK 4 Ifthe item is Lost or Checked out Circulation will ask if the user wants to proceed In this situation if overdue fines are applicable the system will ask if the user wants to charge them Handling Lost or Missing Arrived Holds This process can also be us
292. then Inventory Select the Collection Processing tab 3 In the Upload File text box the file UPLOAD INV is entered by default in the following directory program files the library corporation library solution circ If you want to work with a different file enter it here or use the Select Upload File button to browse for and select the file and path 4 Select the Upload File Type TLC Scanner output from Percon Scanner Server Down Circulation output from Server Down Circulation Text Barcode generic carriage return delimited text file 5 From the Branch and Collection list boxes select the library and collection being inventoried 6 Select the Call Number Type Dewey LC or neither nonstandard call numbers like FIC Abcd or JE Seuss The Call Number Type is displayed under Type column of the Shelf Order for Holdings Code report D Dewey L LC and X Neither non standard Important Be sure to select the correct call number type for the range of call numbers you are entering Library Solution Circulation 8 Circulation Utilities Programs CIRC 185 Contents Index 7 Enter the beginning and ending call numbers of the collection that was inventoried These call numbers appear on the Inventory Shelf Order for Holdingscode report The call number you need to use is displayed on the Shelf Order Field Column 8 Check Shelf Order This OPTIONAL process checks shelf order and reports on misshelved items and other e
293. this station can open the drawer by selecting either option even if no payment is made 5 To save changes click the OK button Library Solution Circulation Appendix CIRC 212 Contents Index Charge Types To set up new Charge Types 1 Select Setup from the menu bar at the upper left of the Circulation window Select Types and Codes and then Charge Types 2 To view a list of default and other existing Charge Type codes click the down arrow beside the Charge Type list box Select a code to view its Description 3 To add a code type the code in the Charge Type text box Press Tab or click in the Description text box and type a meaning for the code Then click the Add New button 4 When you have finished adding or editing click Done See also Fines Library Solution Circulation Appendix CIRC 213 Contents Index Check In Items To check in items 1 2 3 Click the Check In In House Use tab or press the F3 key For Mode click Check In usually the default mode Optional Before you continue checking in the item you can select one or more of these options Suppress Messages To turn off the display of overdue fines or already checked in messages select the check box beside Suppress Messages Select the type of message s you wish to suppress Override Check In Date Time If you wish to enter a different check in date or time select the check box beside Override Check In Date Time
294. tment Figure 3 9 The Departmentment Codes window Library Solution Circulation 3 Setup Menu options CIRC 76 Contents Index 3 To add a new code type the code up to a maximum of 20 characters As soon as you start typing a previously unknown code the Add New button becomes available and the message New Type Code is displayed in red at the right 4 After typing the code press the Tab key to move to Description or click in that field Enter a description for the department up to 250 characters a brief description is recommended 5 If you edited the Description of a current code select Save If you added a new code and description select Add New to save it If you wish to delete a code select Delete To exit the setup after saving or to exit without saving changes select Done Library Solution Circulation 3 Setup Menu options CIRC 77 Contents Index 3 1 7 Course Codes Select the Course Codes to display the Course Codes window Figure 3 10 where you can define codes for academic courses such as Eng 100 to be used when placing items on reserve You can set up as many codes as you need Define a code for each course and a free text description The fields are displayed on the Reserves tab of the Patron Transactions tab when you place or view a reserve for a selected borrower They are also used in reports You should also define Department Codes to be used along with the Course Codes To set up Course
295. to define each user s level of access to Circulation activities and displays Before the Circulation Security Setup can be completed however administrators can use the Library Solution System Configuration to set up administrative level security This allows administrators to control which users can access specific LibraryeSolution modules and activities and to control their roles e g Circulation User Circulation Administrator or no Circulation role Defaults are in place for both administrative System Configuration and Circulation levels of security To complete Circulation Security Setup for any user qualified to access Circulation those with Circulation User or the Circulation Administrator role set in System Configuration 1 First administrators may wish to check the System Configuration Start the configuration from the Start menu Login using system or Circulation administrator default login information Then select Setup and Users Then select Create for new users or Edit Remove for existing users Set up User Names individual Passwords and access privileges Circulation Roles for users of Circulation Important Any user who needs access to Circulation Security Setup must be assigned the Circulation Role of Circulation Administrator 2 In Circulation select Setup Security Setup to x reach the Security Configuration window Figure 3 22 Click the down arrow beside the User Name Bava E z jo box to displ
296. trator can easily add or Figure 3 17 The Misc subtab Library Solution Circulation 3 Setup Menu options CIRC 91 Contents Index change a library in the Repair Holdings Code box found in the Branch Setup When a holdingscode is selected in this field Items checked in as Damaged will be assigned to the displayed Repair Holdings Code These Items will be assigned a T status and cannot be used to fill pending holds until the item is checked back in From the drop down list select the holdingscode that items to be repaired should be sent to picking the blank entry will clear this field and treat damaged items as recalls e Resp Party Block Rule From the drop down list select which Responsible Party action is appropriate for your library Each option is described below Note These settings are ONLY concerned with the Hot Status block field Other blocks to borrowing e g Items out Fine Balance Overdue Items Long overdue Items are not checked NO ACTION No blocks on the Responsible Party or any family members except those for the record accessed WARNINGS ONLY Blocks are applied only to the record with the block condition but whenever the responsible party record is accessed a warning that this borrower is responsible for blocked borrowers will be displayed UPWARD BLOCKS Whenever any child record has a Hot Status of Blocked the responsible party and the child record in question are block
297. tron Transactions on the subtab labeled Patron Fields Note If your library s borrower data was converted into Library Solution format from another system such as BiblioFile Circulation the borrower fields in Circulation may have the same names as the fields in your other system If you used codes in those fields for example in the Census field you will need to reenter the codes in your initial Circulation setup To set up Patron Fields 1 Select the Setup menu Types and Codes and then Patron Fields 2 The entry window is divided into two parts On the upper Y li gt xl half is the Field Name and just under that the setup for i A the type of data to be entered in the field codes or free os text On the lower half are the codes if any for that field Field Name PQEreatiMIa New Code M Coded M Strict M Statistics Close The first field is displayed by default To view the Field Name of any Patron field previously entered use the first ala lela a a E four buttons on the upper toolbar to look for the First first i vaus Description o field Prior Next or Last field gt BUTTE BUTTE COUNTY RESIDENT When a Field Name is displayed view the codes if any for that field in the Value and Description fields on the lower part of the window Use the lower toolbar to find the First Prior Next or Last codes for the selected field Figure 3 3 The Patron Fields Codes and Descriptions win
298. ts listing Lost or Missing items For details on each step refer to the following sections Steps in the Inventory process T 2 From the Library Solution menu select L S Reports Log on and run the report Inventory Shelf Order for Holdings Code This report produces a list of unique call numbers in a selected holdings code by call number type LC Dewey and Non standard for a particular branch collection The numbers appear in call number order Print this report before you begin to scan barcodes of items on the shelf The report provides an over view of all call number types and call numbers in the particular holdings code group you are working Data Collection Start scanning the barcodes of items in the holdings code group you have chosen Later in the inventory procedure you will need to know the first call number of the group you scanned and the date you scanned it Because of this you should keep a manual log of this information You can scan as many barcodes as you want in a single session However if you plan to report the shelving errors see step 13 you need to limit your scanning to roughly 500 items If you scan more than 500 items the Inventory Shelving Errors report will take MUCH longer to run Once you have scanned the last barcode in the collection or the last barcode before you reach 500 items record the last call number you scanned in your manual log Later in the inventory procedure
299. tton Bookmobile Add Oroville Branch The New Route entry window Figure 8 11 will appear Central Library gt Paradise Branch Type a name for the route use only letters and numbers up Chico Branch to a maximum of 20 characters no punctuation marks no Durham Branch Remove Forbestown Branch Gridley Branch spaces To add a library to the route highlight it in the Branches list on the left and drag it to the Stations and Order box on the right or click the Add button To view a list of libraries that have not yet been assigned to any route click the E Calendar Unassigned Branches Unassigned Branches button Figure 8 10 The Route Configuration window Library Solution Circulation 8 Circulation Utilities Programs CIRC 200 Contents Index Continue adding all the libraries on this delivery route To PMRLEATE x change the route order in the righthand window click and hold on a library name and drag it to the desired location in the list Enter New Route Name Tips If a booking delivery route begins and ends at the same library be sure to place that library at the top and Alphanumeric only bottom of the route list For other types of route configurations call TLC Support for guidelines X Cancel Figure 8 11 The New Route window 3 Edit route To edit an existing route select it from the drop down Routes box at the upper left The Stations and Order box on th
300. u can accept payment or waive payment on total charges due either at this library or for any library depending on the configuration In the Cash Tendered or Circulation Charges to be Waived field type the amount type the decimal if the amount is not a whole dollar cents if any dollar sign not necessary for example 5 25 Tip The total amount to be paid and or waived must equal the amount in the Circulation Charges to be Paid If you want to waive part or all of a fee be sure to reduce the total in the Cash Tendered box by that amount For the operator to accept full payment type the amount to be paid in the Cash Tendered entry box and or the amount to be waived in the Circulation Charges to be Waived entry box and click Finish If the patron wants to pay less than the full amount the user can click and overtype the amount already in Circulation Charges to be Paid then type the same amount in the Cash Tendered entry box and then click the Finish button 3 Make a payment or waive a single charge Select a charge from the All Charges for Current Patron list on the left On the right detailed information will appear for the selected highlighted charge You can change or add the Comment or change the Charge Type Chg Type code for a selected charge To save select Update To accept payment or waive payment on a single charge click the Individual Pay Waive Enter the amount to be paid or waived If you are waiving enter the password
301. up to 4 digits no spaces between elements Transaction type 1 letter O Check Out uppercase letter O not zero 0 Check In uppercase letter eye not letter el or number one H In House Use V Inventory Station prefix 3 characters Item ID left justified Patron ID left justified Data present only if Check Out transaction Due Date 8 characters formatted mm dd yyyy Date is present only if Check Out transaction Here is an example of an UPLOAD SD file this contains a few transactions of each type 19990304135759X03 ST9 31001000045602 21001000032456 04 01 1999 19990304135800X03 ST9 31001000094837 21001000032456 04 01 1999 19990304135800X03 ST9 31001000095544 21001000889965 04 01 1999 19990304135814XI3 ST9 31001000095433 19990304135817XI3 ST9 31001000095221 19990304135818XI3 ST9 31001000043321 19990304135835XH3 ST9 33001000099934 Library Solution Circulation 8 Circulation Utilities Programs CIRC 167 Contents Index 19990304135822XH3 ST9 33001000099114 19990304135836XH3 ST9 31004493822007 19990304135843XV3 ST9 34001000067890 19990304 135844XV3 ST9 34003100058487 19990304135845XV3 ST9 34001100084727 Library Solution Circulation 8 Circulation Utilities Programs CIRC 168 Contents Index Library Solution Circulation 8 Circulation Utilities Programs CIRC 169 Contents Index Library Solution Circulation 8 Circulation Utilities Programs CIRC 170 Contents Index 8 3 L
302. urrent date without punctuation the call number range or any name that will make sense to you Leave the extension as inv so the file will show in the window and press Enter Then click on the file you just named to have it appear in the File Name box at the bottom of the window Click Open The file name should now appear next to the Select Upload File box 8 If you used a scanner to do the inventory make sure the Scanner File is selected under Upload File Type 9 In the Section of library being inventoried select the correct branch and coll ection for the barcodes you have just scanned and offloaded 10 Select the Call Number Type of the call numbers in the selected collection This information needs to be what is listed on the Shelf Order for Holdings Code report from Step 1 Refer to Library Solution Circulation 8 Circulation Utilities Programs CIRC 176 11 12 13 14 15 16 17 18 19 Contents Index the Type Column which is the first column in the report D Dewey L LC and X Neither non standard Type the first call number scanned in the From box You will need to type the call number exactly the way it appears in the Shelf Order field column in the Shelf Order by Holdings Code report from step 2 This should match your manual log information Type the last call number scanned in the To box Use the same instructions as in Step 11 If you want to produce a report listing
303. us e Item has multiple parts If an item with multiple parts is checked in a message will alert you to check for those parts Note Only items with an in transit T or checked out CO status can be recalled If a recalled item is checked in as damaged the item will be assigned to the Repair Shop designation first when the item is returned to circulation the recall will take effect Library Solution Circulation Appendix CIRC 220 Contents Index Check Out New in Circulation v3 3 If there is a condition note in the Condition field for a title on the Item Tile Info lt F4 gt Bibliographic tab and the Show check box is checked the Condition note will display during checkout To check out items to a borrower 1 Select the Patron Transactions tab or press F2 2 In the Patron text box scan the borrower barcode label or type the Patron ID Alternate ID or name After a borrower has been found or if you have entered a new borrower record information about the borrower appears on the upper part of the window The blinking cursor will wait at the Enter Item text box ready for you to check out an item Note If a Patron ID barcode is entered to the Enter Item Check Out field and the Check Out button is clicked Circulation will load that Patron s record 3 Change due date time optional If you need to override the default due date or time click the calendar button Change Due Date button before you
304. utton to be activated Finish typing the new notice name Click in the main entry box and type the contents of the notice Click the Add New button and the new item will display on the drop down list Click the Save button e Delete Click the notice name on the drop down list Ensure the correct notice name that you wish to delete is displayed Click the Delete button To Add a new notice highlight the currently displayed notice name or click in the empty drop down entry box Type the new notice name Then click in the main entry box and type the content of the notice When you are satisfied with the text click the Add New button and then click the Save button To edit an existing notice on the drop down list click the notice name to display the message in the text box Click in the text box to make changes as desired When done click Save Branch Level System Configuration Options For Branch Chico Branch Security Defaults Fines Overdue Misc i Notifications z j Delete X Cancel Figure 3 15 The Notice Text window Library Solution Circulation 3 Setup Menu options CIRC 94 Contents Index 3 2 6 Notifications Circulation staff can set up the defaults for how different automatic notifications are sent to borrowers by telephone and email Figure 3 16 The available notices are Friendly Warning Overdue Final Overdue Arrived Holds Cancel
305. visor password Whenever the Override password is required you may use the Supervisor password instead The reverse is not true 2 Select the Try button or press Enter To exit the Enter Override Password block and deny the transaction If you do not wish to override the block select Cancel in the Enter Override Password window To review or remove block conditions If block messages are presented in a Check Out Unsuccessful window you can review block conditions and possibly remove them before attempting to check out or renew items 1 In the Check Out Unsuccessful window click OK or press Enter to exit the window 2 To get more information click the message in the Blocks display on the Patron Transactions tab The relevant tab or dialog box will open so you can view information or take appropriate action to remove the block condition For example if you click the Fine Balance block message the borrower s Charges tab opens detailing the outstanding fines fees 3 If possible make the appropriate changes extend the card expiration date change the Patron Status code accept or waive charges etc Save the change 4 Try the checkout or other transaction again Library Solution Circulation Appendix CIRC 208 Contents Index Branch Setup To complete the Branch Setup 1 2 Click Setup on the title bar at upper left of the Circulation window On the Setup menu click Branch Setup The E
306. x 3 Setup Menu options Use options on the Setup menu to control various types and codes such as Patron Types the circulation rules checkout periods overdue fines etc Charge Types to control payments and optional user defined fields in borrower records You can also assign or change local library passwords define some library specific Circulation options such as the calendar for open and closed days and hours overdue notice intervals prefixes for on the fly record control numbers user security and much more Important Before the Library Solution system is installed TLC sets most Setup options for your library system based on the specifications submitted by the library during the implementation process Before you check out items for the first time you may wish to review the setups Note Some aspects of Circulation operations are controlled by the Library Solution System Configuration outside of the Circulation Setup Use the System Configuration to add new holdings codes change PAC or Circulation displays of libraries and collections and set up system Users access security Any user who needs access to certain Circulation Setup options such as Security Setup and Branch setup must be assigned the Circulation Role of Circulation Administrator More detailed Circulation privileges are set in Circulation s Setup Security Setup section 3 1 Types and Codes Use the Types and Codes submenu of Setup to define system wide
307. y Closes below will not be available for entry 5 Time library opens Enter the time the library opens on this day 6 Time library closes Enter the time the library closes If the closing time is after midnight enter the time and then select the check box beside The Next Day 7 Save the changes for a day After changing the setting for a day select the Save Date Info button 8 Change other days If there are other days you want to change in this month select another day and follow the steps above 9 If you want to change a date back to the Weekly Calendar default simply select the button for Set to Weekly Defaults Be sure to Save Date Info for each day you change Repeat in this month and other months until all necessary changes have been made 10 After making all changes close the setup window by selecting the Close button Additional information To review or change settings for a normal work week use the Weekly Calendar setup Library Solution Circulation 3 Setup Menu options CIRC 99 Contents Index 3 4 Local Configuration Use the Local Configuration options on the Setup menu to select the printer to be accessed by this station establish what types of slips will be printed or to identify the library where this station is located 3 4 1 Printing Setup Use the Printing Setup option Figure 3 19 to identify the printer available to a local station for printing slips Select which types of slips dat
308. y Serial module use vendor information to record subscription information and to print letters for claims or returns Note The Vendor Editor is a separate program from the Library Booking Library Serial and Circulation modules and it can be used by all three modules Run the Vendor Editor from your Library Solution Circulation Utilities menu To use the Vendor Editor 1 On the Start menu select Library Solution Circulation Utilities Vendor Editor Login with your User Name and Password The Vendor Editor window will be displayed Figure 8 12 2 To view existing vendors click the right or left arrows in the Code entry line You can search for vendors by name or code by using the Search Find by Name or Find by Code options on the drow down menu If you edit an existing vendor click the Save button to save the changes To delete a vendor use the File Delete Vendor option 3 To add a new Vendor use the File New Vendor option and enter the Distributor Code and Distributor Name in the New Vendor window Click OK to save the information 4 To exit the Vendor Editor click the File Close option inixi File Search Code gt Save Undo Vendor Name Ace Equipment Repair EMalAdtess Contact Person Nans C Address Phone Number Clear Phone Addr Info Alt Phone No Line 1 999 James Road Line 2 FO Line 3 FO City Eastport Ex State nc Postal Code z262 El Cony ti
309. you can exit the window by clicking the Close button 4 To edit a hold select the borrower from the list Then click the Edit This Hold button This will take you directly to the Holds tab on the Patron Transactions tab 5 To cancel a hold select a borrower from the list on the Queue and then click the Cancel This Hold button A message will ask if you are sure you wish to delete the selected hold Click OK or press Enter 6 To exit the Queue click the Close button To edit delete or cancel holds via Patron Transactions tab 1 Select the Patron Transactions tab or press F2 Access the borrower and select the Holds tab Select the title or item on hold that you wish to edit or cancel View the Item Title Info F4 information by double clicking the title on the Holds list 2 In the Selected Hold area in the center of the Holds tab information is grouped in several areas Select the field or option you wish to change If the data in certain fields is displayed in gray you cannot edit those fields If you make changes select the Save Hold Info button 3 To cancel a hold Select the hold from the Patron Holds area on the left and then select the Cancel button on the lower left You cannot use the Delete button to cancel a hold it is used only to delete one item of a multiple title hold A message will ask you to confirm that you wish to cancel 4 Multiple title holds If the hold is a multiple title hold you can delete one or

CIRC - Bullitt County Public Library

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