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Version: 3.2.X

Loans and Returns Workflow

The Circulation Desk interface is the operational hub of the library. It is designed for speed and efficiency, allowing operators to handle transactions—loans, returns, and renewals—using a barcode scanner with minimal keystrokes.

Access: Circulation > Loan

The Interface Layout​

The main transaction screen is divided into three logical areas:

  1. User Identification (Top Left): Search box to find the patron.
  2. User Information (Top Right): Displays the patron's profile, photo, and status flags.
  3. Transaction Area (Bottom): Where items are scanned and listed.

1. Issuing an Item (Check-out)​

The loan process is the most common transaction.

Step 1: Identify the User​

  • Scan: Scan the user's ID card in the search box.
  • Search: If they don't have a card, click the Search icon (magnifying glass) to find them by name.

Status Check: The system immediately validates the user against the database.

  • Green: User is clear to borrow.
  • Red Alert: Stops the transaction if:
    • Membership has expired.
    • User is suspended.
    • User has outstanding fines.
    • User has overdue items.

Step 2: Identify the Item​

Once the user is loaded, the focus automatically moves to the Item Barcode field.

  1. Scan: Scan the book's barcode (Inventory Number).
  2. Process: Press Enter or click Loan.

Step 3: Policy Validation​

In the background, ABCD consults the Loan Policy to:

  • Verify if this user type can borrow this item type.
  • Check if the user has reached their maximum item limit.
  • Calculate the due date based on the calendar.

If approved, the item appears in the list below with its new Due Date.

2. Returning an Item (Check-in)​

The return process is streamlined; you do not need to identify the user first.

  1. Select Mode: Choose Return from the transaction menu (or scan a "Return" command barcode if configured).
  2. Scan Item: Scan the book's barcode.
  3. System Action:
    • The system identifies the active loan and marks it as returned.
    • Fines: If the item is late, a popup alerts the operator with the calculated fine amount.
    • Reservations: If the item is reserved by another user, an alert triggers: "Reserved for [User Name]", instructing staff to set it aside.

3. Renewing a Loan​

Renewals extend the due date for users who need more time.

  1. Identify the User: Load the user's profile as you would for a loan.
  2. View Items: The screen lists all items currently held by the user.
  3. Select: Click the checkbox next to the item(s) to renew.
  4. Process: Click Renew.

Validation: The system checks the policy again to ensure:

  • The item has not exceeded the Maximum Renewals count.
  • The item is not reserved by another user (which usually blocks renewal).

4. Account History​

From this same interface, operators can verify the patron's standing without leaving the desk:

  • Statement: View outstanding fines or debts.
  • History: View a log of previously borrowed and returned items (if history tracking is enabled).