To issue items to borrowers, you must log in with either an “issue” account or a “library” admin account.

The issue process is a nested loop.

issue process
issue process

Standard Issue

You are first prompted for the borrower.

If the borrower is authorised, you are prompted for the item to issue.

If the item is authorised for issue, the issue record is created and you are then prompted for the next item. Rinse and repeat.

If there are no more items, simply press the enter key without entering an item bar code and you are prompted for the next borrower. And so it goes.

Specifying the borrower

There are a few ways to specify the borrower in the issue process:

asking for the borrower
asking for the borrower

At this screen, you may:

  • type or scan the bar code for the borrower if you know it
  • type the first few letters of the borrower’s family or given names - if the letters only match on one borrower, Athenaeum assumes that borrower and will start the issue to that borrower, otherwise it brings up the search screen.
  • type a question mark to search for a borrower
  • enter “Go” (without the quotation marks) to switch to “Go Mode” (you will need your “options” password)
  • enter # to then specify a fixed number of days that you may issue (you will need your “options” password)

Searching on the fly

issue borrower search
issue borrower search

Entering the first few letters of a borrower’s name will show matching borrowers, both by family name (left) and first name (right).

Note that the column headings will sort the found borrowers by the column heading you click.

Click on the borrower to whom you wish to issue to continue the process.

By default, inactive borrowers are excluded from the search.

issue borrower search with inactive borrowers
issue borrower search with inactive borrowers

Clicking the “show inactive” button will include inactive borrowers with their names shown in red.

Specifying the item

If the borrower is authorised, their details are shown, along with their photo, if stored and you are prompted for the bar code of the item.

At this screen, you may:

  • scan the bar code of the item
  • type a question mark and search for the item

When searching for an item during the issue process, you can sort the found results by title or author. Items that are marked “not for issue” have a strike through their details (you can still attempt to issue these by overriding). Items that are currently issued will show with the due date in red text on a yellow background.

If the item is authorised for issue to this borrower1, then it is processed and you are prompted for the next item.

Issue detail
Issue detail

The issue screen shows the borrower’s issues, any reserves that borrower may have; the book cover of the last item - if there is one stored; and the list of previous transactions at the bottom.

###Issuing from borrower screen

At the borrower list and borrower detail screen, if a borrower is authorised, you can commence the issue process directly for the selected borrower by clicking the issue button on the right side:

You will next be prompted for the items to issue to the borrower.

note that deactivated borrowers (bar codes 110 and 112 in red pictured above) do not have an issue button next to their entry

Issuing from Catalogue

Click the gear widget to the right of the copy detail on the Title detail screen and click the Issue button.

Athenaeum will prompt you for the borrower and then process the issue.

Issuing from the Copies list

If viewing the list of copies, click the process menu to the right of the copy and then choose issue.

Athenaeum will prompt you for the borrower and then process the issue.

Extending Issues

To extend an issue, either

  • start the Extend process and scan the item or
  • find the item in circulation and click the Extend this Item button

The new due date is the current date plus the calculated issue duration while considering the system “latest date”, the borrower privilege “latest date” or the borrower “latest date”.

If the title is reserved and there are insufficient copies available to cover the reserves, then the extension will not be allowed.

If there is a limit on the number of extensions for the borrower type, then that is checked before allowing the extension.


When issues are declined, a dialog pops up showing the reasons and prompts you to enter an override password:

issue declined
issue declined

The background goes red to assist attracting your attention.

If you enter your “options password” and click Override, then Athenaeum will check the password and then allow or deny the issue.

You can click the override button, enter the options password and then re-issue.

Go mode

Go mode is a mode of issue where Athenaeum ignores privileges and will simply issue as instructed.

Invoke it by entering Go when prompted for the borrower bar code, entering the options password and then Athenaeum will simply issue unconditionally.

You know you are in “Go” mode when you see “fast issue mode” at the top of the issue screen.

Returning Items

To return, simply start the return process and scan the items. The transaction history is updated, book covers displayed, if available and other actions such as Overdue Fees, reserve notifications processed.

Returning is covered in detail in the returning chapter.

Athenaeum will also return an item if it is re-issued to another borrower without first being returned properly.

Reading List issues

Some libraries like to record the fact that items in the library are “read”, but not necessarily issued. This is achieved by having library patrons return items they have casually read in the library to a “finished reading box” (or some other suitable receptical) rather than putting the items back on the shelf. Then, when convenient, the items are scanned and “marked as read”.

You can do this in Athenaeum in the following suggested way:

  • from the catalogue listing, choose Find->Find Bar Codes
  • scan the bar codes from your “reading box” and then click “count”
  • “count” will check the bar codes and show a quick summary of how many were found in the copies list or in the archive
  • click “Search in Copies” to list the items and make them the “found set”

  • now choose “command->Add nn copies to reading history” (where nn is the number of copies in the found set)

The copies are added to the issue history assigned to the borrower “reading”.

note: Reading entries in the history are included in reports and statistics. 
You may find reading entries by searching for "reading" in the history list. 
Exclude "reading" entries by choosing Filter->omit "reading" records from found set.

  1. Authorisation can change at any stage during the issue process and is constantly recalculated.  ↩