10 1) To check out an item press *F1*, click *Check Out* on the Circulation
11 toolbar, or select *Circulation* -> *Check Out Items*.
13 image::media/checkout_menu.png[]
15 2) Scan or enter patron's barcode and click *Submit* if entering barcode
16 manually. If scanning, number is submitted automatically.
18 image::media/retrieve_patron.png[]
20 3) Scan or enter item barcode manually, clicking *Submit* if manual.
22 image::media/checkout_item_barcode.png[]
24 4) Due date is now displayed.
26 image::media/due_date_display.png[]
28 5) When all items are scanned, hit the *F1* key or click the *Check Out* button
29 on the Circulation toolbar to generate slip receipt or to exit patron record if
30 not printing slip receipts.
35 1) Go to patron's *Check Out* screen by clicking *Circulation* -> *Check Out
38 2) Scan the item barcode.
40 3) At prompt, click *Pre-Cataloged*.
42 image::media/pre_cat_alert.png[]
44 4) Enter required information and click *Check Out*.
46 image::media/precat.png[]
49 On check-in, Evergreen will prompt staff to re-route the item to cataloging.
54 Circulation periods are pre-set. When items are checked out, due dates are
55 automatically calculated and inserted into circulation records if the *Specific
56 Due Date* checkbox is not selected on the Check Out screen. The *Specific Due
57 Date* checkbox allows you to set a different due date to override the pre-set
60 Before you scan the item, select the *Specific Due Date* checkbox. Use the
61 calendar widget to select a date. Or click in day, month or year, then use the
62 up or down arrows to make the change or simply delete the data, then enter
63 again. Time is used for hourly loan only. This date applies to all items until
64 you change the date, de-select the *Specific Due Date* checkbox, or quit the
67 image::media/specify_due_date1.png[]
69 image::media/specify_due_date2.png[]
77 1) To check in an item, select *Circulation -> Check In Items*, click *Check In*
78 on the Circulation toolbar, or press *F2*.
80 image::media/check_in_menu.png[]
82 2) Scan item barcode or enter manually and click *Submit*.
84 image::media/checkin_barcode.png[]
86 3) If there is an overdue fine associated with the checkin, an alert will appear
87 at the top of the screen with a fine tally for the current checkin session. To
88 immediately handle fine payment, click the alert to jump to the patron's bill
91 image::media/overdue_checkin.png[]
96 This is useful for clearing a book drop.
98 1) To change effective check-in date, select *Circulation* -> *Check In Items*,
99 or press *F2*. Use the calendar widget to choose the effective date.
101 image::media/backdate_checkin.png[]
103 2) The top green bar changes to red. The new effective date is now displayed in
106 image::media/backdate_red.png[]
108 3) Move the cursor to the *Barcode* field. Scan the items. When finishing
109 backdated check-in, change the *Effective Date* back to today's date.
111 Backdate Post-Checkin
112 ^^^^^^^^^^^^^^^^^^^^^
114 After an item has been checked in, you may use the Backdate Post-Checkin
115 function to backdate the check-in date.
117 1) Select the item on the Check In screen, click Actions for Selected Items ->
118 Backdate Post-Checkin.
120 image::media/backdate_post_checkin.png[]
122 2) Use the calendar widget to select an effective check-in date. Click Apply.
123 Overdue fines, if any, will be adjusted according to the new effective check-in
126 image::media/backdate_post_date.png[]
130 At the right bottom corner there is a *Checkin Modifiers* pop-up list. The
133 - Ignore Pre-cat Items: no prompt when checking in a pre-cat item. Item will be
134 routed to Cataloging with Cataloging status.
135 - Suppress Holds and Transit: item will not be used to fill holds or sent in
136 transit. Item has Reshelving status.
137 - Amnesty Mode/Forgive Fines: overdue fines will be removed if already created
138 or not be inserted if not yet created (e.g. hourly loans). The fines are removed
139 with an account_adjustment payment type.
140 - Auto-Print Hold and Transit Slips: slips will be automatically printed without
141 prompt for confirmation.
143 These options may be selected simultaneously. The selected option is displayed
146 image::media/checkin_options.png[]
149 Renewal and Editing the Item's Due Date
150 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
152 Checked-out items can be renewed if your library's policy allows it. The new due
153 date is calculated from the renewal date. Existing loans can also be extended to
154 a specific date by editing the due date or renewing with a specific due date.
156 Renewing via a Patron's Account
157 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
159 1) Retrieve the patron record and go to the *Items Out* screen.
161 image::media/items_out_click.png[]
163 2) Select the item you want to renew. *Click on Actions for Selected Items* ->
164 *Renew*. If you want to renew all items in the account, click *Renew All*
167 image::media/renew_action.png[]
169 3) If you want to specify the due date, click *Renew with Specific Due Date*.
170 You will be prompted to select a due date. Once done, click *Apply*.
172 image::media/renew_specific_date.png[]
175 Renewal can also be done on the *Item Status* screen. See the section called
176 <<itemstatus,Item Status (F5)>> for more information.
178 Renewing by Item Barcode
179 ^^^^^^^^^^^^^^^^^^^^^^^^
180 1) To renew items by barcode, select *Circulation* -> *Renew Items* or press
183 2) Scan or manually entire the item barcode.
185 image::media/renew_item.png[]
187 3) If you want to specify the due date, click *Specific Due Date* and select a
188 new due date from the calendar.
190 image::media/renew_item_calendar.png[]
195 1) Retrieve the patron record and go to the *Items Out* screen.
197 2) Select the item you want to renew. Click on *Actions for Selected Items* ->
200 image::media/edit_due_date_action.png[]
202 3) Select a new due date in the pop-up window, then click *Apply*.
205 You can select multiple items by pressing down the CTRL key on your keyboard and
206 clicking each items you want to edit.
209 Editing a due date is not included in the renewal count.
211 Marking Items Lost and Claimed Returned
212 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
216 1) To mark items Lost, retrieve patron record and click *Items Out*.
218 2) Select the item. Click on *Actions for Selected Items* -> *Mark Lost (by
221 image::media/mark_lost.png[]
223 3) The lost item now displays in the *Other/Special Circulations section of the
224 patron record, unless otherwise customized through the Items Out display setting
225 available in the Library Settings Editor.
227 image::media/lost_cr_section.png[]
229 4) The lost item also adds to the count of *Lost* items in the patron summary on
230 the left (or top) of the screen.
232 image::media/patron_summary_checkouts.jpg[]
236 ========================
237 - Marking an item Lost will automatically bill the patron the replacement cost
238 of the item as recorded in the price field in the item record, and a processing
239 fee as determined by your local policy. If the lost item has overdue charges,
240 the overdue charges may be voided or retained based on local policy.
241 - A lost-then-returned item will disappear from the Items Out screen only when
242 all bills linked to this particular circulation have been resolved. Bills may
243 include replacement charges, processing fees, and manual charges added to the
245 - The replacement fee and processing fee for lost-then-returned items may be
246 voided if set by local policy. Overdue fines may be reinstated on
247 lost-then-returned items if set by local policy.
248 ========================
250 Refunding and Clearing Negative Balances
251 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
253 If an item is returned after a lost bill has been paid, there may be a negative
254 balance on the bill. See ... for more information on settings that affect
255 negative balances. See <<removing_negative_balances, Removing Negative Balances
256 from a Patron Account>> for more information on clearing that balance.
259 Claimed Returned Items
260 ^^^^^^^^^^^^^^^^^^^^^^^
262 1) To mark an item Claimed Returned, retrieve the patron record and go to the
265 2) Select the item, then select *Actions for Selected Items* -> *Mark Claimed
266 Returned* from the dropdown menu.
268 image::media/mark_claims_returned.png[]
270 3) Select a date and click *Apply*.
272 image::media/claimed_date.png[]
274 4) Any overdue fines associated with the transaction will now be based on the
275 Claimed Returned date.
277 5) The Claimed Returned item now displays in the *Other/Special Circulations*
278 section of the patron record, unless otherwise customized through the Items Out
279 display setting available in the Library Settings Editor.
281 image::media/lost_cr_section.png[]
283 6) The Claimed Returned item adds to the count of Check Outs that are Claimed
284 Returned in the patron summary on the left (or top) of the screen. It also adds
285 to the total *Claims-returned Count* (including those that are current Check
286 Outs and those that have since been returned) that is displayed when editing the
289 image::media/patron_summary_checkouts.jpg[]
292 .More on Claimed Returned Items
293 ====================================
294 - The date entered for a Claimed Returned item establishes the fine. If the date
295 given has passed, bills will be adjusted accordingly.
296 - When a Claimed Returned item is returned, if there is an outstanding bill
297 associated with it, the item will not disappear from the *Items Out* screen.
298 It will disappear when the outstanding bills are resolved.
299 - When an item is marked Claimed Returned, the value in *Claims-returned Count*
300 field in the patron record is automatically increased. Staff can manually adjust
301 this count by editing the patron record.
302 - Marking a lost transaction Claimed Returned will not remove a lost item
303 billing or lost item processing fee unless the _Void lost item billing when
304 claims returned_ and/or the _Void lost item processing fee when claims returned_
305 settings are enabled. Both settings are available via the Library Settings
307 ====================================
309 Enhancements to Items Out
310 ^^^^^^^^^^^^^^^^^^^^^^^^^
312 By default, the *Items Out* interface in the patron's account is divided into two sections beneath the patron information: *Items Out* and *Other/Special Circulations*. In previous versions of Evergreen, all circulations appeared in the *Items Out* portion of the interface except for those marked LOST, LONGOVERDUE, or CLAIMSRETURNED, which appeared in the *Other/Special Circulations* portion of the interface.
314 This enhancement enables you to customize the placement of items in the LOST, LONGOVERDUE, or CLAIMSRETURNED statuses in the top or bottom list. The value of this enhancement includes increased control over and organization of the Items Out interface.
316 1) Three new org unit settings enable you to control the placement of these items. To access these settings, click *Admin* -> *Local Administration* -> *Library Settings Editor*, and search for the following settings:
318 * Items Out Lost Display Setting
320 * Items Out Long-Overdue Display Setting
322 * Items Out Claims Returned Display Setting
324 The value for each setting is a numeric code describing the list in which the circulation should be placed when the item is checked out, and whether the circulation should appear in the bottom list when checked in, regardless of the state of the transaction. For example, an item may be checked in but the circulation may remain open because fees or fines are owed by the patron.
326 2) Enter the appropriate value, and click *Update setting*.
328 1 = Top list, then bottom list
329 2 = Bottom list, then bottom list
330 5 = Top list, then do not display
331 6 = Bottom list, then do not display
333 To Hide the bottom list entirely, set the value for all special statuses to "5".
335 Note that if all of the special statuses are hidden, then the interface more accurately represents a patron's items out instead of a combination of items out and items with special circumstances. Alternatively, if all items out and items with special statuses display in the top list, then the bottom list is hidden, and more screen space exists to display a patron's items out.
338 Mark an Item Long Overdue
339 ~~~~~~~~~~~~~~~~~~~~~~~~~
341 *Marking an item Long Overdue*
343 Once an item has been overdue for a configurable amount of time, Evergreen can
344 mark the item long overdue in the borrowing patron’s account. This will be done
345 automatically through a Notification/Action Trigger. When the item is marked
346 long overdue, several actions will take place:
348 . The item will go into the status of “Long Overdue”
350 . The item will be moved to the “Lost, Claimed Returned, Long Overdue, Has
351 Unpaid Billings” section of the Items Out screen in the patron’s account
353 . The accrual of overdue fines will be stopped
355 Optionally the patron can be billed for the item price, a long overdue
356 processing fee, and any overdue fines can be voided from the account. Patrons
357 can also be sent a notification that the item was marked long overdue.
359 image::media/long_overdue1.jpg[Patron Account-Long Overdue]
362 *Checking in a Long Overdue item*
364 If an item that has been marked long overdue is checked in, an alert will appear
365 on the screen informing the staff member that the item was long overdue. Once
366 checked in, the item will go into the status of “In process”. Optionally, the
367 item price and long overdue processing fee can be voided and overdue fines can
368 be reinstated on the patron’s account. If the item is checked in at a library
369 other than its home library, a library setting controls whether the item can
370 immediately fill a hold or circulate, or if it needs to be sent to its home
371 library for processing.
373 image::media/long_overdue2.jpg[Long Overdue Checkin]
375 *Notification/Action Triggers*
377 Evergreen has two sample Notification/Action Triggers that are related to
378 marking items long overdue. The sample triggers are configured for 6 months.
379 These triggers can be configured for any amount of time according to library
380 policy and will need to be activated for use.
384 ** 6 Month Auto Mark Long-Overdue—will mark an item long overdue after the
385 configured period of time
387 ** 6 Month Long Overdue Notice—will send patron notification that an item has
388 been marked long overdue on their account
392 The following Library Settings enable you to set preferences related to long
395 * *Circulation: Long-Overdue Check-In Interval Uses Last Activity Date* —Use the
396 long-overdue last-activity date instead of the due_date to determine whether
397 the item has been checked out too long to perform long-overdue check-in
398 processing. If set, the system will first check the last payment time, followed
399 by the last billing time, followed by the due date. See also
400 circ.max_accept_return_of_longoverdue
402 * *Circulation: Long-Overdue Items Usable on Checkin* —Long-overdue items are
403 usable on checkin instead of going "home" first
405 * *Circulation: Long-Overdue Max Return Interval* —Long-overdue check-in
406 processing (voiding fees, re-instating overdues, etc.) will not take place for
407 items that have been overdue for (or have last activity older than) this amount
410 * *Circulation: Restore Overdues on Long-Overdue Item Return*
412 * *Circulation: Void Long-Overdue item Billing When Returned*
414 * *Circulation: Void Processing Fee on Long-Overdue Item Return*
416 * *Finances: Leave transaction open when long overdue balance equals zero*
417 —Leave transaction open when long-overdue balance equals zero. This leaves the
418 lost copy on the patron record when it is paid
420 * *Finances: Long-Overdue Materials Processing Fee*
422 * *Finances: Void Overdue Fines When Items are Marked Long-Overdue*
424 *Permissions to use this Feature*
426 The following permissions are related to this feature:
428 * COPY_STATUS_LONGOVERDUE.override
430 ** Allows the user to check-in long-overdue items thus removing the long-overdue
435 1) To record in-house use, select *Circulation* -> *Record-In House Use*, click
436 *Check Out* -> *Record In-House Use* on the circulation toolbar , or press *F6*.
438 image::media/record_in_house_action.png[]
440 2) To record in-house use for cataloged items, enter number of uses, scan
441 barcode or type barcode and click *Submit*.
443 image::media/in_house_use.png[]
446 The statistics of in-house use are separated from circulation statistics. The
447 in-house use count of cataloged items is not included in the items' total use
454 The Item Status screen is very useful. Many actions can be taken by either
455 circulation staff or catalogers on this screen. Here we will cover some
456 circulation-related functions, namely checking item status, viewing past
457 circulations, inserting item alert messages, marking items missing or damaged,
463 1) To check the status of an item, select *Search* -> *Search for copies by
464 Barcode* or *Circulation* -> *Show Item Status by Barcode*; click the *Item
465 Status button* on the circulation or cataloging toolbar; or press *F5*.
467 image::media/item_status_menu.png[]
469 2) Scan the barcode or type it and click *Submit*. The current status of the
470 item is displayed with selected other fields. You can use the column picker to
471 select more fields to view.
473 image::media/item_status_barcode.png[]
475 3) Click the *Alternate View* button, and the item summary and circulation
476 history will be displayed.
478 image::media/item_status_altview.png[]
480 4) Click *List View* to go back.
482 image::media/item_status_list_view.png[]
485 If the item's status is "Available", the displayed due date refers to the
486 previous circulation's due date.
489 Upload From File allows you to load multiple items saved in a file on your local
490 computer. The file contains a list of the barcodes in text format. To ensure
491 smooth uploading and further processing on the items, it is recommended that the
492 list contains no more than 100 items.
494 Viewing past circulations
495 ^^^^^^^^^^^^^^^^^^^^^^^^^^
496 1) To view past circulations, retrieve the item on the *Item Status* screen as
499 2) Select *Actions for Selected Items* -> *Show Last Few Circulations*.
501 image::media/last_few_circs_action.png[]
503 3) The item's recent circulation history is displayed.
505 image::media/last_few_circs_display.png[]
507 4) To retrieve the patron(s) of the last circulations, click the *Retrieve Last
508 Patron* or the *Retrieve All These Patrons* button at the bottom of the above
509 screen. Patron record(s) will be displayed in new tab(s).
512 The number of items that displays in the circulation history can be set in Local
513 *Administration* -> *Library Settings Editor*.
516 You can also retrieve the past circulations on the patron's Items Out screen and
517 from the Check In screen.
519 Marking items damaged or missing and other functions
520 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
521 1) To mark items damaged or missing, retrieve the item on the *Item Status*
524 2) Select the item. Click on *Actions for Selected Items* -> *Mark Item Damaged
525 * or *Mark Item Missing*.
527 image::media/mark_missing_damaged.png[]
530 Depending on the library's policy, when marking an item damaged, bills (cost
531 and/or processing fee) may be inserted into the last borrower's account.
533 3) Following the above procedure, you can check in and renew items by using the
534 *Check in Items* and *Renew Items* on the dropdown menu.
539 The *Edit Item Attributes* function on the *Actions for Selected Items* dropdown
540 list allows you to edit item records. Here, we will show you how to insert item
541 alert messages by this function. See cataloging instructions for more
542 information on item editing.
543 1) Retrieve record on *Item Status* screen.
545 2) Once item is displayed, highlight it and select *Actions for Selected Items*
546 -> *Edit Item Attributes*.
548 3) The item record is displayed in the *Copy Editor*.
550 image::media/copy_edit_alert.png[]
552 4) Click *Alert Message* in the *Miscellaneous* column. The background color of
553 the box changes. Type in the message then click *Apply*.
555 image::media/copy_alert_message.png[]
557 5) Click *Modify Copies*, then confirm the action.