Alephino ® Release 5.0 Circulation/Items reports - Help

Administration

Items

Claims

Cash transactions

Requests & Provisions

Borrowers

Deletions

Select pool

Before performing a function within the Alephino Administration, please select a pool from the menu, that should be valid for the following steps. The currently selected pool is shown above the menu on the left hand side of the screen.

Show log

The log contains a summary of all performed jobs within the administration. Always the last hundred jobs are listed. On calling up this function the newest entry - i.e. the last performed job - appears at the top of the list.
The list contains the following:

- job number
- job designation
- user performing the job
- occurred errors (code number)
- date and time of job start
- date and time of job end

For viewing a detailed protocol per job memorize the job number and follow the instructions for the function Show protocol.

Show protocol

For the last 100 performed jobs within the administration one temporary protocol file per job exists. On entering the job number and clicking the button "Start" the contents of the protocol file are shown.
You can get the job number via the function Show log. The preset number always relates to the last performed job.

Create items reports

With this function you create a list of items, e.g. for the purpose of stock taking.

General items report

Parameters:

Selection (CCL):
Enter here the search query for the records to be exported. All search aspects defined for the master file "items" are valid (see GUI search); the syntax is identical with the command language of the expert search.

Status:
You have the opportunity to select items to be added to the list because of their loan status:
"Not on loan" means, that an item

• was not on loan for the number of years given, and
• it was on stock at least this number of years ago.

Filter by:
Select a filter by clicking on the arrow if you want to modify the list. Type in the filter text (=field entry) in the input field on the right site. You may use the following filter criterions: Inventory number, location, media type, item status, item process status, local sign. The filter corresponds to the fields of the same denomination from the item form in the items management module.

Sort by:
The criterium for sorting the list may be selected from from the drop-down menue that appears when clicking on the arrow .

1. Location:
   The list is sorted ascending by the location of the items.
2. Collection:
   The list is sorted ascending by the collection of the items.
3. Inventory number:
   The list is sorted ascending by the inventory number of the items.
4. Main entry:
   The list is sorted ascending by the main entry of the titles.

Header:
The header for the list can be chosen without restrictions. Enter the desired text in the input field. You may enter a maximum of 100 characters (field can be scrolled).

Output format:
Enter the desired format for the generated summaries. Two different formats are available:

• HTML-Table:
  • For displaying and printing from a browser (For that please select )
  • Export to MS-Excel using MS Internet Explorer (For that please select , then click with the right mouse button on the HTML-list which is currently displayed and choose the desired option from context menu.)
  • For processing via the Alephino Task Manager.


• XML (Raw data):
  For further processing with external programs.

Missing items report

This is a list of all those items that have been marked "vm" = missed in the field item status (see item form). With this list you can check if the marked items have reappeared or are still missing. If you decide to remove certain items from the stock mark them with the item process status "04" = will be deleted. Then you may delete all these items in a batch via the menue point of the same denomination. Find out also about the Deletions.

For a description of the individual parameters see above.

Lost items report

This is a list of all those items that have been marked "lo" = lost in the field item status (see item form). With this list you can check if the marked items have been found in the meantime. If you decide to remove certain items from the stock mark them with the item process status "04" = will be deleted. Then you may delete all these items in a batch via the menue point of the same denomination. Find out also about the Deletions.

For a description of the individual parameters see above.

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Due date notification

Using this function you determine all loans that will exceeded their return date in a certain number of days.

Parameter:

Days until due date:
Enter the number of days until due date that will be used for generating the notifications.

Filter-Type:


• exactly
  Only those loans will be taken into account that will be due in exactly x days ( where "x" is the number of days specified above).
• exactly or less than
  Those loans will be taken into account that will be due in exactly or less than x days. Loans that are already overdue will not be included.

Borrower status list:
Enter a list of borrower status values. Individual elements of the list have to be separated by commas.

Borrower status:


• include
  Notifications will be created for borrowers only if their status will meet one of the values in the list.
• exclude
  Notifications will be created for borrowers only if their status will not appear as an element in the status list.
• If he borrower status list is empty the notifications will be generated independend of the status of a borrower.

Sublibrary:
Enter a sublibrary code. Notifications will be generated only for borrowers belonging to that sublibrary.

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Create claim letters

Using this function you determine all loans that have exceeded their return date.
The following actions are triggered:

• The claim counter is stepped up for the related loans (viewable in the user information, button "Expand").
• A fine is raised for each related loan, if defined in the parameters (viewable in the cash information of the borrower).
• Files containing the overdue letters are created.

The current day is the default date of the claims; if necessary, overwrite this date. The final message "Job performed" confirms the successful conclusion of the function. Afterwards you can view the log file.
It lists the following:

• Claims date
• Number of media per claim level
• Number of created claims
• Amount of claim fines
• Amount of postal charges

Whenever you run this function, two files are created in the directory ../print on the Alephino server. One contains claims letters for postal delivery, the other one for delivery by email:

reminder.<job nr.>L	Claim file for postal delivery
reminder.<job nr.>M	Claim file for emails

Both files are situated in the file list, that you can call up via the Alephino job manager. Here you can view the file name, the date and the time of the job. You may rename or print the files, or send them by email. You also can transfer the files from the server to your local computer in order to edit them there.
You do not have to delete the files before running the overdue function once more, because then another job number will be assigned.

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Create claim report

The claim report shows you a list of all expired items in the system. That means a list of all loans that have expired the due date and will be claimed in future or have already been claimed in the past.

Parameter:

Overdue period:
Type in the minimum number of days for the expiration of the due date. Example: "1" means that all media will be shown in the list, that have expired the due date for one or more days.

Requested:
Tick this checkbox to limit the list of items to those that have at least one valid hold request assigned to bibliographic- or item record.

Filter by:
Select a filter by clicking on the arrow if you want to modify the list. Type in the filter text (=field entry) in the input field on the right site. You may use the following filter criterions:

1. No. claims:
   List only media with a specific claim level
   Example: Filter=No. claims Text=2
   
2. Item status:
   The filter means the field in the item record, which groups the records by specific circulation-relevate parameters (e.g. periods for loans, permissions, limits, claim levels).
   Example: Filter=Item Status, Text=00
   List of all expired loans of items with item status 00 (monographs).
3. Borrower status:
   The filter means the field in the user permissions which is responsible for permissions, periods, claim levels etc.
   Example: Filter=borrower status, Text=03
   List of all expired loans of items loaned by borrowers from status "03" (e.g. students).
4. Borrower barcode:
   List of all expired loans for a specific borrower.
   Example: Filter=borrower barcode, Text=960000001

Sort by:
Select your sort option for the list by clicking on the arrow.

1. Due date:
   The report will be sorted ascending by the original due date for the item.
2. Location:
   The report will be sorted ascending by the location of the items.
3. Borrower barcode:
   The report will be sorted ascending by the borrower barcode.
4. Borrower name: The report will be sorted ascending by the name of the borrower.
5. No. claims:
   The list will be sorted ascending by the no. of claims.

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Create notification letters about legal action

This function is to create letters to inform the borrower that the last claim level has been reached and the library will address him by legal means.


Parameter

1. claim date:
   The system will consider only such loans that have been claimed last time at given date and later. This is useful to avoid creating multiple letters.
2. sub-library:
   The system will only take loans belonging to given sub-library.
3. borrower status:
   This is to limit notification letters to given borrower status.

The actual date has been preset for "claim date" - you may overwrite this. The final "OK" indicates that the procedure has been finished successfully. Please take a look at the protocol entry. The protocol contains:

• The given claim date, sub-library and borrower status
• The number of claims that were found
• The number of letters that have been created
• The sum of postage fees for notification letters

The result of this procedure can be found in file:

appeal.<job nr.>

situated in sublist ../print of the Alephino server. Using the Alephino 'Task Manager' - which is included in each Alephino GUI-client - you can view and also print the letters.


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Calculate block dates

This function will create temporary blockings of borrower accounts depending on the presence of loans overdue. This procedure can be used alternatively to the "claim letters" method.


Parameter

1. Date:
   In order to detect overdue loans the given date, normally the current date, will be used.
2. Sub-library:
   The system will only take loans belonging to given sub-library.

Depending on parameter Blockdate in system configuration file etc/alephino.cfg, Subsection (Circulation) the following modes are available:

• SUM = Block period is the sum of all days overdue.
• OVERLAP = Block period is the longest overdue period.
• FIX:nn = Block period is a fixed number (nn) of days.

The final "OK" indicates that the procedure has been finished successfully. Please take a look at the protocol entry. The protocol contains:

• The given date and sub-library
• The number of borrower accounts that were checked
• The number of borrower accounts that have been temporarily blocked

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Create fee report

The fee report provides an overview over all fee transactions that have been raised in a defined period. The report contains the following information:

1. Date when fee was raised,
2. User whose account was encumbered,
3. Type of the fee (e.g. reading fee, postage replacement),
4. Status of the cash transaction (open, paid, waived).

Parameters:

Fee date from / to:
Enter here the period where the fees were raised. The fields are mandatory fields.

Filter by:
Select a filter by clicking on the arrow if you want to modify the list. Type in the filter text (=field entry) in the input field on the right site. You may use the following filter criterions:

1. Fee type:
   Only fees of a particular type are listed. Select this type from a drop-down menu that appears when clicking on the arrow.
2. Cash transaction status:
   This filter refers to status of the fee. Select the status "open", "paid" or "waived" from the drop-down menu that appears when clicking on the arrow.

Sort by:
The criterium for sorting the list may be selected from from the drop-down menue that appears when clicking on the arrow.

Output format:
Enter the desired format for the generated summaries. Two different formats are available:

• HTML-Table:
  • For displaying and printing from a browser (For that please select )
  • Export to MS-Excel using MS Internet Explorer (For that please select , then click with the right mouse button on the HTML-list which is currently displayed and choose the desired option from context menu.)
  • For processing via the Alephino Task Manager.


• XML (Raw data):
  For further processing with external programs.

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Create payment report

The payment report provides an ovrview over all cash transactions that have been paid in a defined period. The report contains the following information:

1. Date the fee was raised
2. User whom the fee was assigned to,
3. Type of the fee (e.g. reading fee, postage replacement),
4. Amount paid,
5. Payment date.

Parameters:

Payment from / to:
Enter here the period where the fees were raised. The fields are mandatory fields.

Filter by:
Use a filter if you want to modify the list. The filter criteria is the type of the fee: only fees of a certain type are listed. Select this type from the drop-down menue that appears when clicking on the arrow.

Sort by:
The criterium for sorting the list may be selected from from the drop-down menue that appears when clicking on the arrow .

Output format:
Enter the desired format for the generated summaries. Two different formats are available:

• HTML-Table:
  • For displaying and printing from a browser (For that please select )
  • Export to MS-Excel using MS Internet Explorer (For that please select , then click with the right mouse button on the HTML-list which is currently displayed and choose the desired option from context menu.)
  • For processing via the Alephino Task Manager.


• XML (Raw data):
  For further processing with external programs.

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Delete cash records

This function enables to delete the hold records, that have the status "paid" or "waived", consequently removing them from the the cash transactions records of the borrowers (e.g. if the user records are to be deleted).

You may use the number of days since the payment / remission as a criterion.

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Create requests report

This function provides a list of current and expired hold requests. You may view and/or print them.

Parameters:

Select the desired combination using the pull-down menues in the upper row. Possible combinations are:

• List of current requests
• List of current holds
• List of expired requests
• List of expired holds

Output format:
Enter the desired format of the summaries. Two different formats are available:

• HTML-Table:
  • For displaying and printing from a browser (For that please select )
  • Export to MS-Excel using MS Internet Explorer (For that please select , then click with the right mouse button on the HTML-list which is currently displayed and choose the desired option from context menu.)
  • For processing via the Alephino Task Manager.


• XML (Raw data):
  For further processing with external programs.



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Delete expired requests

This function deletes the hold records with the statusses "requested" or "requests-provided", when they are expired.

Before deleting the records it is reasonable to view the list of expired hold requests via the function "List of hold requests". When deleting 'requests-provided' and if subsequent hold requests are present, letters and emails and also receipts will be created automatically.
This documents are stored in file:

reserved.[job nr.] in server directory ../print

Using the Alephino 'Job-manager' they can be printed out and / or sent by email.

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Recalls

This function enables to create recall letters. These letters will be send to the borrowers of items, which has been recalled by the library staff. Recalls are defined by filling the field "Recall Type" in the hold requests form (it works with selected items requests only).

Whenever you run this function, two files are created in the directory ../print on the Alephino server. One contains recall letters for postal delivery, the other one for delivery by email:

recall.[job nr.]L	Recall file for postal delivery
recall.[job nr.]M	Recall file for emails

Both files are situated in the file list, that you can call up via the Alephino job manager. Here you can view the file name, the date and the time of the job. You may rename or print the files, or send them by email. You also can transfer the files from the server to your local computer in order to edit them there.
You do not have to delete the files before running the overdue function once more, because then another job number will be assigned.

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Create borrower report

This function creates a list of the borrowers that are registered in your library.

Parameters:

Filter can be used to narrow down the list by certain criteria.
As filter criteria you have:
Borrower status, language, deliquincy (code), delinquincy (text) and the sublibrary affiliation of the borrower. These criteria correspond to the fields of the same denomination in the user registration.

If you allow the borrowers to make address modifications via the Web-OPAC by themselves - there is a simple way to select those cases by retrieving the backup copy which has been created automatically.
For that - just tick the checkbox "Outstanding approval of address modifications".
After approval of the actual address delete the backup copy in order to allow further address modifications.

Sort by:
The criterium for sorting the list may be selected from from the drop-down menue that appears when clicking on the arrow .

Output format:
Enter the desired format for the generated summaries. Two different formats are available:

• HTML-Table:
  • For displaying and printing from a browser (For that please select )
  • Export to MS-Excel using MS Internet Explorer (For that please select , then click with the right mouse button on the HTML-list which is currently displayed and choose the desired option from context menu.)
  • For processing via the Alephino Task Manager.


• XML (Raw data):
  For further processing with external programs.

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Delete item records

When running this function all items that have the item process status "04= will be deleted" incl. loan records and hold request records will be deleted!

Items with an active loan are preserved.

Before you start the deletion batch, you should by all means backup your data stack via the menue point "Saving/Save database" and afterwards "Release backup". Read also the Online help to save database.

Parameters

Mode of operation:
Choose here the type of batch deletion that you want to run:

• Direct = the records are deleted immediately.
• Test run = a list of records that would be deleted is created. As default, the list is saved under ../data/purgelist and can also be edited there and e.g. be used for a later batch deletion "From list". If you would like a different path or name, simply enter it as "List file".
• From list = only the records specified in the list file are deleted. The file must contain the identification numbers of the records which should be deleted. The path and name of the file must then be entered as "List file".

List file:
Specify here the path and name of the file that contains the list with the identification numbers of the records which should be deleted. If you leave the field empty, the path ../data/purgelist is used as default.

Detailed messages:
Activate this checkbox if you want a verbose protocol of the batch deletion.

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Delete borrower records

When running this function all borrowers whose borrower ID cards have expired or whose last activity date has passed since the specified period will be delete d including their local information and addresses!

Please enter the period in days that must have passed since the last borrower activity. If you leave the field empty, a default value of 1 year is used, i.h. that all borrowers whose last activity date is longer than a year ago will be deleted, even if their borrower ID cards are still valid!

To ensure that only borrowers whose borrower ID cards have expired are deleted, please enter e.g. 10000 days.

Borrowers with an active loan, hold requests or open fees are preserved.

Before you start the deletion batch, you should by all means backup your data stack via the menue point "Saving/Save database" and afterwards "Release backup". Read also the Online help to save database.

Parameters

Number of days since last activity:
Enter here the period in days that must have passed since the last borrower activity (see also explanations above).

Mode of operation:
Choose here the type of batch deletion that you want to run:

• Direct = the records are deleted immediately.
• Test run = a list of records that would be deleted is created. As default, the list is saved under ../data/purgelist and can also be edited there and e.g. be used for a later batch deletion "From list". If you would like a different path or name, simply enter it as "List file".
• From list = only the records specified in the list file are deleted. The file must contain the identification numbers of the records which should be deleted. The path and name of the file must then be entered as "List file".

List file:
Specify here the path and name of the file that contains the list with the identification numbers of the records which should be deleted. If you leave the field empty, the path ../data/purgelist is used as default.

Detailed messages:
Activate this checkbox if you want a verbose protocol of the batch deletion.