Overdue items are those that have been issued and are due before the current date. When you find your overdues, you can generate a variety of reports or letters from those found records.
The general concept is:
There are multiple methods to find overdue items
Click Reports->Overdue button at the top right and choose one of the common overdue reporting options.
Or, if you have configured your Main Menu buttons to include an "Overdue" button, then click that.
Click Filter->Overdue at the top of the circulation list
Athenaeum can find “Recent overdues" and “Less recent overdues" under the circulation filter button.
“Recent overdues” are items that are overdue by no more than the value you enter here in the preferences:
“Less recent overdues” are items that are overdue by more than the value you enter here.
These options simplify the task of sending different overdue notices depending upon how overdue items are.
As with most other areas of Athenaeum, you can manually search for issues that are overdue by the criteria you specify.
This search works like other detailed searches in Athenaeum as you can perform very simple searches, create powerful compound searches using multiple criteria with boolean "OR", "AND" and "NOT".
When you have found the overdues using one of the options described above, you have a "found set"2 of overdue records.
With that found set of overdues, you might:
The various print reports and letters can be found in the Print menu and can output to paper or PDF.
When you run one of these reports or letters, the output is first previewed to screen allowing you to check the output. Press the Enter key on the keyboard to continue to the Print dialog box. When that is displayed, pressing Enter will print. Pressing Esc (escape) will cancel the print.
a pseudo letter, one page per borrower listing the borrower's issues. At the top of each page is the text retrieved from the template called "borrower_custom_header". This text does NOT substitute tokens, it is just plain text.
Headings for Print List as is, by borrower..., by location, due date can be changed.
tip 1: you can specify a default heading for some of the issue list reports in the Issues tab of Admin
tip 2: hold the shift key when starting the above listed reports to specify a heading different to the default heading
The short content of the Issue Slips (or circulation slips) is set in Admin->Issues:
The email reports will sort the list by borrower and email each borrower's listing to email 1 or 2 as chosen.
Now you have found the set of overdue circulation records you wish to process, you might choose to add a fee to them.
Do this with Circulation->Utility->Add fees to XX issues:
Confirm the amount (a flat fee or the replacement fee) and enter a fee reason at the next dialogue.
note that an issue may have multiple fees associated with it - if you so desire
If you are running the recommended configuration of hosted Athenaeum or Athenaeum with FileMaker Server, you may configure automated email notification of issues that are due, overdue or nearly due.
This is covered in more detail in the automation chapter.
You can bulk return a found set of issues using command->Return these X issues
This is a quick way to effect their return. Athenaeum will process each issue and take any action you have defined in Admin, such as levying fees.
Find any set of issues and then list the borrowers for those issues.
You can then manipulate the borrower records such as changing the status of the borrowers (e.g. setting them to a restricted borrower type), de-activating the borrowers or generating letters.
Reset the due dates for the found set of issues by choosing command->reset these issues:
You might do this to make the found set of issues NOT overdue for whatever reason you see fit or to extend the issues of the same issues without using the Extend function (which increments the number of extensions allowed for each issue). As the library administrator, you can ultimately always tell Athenaeum what you want it to do!
If your bar code scanner is not configured to press the “enter” or “return” key after a scan and doesn’t move on automatically — press the Enter key on the keyboard or click on OK. ↩↩↩↩↩↩↩↩↩↩↩↩↩↩↩↩↩↩↩↩↩↩↩↩↩↩↩↩↩↩↩
This is a plain number and the numbering system is arbitrary for your installation. So if you have a Year 11 borrower type, for example, you might set the level to just 11. Then if you have items that are only to be borrowed by levels 11 or higher, then that title will have 11 entered against it. ↩↩↩↩↩
you can configure this key to show the list of titles or the list of copies in admin ↩
you can configure this key to show borrower types instead in admin, if you wish ↩
the formulae are stored in Admin->Customisation->Calculations ↩
The borrower privilege does not define the item as “fiction”, “non-fiction”, etc. Rather it makes the statement: “when issuing this item, Athenaeum will count it as the specified type and compare it to the number of that type that the borrower is allowed” ↩
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