6 RETURNS

This chapter includes the following sections:
Before returning any items, you should first set up the system's return options.

6.1 SETTING UP RETURN OPTIONS

To activate this function, select Alephino / Options / Set Up Return Options from the Main menu. The following screen will be displayed:



Print Return Receipt
Click this box if you want the system to automatically print a receipt for each return transaction.

Print Return Receipt - Transfer
Click this box if you want the patron to receive a receipt even though the item needs to be transferred to another site.

Display List of Hold Requests
Click this box if you want the system to automatically display a list of holds for the returned item.

Display "Item is not on loan." Message
Click this box if you want to be notified that an item you are trying to return is in fact not on loan.

Display Circulation Note
If you check this box, the Circulation Note that was entered in the Item Record will be displayed when a patron returns the item. The Circulation Note field can be found in the Items module, in the Item form under the tab General Information (2).

Display Item Process Status
Click this box if you want to display a prompt with the item's process status.

Late Return Message
Decide if and when you want to be notified that an item has been returned late.

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6.2 RETURNING AN ITEM

6.2.1 Standard Return

Click the "Return" tab.



Enter the item barcode or call number in the Item bar's Item field. You may use the barcode reader to scan in the item barcode.



Alternatively, invoke the Call Numbers List by clicking the list button



Select an item from the Call Numbers List. (For more details see the Items chapter.)

Click the arrow to perform the return.

The Patron Information tab will be displayed in the upper pane and the Return Session tab will be displayed in the lower pane.



In a case where the system detects that your work station is not identified as the home sublibrary of the item being returned, but does accept returns for another sublibrary, the system will automatically print out a transfer slip for the item, and display a message instructing you to transfer the item to the owning sublibrary.

Depending on the return options setup, in a case where there are hold requests for the item, either a warning message will be displayed or the List of Hold Requests will be displayed. You can use this window to select a request and notify a patron that the item is available. Again, depending on your setup, if there is only one request on your list, after a few seconds, it is automatically selected.

Clear
Click the button to erase information about the patron and item that appear on the Return form.

Override Date
Click Override Date to register a return date that is earlier than the current date. The override is active until it is deactivated or until the Return window is closed. Enter a new due date and click OK.

New Cash
You may register a cash transaction on an ad hoc basis by clicking the New Cash button. A form will be displayed, enabling you to define the transaction as a debit or credit, write a descriptive note about the transaction, and link the transaction to a particular target, sublibrary, or item record.

Pay Cash
If the patron wants to pay some or all of the money he owes, enter the amount in the Pay field and click the Pay Cash button. You will be asked to confirm that the patron really does want to pay the specified amount. After confirmation, the system will register as paid as many transactions as can be covered by the amount paid, starting with the earliest unpaid transaction. (A given transaction may also be partially paid. In this case, the transaction will be split into two transactions, one for the paid portion and one for the unpaid portion.) Depending on how your Setup (Client) has set up the system, one or more receipts will be printed.

Patron's Cash
Click the Patron's Cash button to see all of the cash transactions that the returning patron has.

Letter
Click Letter to print a letter to a patron. You will be able to select from a number of letter formats defined by your Setup (Client). This function is also used to print the patron's circulation list and library card.


Click on to send an e-mail message to the patron. The patron's e-mail address will automatically be inserted in the To field.

6.2.2 Fast Return

The Fast Circulation option gives you the possibility to perform a loan or a return from one screen. Details of the item and the patron are not retrieved by the system so the transactions are performed quickly.

For the sake of speed, the item's bibliographic information, loan details or the return date and the patron's details are not retrieved and are therefore not displayed. There is also no access to the Patron List or to any search for items.

The same controls will be executed as in the regular Loan/Return windows.

To perform a return using Fast Circulation, follow these steps:

Step 1:
Open the regular Circulation client. Choose Circulation from the Main Menu. From the Circulation menu, choose Fast Circulation. The following window will be displayed.



Step 2:
Click on the Return radio button. The screen will change to:



Fill in the Item Barcode field and click on the Return button.

6.2.3 Offline Return

This option lets you record a return transaction on your local computer in case there is a disruption with your computer's connection to the server. Your transactions will be saved in a file which you may send to the server when the connection is re-established. The system will then check the transactions and produce a check report, listing blocks found and other conditions.

In the regular Circulation client, choose Circulation from the Main Menu, then from the Circulation menu, choose Offline Circulation. The following form will be displayed.



To record a return transaction, follow these steps:

Step 1:
Choose the type of transaction by clicking the Return radio button.

Step 2:
Fill in the library and item barcode.

Step 3:
Click the Return button.

Note:
For more information, see the Offline Circulation chapter.

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6.4 CHANGE RETURN DATE DURING RETURN

You can change the return date of a loan when you return the item. Before processing the return, click the "Override Date" button to open the "Return Date Override" window.



You can change the return date from the current date to an earlier date. This date is then registered as the loan's return date. The "Override Date" button changes to a "clear Override" button.
Note that you have to change the return date before effecting the return itself.

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Go to next section (Offline Circulation)