1 .. include:: images.rst
6 Circulation functions can be accessed in several different ways. On the
7 main page of the staff client there are some quick links in the center
8 of the page to check items out, in or transfer them. For a complete
9 listing of Circulation functions you can visit the Circulation page
10 which is linked from the top left of every page or from the center of
13 Before circulating your collection you will want to set your :ref:`Global
14 System Preferences <global-system-preferences-label>`, :ref:`Basic
15 Parameters <basic-parameters-label>` and :ref:`Patrons & Circulation
16 Rules <patrons-&-circulation-label>`.
18 While in Circulation you can jump between the tabs on the quick search
19 box at the top of the screen by using the following hot keys:
21 - jump to the catalog search with Alt+Q
23 - jump to the checkout with Alt+U
25 - this will not work for Mac users
27 - jump to the checkin with Alt+R
31 Mac users use the OPTION button in place of ALT
33 .. _check-out-(issuing)-label:
36 --------------------------------------
38 To begin the checkout process you must enter the patron barcode or part
39 of their name. The checkout option appears in three main places:
41 - Check out option on the top of the main staff client
43 Check out box on main Koha Staff Client page
46 - Check out option on the patron record
48 Check out tab on a patron record
51 - If you have enabled :ref:`batch checkouts <batch-checkout-label>` then
52 click the batch check out option on the patron recordBatch checkout
54 - Check out option on the quick search bar on the circulation page
56 Check out tab on quick search bar
59 .. _checking-items-out-label:
62 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
64 To check an item out to a patron, first search for that patron using one
65 of the many options listed above. You will then be presented with the
71 If you have chosen to 'Always show checkouts immediately' then you will
72 see the list of checkouts below the check out box.
77 At the top of the Check Out screen is a box for you to type or scan the
82 Many modern barcode scanners will send a 'return' to the browser,
83 making it so that the 'Check Out' button is automatically clicked
85 - If the barcode is not found you will be prompted to use fast
86 cataloging to add the item. Learn more about :ref:`fast
87 cataloging <fast-add-cataloging-label>` later in this manual.
90 :ref:`itemBarcodeFallbackSearch` set to
91 'Enable' then you can enter a keyword search in this box instead of
92 just a barcode (this will make it possible to check out using title
95 To see more checkout options click the 'Checkout settings' link to
96 expand the checkout area.Checkout settings
98 Below the box for the barcode there may be options for you to override
99 the default due date for the item.
101 - This option will only appear if you have set the
102 :ref:`SpecifyDueDate` system preference to allow staff
103 to override the due date
105 Below the box for the barcode you will see a checkbox for 'Automatic
106 renewal'. This will allow this item to automatically renew if the
107 :ref:`appropriate cron job <automatic-renewal-label>` is running and there are no
110 Next is an option to no decrease the loan length based on holds. This
111 overrides the :ref:`decreaseLoanHighHolds <decreaseloanhighholds,-decreaseloanhighholdsduration,-decreaseloanhighholdsvalue,-decreaseloanhighholdscontrol,-and-decreaseloanhighholdsignorestatuses-label>`
114 If you're allowing the :ref:`checkout of items on site <onsitecheckouts-label>`
115 to patrons (these are usually items that are not for loan that you would
116 like to check for in library use) then you will see the 'On-site
117 checkout' checkbox after clicking the 'Checkout settings' link to expand
118 your circulation options.On-site checkout
120 At the bottom of the page there is a summary of the patron's current
121 checked out items along with the due date (and time if the item is an
122 hourly loan), items checked out today will appear at the top.
126 Items that are hourly loan items will include the time with the due
129 Patron's checkout summary
132 If you checked out an item for on site use you will see that highlighted
133 in red in the checkout summary.
135 Patron's on-site checkout
138 If you have set your `ExportWithCsvProfile <#ExportWithCsvProfile>`__
139 preference, you will also see the option to export the patron's current
140 checkout information using a CSV Profile or ISO2709 (MARC21) format.
142 Export patron's checkout information
145 Also at the bottom of the page is the list of items the patron has on
148 Holds summary on check out screen
151 From the holds list you can suspend or resume patrons holds using the
152 options at the bottom of the list if you have the
153 :ref:`SuspendHoldsIntranet` preference set to
159 :ref:`AutoResumeSuspendedHolds` preference
160 set to "Don't allow" then you will not have the option to put an end
161 date on the hold suspension
163 If there are notes on the patron record these will appear to the right
166 Patron notes on check out screen
169 If the patron has a hold waiting at the library that too will appear to
170 the right of the check out box making it easy for the circulation
171 librarian to see that there is another item to give the patron
173 Hold waiting message on check out screen
176 The details of the checkouts will appear on the bib detail page in the
177 staff client as well.
179 Circulation information on holdings tab
182 .. _printing-receipts-label:
185 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
187 Once you have checked out all of the items for the patron you can print
188 them a receipt by choosing one of two methods.
190 If you have the :ref:`CircAutoPrintQuickSlip`
191 preference set to 'open a print quick slip window' you can simply hit
192 enter on your keyboard or scan a blank piece of paper with your barcode
193 scanner. The idea being that you're "checking out" a blank barcode which
194 triggers Koha to print the 'Quick slip.'
196 You can also click the Print button at the top of the screen and choose
197 'Print slip' or 'Print quick slip'.
199 Print receipt to slip printer
202 If you choose 'Print slip' it will print all of the items the patron has
203 checked out, including those they checked out at an earlier date.
204 Choosing 'Print quick slip' will print only the items that were checked
207 'Print summary' will generate a full page summary for the patron's
208 circulation information and 'Print overdues' will print out a slip that
209 lists all items that are overdue.
211 What prints on the slips can be customized by altering the slip
212 templates under the :ref:`Notices & Slips` tool.
214 .. _clear-patron-information-label:
216 Clear Patron Information
217 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
219 When you're done checking an item out if you have the
220 :ref:`DisplayClearScreenButton` preference set
221 to 'Show' you can clear the current patron by clicking the X in the top
222 right of the patron's info to remove the current patron from the screen
228 If you have the :ref:`CircAutoPrintQuickSlip`
229 preference set to 'clear the screen' then you simply need to hit enter
230 or scan a blank barcode and the screen will be cleared of the current
233 .. _batch-checkouts-label:
236 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
238 If you would like to perform a batch check out you can do so by turning
239 on the :ref:`BatchCheckouts` system preference and
240 assigning the proper patron categories via the
241 :ref:`BatchCheckoutsValidCategories`
242 preference. This will allow you to use an RFID pad that reads multiple
243 barcodes or perform a batch check out for training internal use.Batch
246 From this screen you can scan several barcodes or load a file of
247 barcodes. If those items cannot be checked out they will provide a
248 warning on the following screen
250 Batch checkout warnings
253 If you are using a statistical patron type then you'll see that local
254 use was recorded for each item you scanned.
259 .. _check-out-messages-label:
262 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
264 If you check out an item that has multiple pieces and you have cataloged
265 that information in subfield 3 of the item record (in MARC21) a message
266 will pop up when you check out that item telling you how many pieces
269 Materials in the checked out item
272 There are times when Koha will prevent the librarian from being able to
273 check out items to a patron. When this happens a warning will appear
274 notifying the librarian of why the patron cannot check items out.
276 - Patron owes too much in fines
278 Patron owes too much in fines
281 - You can set the amount at which patron checkouts are blocked with
282 the :ref:`noissuescharge` system preference
284 - Patron has a restriction on their account
286 Patron account restricted
289 - This can be set by the librarian editing a patron record and
290 adding a `restriction <#patronflags>`__ or by the :ref:`Overdue/Notice
291 Status Triggers <overdue-notice/status-triggers-label>`
293 - If the staff member has the right permission they can override the
294 restriction temporarily
296 Patron account restricted
299 - Patron needs to confirm their address
301 Patron's address warning
304 - This can be set by the librarian editing a patron record and
305 adding a `flag <#patronflags>`__
307 - Patrons has lost their library card
309 Lost patron card warning
312 - This can be set by the librarian editing a patron record and
313 adding a `flag <#patronflags>`__
315 .. _check-out-warnings-label:
318 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
320 Sometimes checkouts will trigger warning messages that will appear in a
321 yellow box above the check out field. These warnings need to be
322 acknowledged before you will be able to continue checking items out.
324 - Patron has outstanding fines
329 - Item on hold for someone else
331 Item is on hold for someone else
334 - Item should be on the hold shelf waiting for someone else
336 Item is on hold shelf waiting for someone else
339 - Item already checked out to this patron
341 Item is currently checked out to this patron
344 - Item checked out to another patron
346 Item checked out to another patron
349 - This warning will allow you to place a hold on the item for the
350 patron you're trying to check it out to.
354 Item is not normally for loan
357 - Patron has too many things checked out and
358 :ref:`AllowTooManyOverride` is set to 'Allow'
363 - Patron has too many things checked out and
364 :ref:`AllowTooManyOverride` is set to "Don't
370 - Item cannot be renewed
375 - This can be overridden with the
376 :ref:`AllowRenewalLimitOverride` system
384 - Learn more about :ref:`fast cataloging <fast-add-cataloging-label>` later in this
387 - Item being checked out is marked as 'lost'
389 - Depending on the value in your :ref:`IssueLostItem`
390 preference, you may just see a warning
392 Warning that item is lost
395 or a confirmation box
397 Confirm checkout of lost item
400 - Item being checked out is not recommended for a patron of this age
405 - Item being checked out meets the
406 :ref:`decreaseLoanHighHolds <decreaseloanhighholds,-decreaseloanhighholdsduration,-decreaseloanhighholdsvalue,-decreaseloanhighholdscontrol,-and-decreaseloanhighholdsignorestatuses-label>` system preference
415 -------------------------
417 Checked out items can be renewed (checked out for another period of
418 time) based on your :ref:`circulation rules <circulation-and-fine-rules-label>` and :ref:`renewal
419 preferences <renewalperiodbase-label>`.
421 If :ref:`you allow it <opacrenewalallowed-label>`, patrons can renew their own
422 items via the OPAC, but sometimes you'll need to help them by renewing
423 their items via the staff client.
425 To renew items checked out to a patron, you can do one of two things.
427 The first is to visit their details page or checkout page and review
428 their checkout summary at the bottom.
433 In the Renew column you will see how many times each item has been
434 renewed and a checkbox to renew the item for the patron. Check the boxed
435 of the items you would like to renew and click the 'Renew or Return
436 checked items' button, or to renew all items checked out to the patron
437 simply click the 'Renew all' button.
442 Sometimes renewals will be blocked based on your circulation rules, to
443 override this block you must have your
444 :ref:`AllowRenewalLimitOverride` preference
445 set to 'Allow'. If you allow renewal limit overrides, you will see a
446 checkbox at the bottom left of the circulation summary. Check that box
447 and then choose the items you would like to renew.
449 Override renewal limit
452 Checking that box will add checkboxes in the renew column above where
453 before the item was not renewable.
455 The second option is to visit the 'Renew' page found under the
461 And scan the barcodes of the items you would like to renew.
466 If the item is renewed you will receive a confirmation message.
471 If the barcode is not found you will be presented with an error.
476 If the item is not actually checked out you will also receive an error.
481 .. _check-in-(returning)-label:
484 --------------------------------------
486 Checking in items can be performed from various different locations
488 - The check in box on the top of the main staff client
490 Check out box on main Koha Staff Client page
493 - The check in option on the quick search bar on the Circulation page
495 Check in tab on quick search bar
498 - The check in link on the patron's checkout summary (and on the
499 checkout summary page)
501 Patron checkout summary includes 'Check In' link
504 - The Check in page under the Circulation menu
506 Check in link on Circulation Module
509 .. _checking-items-in-label:
512 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
514 To check an item in scan the barcode for the item into the box provided.
515 A summary of all items checked in will appear below the checkin box
520 If you are checking items in that were put in the book drop while the
521 library was closed you can check the 'Book drop mode' box before
522 scanning items. This will effectively roll back the returned date to the
523 last date the library was open.
525 - This requires that you have your closings added to the :ref:`Holidays &
526 Calendar Tool <calendar-label>`
528 You can also choose to forgive all overdue charges for items you are
529 checking in by checking the 'Forgive overdue charges' box before
532 If you have the :ref:`SpecifyReturnDate` preference
533 set to 'Allow' you will be able to arbitrarily set the return date from
534 below the check in box.Specify check in date
536 .. _check-in-messages-label:
539 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
541 There are several messages that can appear when checking items in:
543 - If you are checking an item in at a library other than the home
544 branch, a message will appear asking you to transfer the book to the
547 Check in Transfer Message
550 - After this item is checked in the status of the item will be
551 changed in the catalog to 'in transit'
556 - To mark an item as back at the home branch, check the item in at
559 Check In Transferred Item
562 - A message will appear tell you that the item is not checked
563 out, but the status will now say available in the catalog. This
564 step is necessary to mark items as received by the home branch.
566 - If you are checking in an item that should have multiple parts or
567 pieces a message will appear warning you about the number of pieces
568 you should have in your hand
573 - If you're checking an item in that has a hold on it, you will be
574 prompted to confirm the hold
576 Hold Found Check In Message
579 - Clicking the Confirm hold button will mark the item as waiting for
580 pickup from the library
582 Hold waiting at the library
585 - Clicking the Print Slip and Confirm button will mark the item as
586 waiting for pickup at the library and present the library with a
587 receipt to print and place on the book with the patron's
590 - Ignoring the hold will leave the item on hold, but leave its
591 status as Available (it will not cancel the hold)
593 - If you're checking in an item that has a hold on it at another branch
594 you will be prompted to confirm and transfer the item
596 Hold found for another branch
599 - Clicking the Confirm hold and Transfer button will mark the item
600 as in transit to the library where the hold was placed
602 In transit hold status
605 - Clicking the Print Slip, Transfer and Confirm button will mark the
606 item as in transit to the library where the hold was placed and
607 present the library with a receipt to print and place on the book
608 with the patron's information
610 - Ignoring the hold will leave the item on hold, but leave its
611 status as Available (it will not cancel the hold)
613 - If you have the system showing you fines at the time of checkin
614 (:ref:`FineNotifyAtCheckin`) you will see a
615 message telling you about the fine and providing you a link to the
616 payment page for that patron
621 .. _circulation-messages-label:
624 ----------------------------------------
626 Circulation messages are short messages that librarians can leave for
627 their patrons or their colleagues that will appear at the time of
630 .. _setting-up-messages-label:
633 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
635 Circulation messages are set up as :ref:`Authorized
636 Values <authorized-values-label>`. To add or edit Circulation Messages you
637 want to work with the `BOR\_NOTES <#bornotes>`__ value.
639 BOR\_NOTES Authorized Values
642 The 'Description' field can hold a canned message that you would like to
643 appear on the patron's record.
647 The 'Description' field is limited to 80 characters, but the patron
648 message field can hold more than that. Enter 80 characters in the
649 'Description' field and then type the rest on the patron record.
651 .. _adding-a-message-label:
654 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
656 When on the patron's check out tab you will see a link to 'Add a new
657 message' to the right of the check out box and a button at the top to
660 Circulation Message in Staff Client
663 When you click either of these options you will be asked to choose if
664 the message is for the librarians or the patron and the message you
667 Leave a Circulation Message
672 A message for the patron will also show to the library staff.
674 .. _viewing-messages-label:
677 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
679 Circulation messages meant for the staff and/or the patron will appear
680 on the patron's checkout screen to the right of the checkout box.
681 Messages in bold and red are meant for the library staff only, whereas
682 messages in regular italics font are meant for the patron and the
685 Circulation Message in Staff Client
688 Circulation messages meant for the patron will also appear when they log
691 Circulation Message in OPAC
699 Koha allows patrons to put things on hold. A 'Hold' is a way to reserve
700 an item. Depending on your :ref:`circulation and fine
701 rules <circulation-and-fine-rules-label>` and :ref:`hold preference <holds-policy-label>`
702 settings patrons will be able to place items on hold for pickup at the
703 library at a later date/time.
705 .. _placing-holds-in-staff-client-label:
707 Placing Holds in Staff Client
708 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
710 There are several ways to place holds from the staff client. The most
711 obvious is using the 'Place Hold' button at the top of any bibliographic
714 Place Hold Button on Bib Record
717 You can also click the smaller 'Place Hold' link found at the top of
718 your catalog search results, or the 'Holds' link found below each
721 Hold options on search results
724 You will be asked to search for a patron by barcode or any part of their
725 name to start the hold process.
730 If you'd like to search for the patron first and then the bib record for
731 the hold, you can open the patron record and click on the 'Search to
732 Hold' button at the top of the patron record.
734 Search to Hold on Patron Record
737 After clicking the button you will be brought to the catalog search page
738 where you can find the book(s) you want to place a hold on. Under each
739 title on the results you'll see an option to 'Hold for Patron Name.'
741 Hold for Patron links on Search Results
744 If you want to place a hold on multiple items, simply check the boxes to
745 the left of them and click the arrow to the right of the 'Place Hold'
748 Hold Multiple Items for Patron
751 Depending on how many items you choose to place a hold on at once you
752 will see a different place hold form. If you are placing a hold on one
753 bibliographic record you will see a list of all of the items you can
759 - Enter any notes that might apply to this hold
761 - Choose the library where the patron will pick up the item
764 :ref:`AllowHoldItemTypeSelection`
765 preference set to 'Allow' and the record had more than one item type
766 attached you will see an option to choose to limit the hold to a
767 specific item typeAllowHoldItemTypeSelection
769 - If the patron wants the hold to start on a date other than today,
770 enter that in the 'Hold starts on date' field
772 - This option will only appear if the
773 :ref:`AllowHoldDateInFuture` system
774 preference is set to 'Allow'
776 - If the patron has specified that they don't want the item after a
777 certain date, or if you have limits on hold lengths, you can enter an
778 expiration date for the hold in the 'Hold expires on date'
780 - To have expired holds cancelled automatically you will need to have
781 the :ref:`Expired Holds` cron job set to run on a
784 - Next choose if you want to place a hold on the next available item or
785 a specific item by clicking the radio button next to an individual
788 If you're placing a hold on multiple items you will be presented with
789 the next available option for all titles. If no items are available for
790 hold it will say so on the confirmation screen.
792 Place multiple items on hold
795 Once your hold is placed, if you'd like to have Koha forget that you
796 used the 'Search to Hold' function, you can choose to have Koha 'forget'
797 the patron's name by clicking the arrow to the right of the 'Place Hold'
798 button on the search results and choosing the 'Forget' option.
800 Forget Search to Hold Option
803 .. _managing-holds-label:
806 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
808 Holds can be altered and cancelled from the Holds tab found on the left
809 of the bibliographic record.
811 Bibliographic Record Tabs
814 From the list of holds you can change the order of the holds, the pickup
815 location, suspend and/or cancel the hold.
823 :ref:`AutoResumeSuspendedHolds` preference
824 set to "Don't allow" then you will not have the option to put an end
825 date on the hold suspension
829 Depending on how you have your :ref:`HidePatronName`
830 system preference set the list may show card numbers instead of
831 names in the Patron column like in the image above.
833 To rearrange or delete holds, simply make a selection from the
834 'Priority' pull down or click the arrows to the right of the priority
840 If you use the priority pull down to rearrange or delete holds you will
841 need to click the 'Update hold(s)' button to save your changes.
843 Clicking the down arrow to the right of the hold will stick the hold at
844 the bottom of the list even if more requests are made.
846 For example, your library has home-bound patrons that are allowed to
847 keep books out for months at a time. It would not be fair to other
848 patrons if a home-bound patron were able to check out a brand new book
849 and keep it for months. For this reason, the home-bound patron's hold
850 request would stay at the bottom of the queue until everyone else who
851 wanted to read that book has already done so.
853 Lowest Priority & Delete Options for Holds
856 If a patron asks to have their hold suspended and you have the
857 :ref:`SuspendHoldsIntranet` system preference set
858 to 'allow' you can do so by clicking the Suspend button to far right. If
859 the patron gives you a date for the items to become unsuspended you can
860 enter that in the date box and click the 'Update hold(s)' button to save
863 Hold suspension column
866 To delete or cancel a hold click the red 'X' to the right of the hold
867 line. To delete/cancel a bunch of holds you can choose 'del' from pull
868 down to the left of each line and then click 'Update hold(s)' at the
874 .. _receiving-holds-label:
877 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
879 When items that are on hold are :ref:`checked in <check-in-(returning)-label>` or
880 :ref:`out <check-out-(issuing)-label>` the system will remind the circulation librarian
881 that the item is on hold and offer them options for managing the hold.
883 When you check in an item that has a hold on it the system will ask you
884 to either confirm and transfer the item
886 Confirm Hold & Transfer
889 or just confirm the hold
894 Clicking the Confirm button will mark the item as on hold for the
895 patron. If the item needs to be transferred the item will also be marked
896 as in transit to the proper branch. Clicking 'Ignore' will retain the
897 hold, but allow you to check the item out to another patron. Choosing to
898 confirm and print will present you with a printable page that you can
899 slip inside the book with the necessary hold and/or transfer
902 Once confirmed the hold will show on the patron record and on the
903 checkout screen under the 'Hold' tab.
905 Hold on Patron Record
908 From here if the patron would like you suspend their holds you can do so
909 one by one or in bulk.
911 The item record will also show that the item is on hold.
916 In some cases a patron may come in to pick up a hold for their partner
917 (or someone else in their household). In this case you want to make sure
918 that the hold is cancelled when you check the item out to someone else.
919 When trying to check out an item that is already waiting for someone
920 else you will be presented with a warning message.
922 Hold waiting for someone else
925 From here you can check the item out to the patron at the desk and
926 cancel the hold for the patron.
931 --------------------------
933 If you work in a multi-branch system you can transfer items from one
934 library to another by using the Transfer tool.
936 - *Get there*: Circulation > Transfer
940 - Click 'Transfer' on the Circulation page
945 - Enter the library you would like to transfer the item to
947 - Scan or type the barcode on the item you would like to transfer
954 - The item will now say that it is in transit
959 - When the item arrives at the other branch the librarian must check
960 the item in to acknowledge that it is no longer in transit
962 - The item will not be permanently moved to the new library
967 - The item shows the same 'Home Library' but has updated the
968 'Current Location' to note where it resides at this time
970 .. _set-library-label:
973 -----------------------------
975 By default you will enter the staff client as if you are at your home
976 library. This library will appear in the top right of the Staff Client.
981 This is the library that all circulation transactions will take place
982 at. If you are at another library (or on a bookmobile) you will want to
983 set your library before you start circulating items. To do this you can
984 click 'Set' at the top right or on the Circulation page.
989 Once you have saved your changes you new library will appear in the top
992 .. _fast-add-cataloging-label:
995 -------------------------------------
997 Sometimes circulation librarians need to quickly add a record to the
998 system for an item they are about to check out. This is called 'Fast
999 Add.' To allow circulation librarians access to the Fast Add Cataloging
1000 tool, simply make sure they have the
1001 `fast\_cataloging <#fastaddpermissions>`__ permissions. There are two
1002 ways to add titles via fast add. If you know that you're about to check
1003 out an item that isn't in you catalog you can go to the Circulation
1004 module and click 'Fast cataloging.'
1009 The cataloging interface will open up with the short cataloging record:
1014 After adding your cataloging data you will be asked to enter item data.
1015 Enter the items barcode, collection code, etc and save the item before
1018 The other way to fast catalog is from the checkout screen. When you
1019 enter a barcode at checkout that Koha can't find, it will prompt you to
1020 use fast cataloging to add the item to Koha and check it out.
1025 Clicking 'Fast cataloging' will bring you to the fast cataloging form
1026 where you can enter the title information
1031 After clicking 'Save' you will be brought to the item record where the
1032 barcode will already be filled in with the barcode you're trying to
1035 Fast cataloging item record
1038 After clicking the 'Add item' button the item will automatically be
1039 checked out the patron you were trying to check the book out to
1045 .. _circulation-reports-label:
1048 --------------------------------------
1050 Most reports can be found via the Reports module, but some of the more
1051 common circulation reports are available right from the Circulation
1054 - *Get there*: Circulation > Circulation reports
1056 .. _holds-queue-label:
1059 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1061 This report will show you all of the holds at your library.
1066 To generate this report, you must have the :ref:`Build Holds Queue cron
1067 job <holds-queue-label>` running. This cron job is a script that should
1068 be run periodically if your library system allows borrowers to place
1069 on-shelf holds. This script decides which library should be responsible
1070 for fulfilling a given hold request.
1072 It's behavior is controlled by the system preferences
1073 :ref:`StaticHoldsQueueWeight <staticholdsqueueweight,-holdsqueueskipclosed-&-randomizeholdsqueueweight-label>` and
1074 :ref:`RandomizeHoldsQueueWeight <staticholdsqueueweight,-holdsqueueskipclosed-&-randomizeholdsqueueweight-label>`.
1076 If you do not want all of your libraries to participate in the on-shelf
1077 holds fulfillment process, you should list the libraries that \*do\*
1078 participate in the process here by inputting all the participating
1079 library's branchcodes, separated by commas ( e.g. "MPL,CPL,SPL,BML" etc.
1082 By default, the holds queue will be generated such that the system will
1083 first attempt to hold fulfillment using items already at the pickup
1084 library if possible. If there are no items available at the pickup
1085 library to fill a hold, build\_holds\_queue.pl will then use the list of
1086 libraries defined in StaticHoldsQueueWeight. If
1087 RandomizeHoldsQueueWeight is disabled ( which it is by default ), the
1088 script will assign fulfillment requests in the order the branches are
1089 placed in the StaticHoldsQueueWeight system preference.
1091 For example, if your system has three libraries, of varying sizes (
1092 small, medium and large ) and you want the burden of holds fulfillment
1093 to be on larger libraries before smaller libraries, you would want
1094 StaticHoldsQueueWeight to look something like "LRG,MED,SML".
1096 If you want the burden of holds fulfillment to be spread out equally
1097 throughout your library system, simply enable RandomizeHoldsQueueWeight.
1098 When this system preference is enabled, the order in which libraries
1099 will be requested to fulfill an on-shelf hold will be randomized each
1100 time the list is regenerated.
1102 Leaving StaticHoldsQueueWeight empty is contraindicated at this time.
1103 Doing so will cause the build\_holds\_queue script to ignore
1104 RandomizeHoldsQueueWeight, causing the script to request hold
1105 fulfillment not randomly, but by alphabetical order.
1107 .. _holds-to-pull-label:
1110 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1112 This report will show you all of the items that have holds on them that
1113 are available at the library for pulling. If the items are available at
1114 multiple branches then all branches with that item available will see
1115 the hold to pull until one library triggers the hold.
1120 You can limit the results you see by using the Refine box on the left
1123 Refine Holds to Pull Report
1126 .. _holds-awaiting-pickup-label:
1128 Holds awaiting pickup
1129 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1131 This report will show all of the holds that are waiting for patrons to
1134 Holds Awaiting Pickup
1137 Items that have been on the hold shelf longer than you normally allow
1138 (based on the :ref:`ReservesMaxPickUpDelay`
1139 preference value) will appear on the 'Holds Over' tab, they will not
1140 automatically be cancelled unless you have set the :ref:`cron
1141 job <expired-holds-label>` to do that for you, but you can cancel all
1142 holds using the button at the top of the list.
1144 Items waiting on the hold shelf too long
1147 .. _hold-ratios-label:
1150 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1152 Hold ratios help with collection development. Using this report you will
1153 be able to see how many of your patrons have holds on items and whether
1154 you should buy more. By default it will be set to the library needing 3
1155 items per hold that has been placed. The report will tell you how many
1156 additional items need to be purchased to meet this quota.
1161 .. _transfers-to-receive-label:
1163 Transfers to receive
1164 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1166 This report will list all of the items that Koha thinks are in transit
1169 Transfers to Receive
1172 If your transfers are late in arriving at your library you will see a
1173 message stating how late your items are.
1175 Late transfers include warning messages
1180 An item is considered late based on the number of days you have
1182 :ref:`TransfersMaxDaysWarning` system
1185 .. _article-requests-label:
1188 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1190 Once the article request has been placed, staff will see new requests at the
1191 bottom of the home page on the staff client. (In the same location as tags,
1192 comments and modifications).
1194 From there staff will be able to select requests to process.
1196 The first step would be for a staff member to process the request, that moves
1197 the request to the processing tab and alerts other staff members that the
1198 request is in process. On the actions column, click on the dropdown menu and
1199 select process request. This will move the request to the processing tab.
1201 Next staff will go to the shelf and make a copy of the requested article.
1203 Once that is complete, staff can print the Article request slip (this can be
1204 customized in notices and slips) and staple or paper clip it to the article.
1205 In the actions column, you can select the dropdown and select print slip.
1207 Finally, staff will select the complete article request from the actions
1208 dropdown menu which will send a notice to the patron who made the request
1209 letting them know the request is ready for pickup.
1211 This removes the article request from the processing tab.
1216 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1220 For libraries with a large patron base, this report may take a
1221 significant amount of time to run.
1225 Large libraries can choose to filter the report before it runs by
1227 :ref:`FilterBeforeOverdueReport` system
1228 preference to 'Require'.
1230 This report will list all items that are overdue at your library.
1235 The report can be filtered using the menu options found on the left of
1240 The 'Show any items currently checked out' checkbox basically
1241 switches this from a report of overdues to a report of checkouts. It
1242 will show all titles checked out regardless of due date.
1244 .. _overdues-with-fines-label:
1247 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1249 This report will show you any overdues at your library that have accrued
1255 If you would like to limit the report you can use the pull down menu at
1256 the top to limit to a specific shelving location at your branch. To see
1257 overdues with fines at other branches you will have to :ref:`change your
1258 branch <set-library-label>` or log in at that branch.
1262 If you do not charge fines and/or don't have the :ref:`fines cron
1263 job <fines-label>` running you will see no data on this report.
1265 .. _pending-on-site-checkouts-label:
1267 Pending on-site checkouts
1268 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1270 If you are using the on site checkouts functionality
1271 (:ref:`OnSiteCheckouts`) then you'll have a report to
1272 view all items that are currently checked out on site.Pending onsite
1275 This will list the due date (overdues in red), who has the item, item
1276 information and what library the item is at.
1278 .. _tracking-in-house-use-label:
1280 Tracking In house Use
1281 -----------------------------------------
1283 Many libraries track the use of items within the library.
1287 This is different from tracking on site usage. In house use is the
1288 use of items in the library by patrons without them having to check
1289 them out. On site use is the use of items on site that must first be
1290 checked out. To learn more about on site usage please review the
1291 :ref:`OnSiteCheckouts` preference.
1293 Tracking the use of items in the library without checking them out can
1294 be done in Koha one of two ways. The first is to create one or more
1295 :ref:`Statistical Patrons <add-a-statistical-patron-label>`. When collecting items that
1296 have been used within the library, you will want to check them out to
1297 your statistical patron:
1299 Check Out Items to Stats Patron
1302 Instead of marking the item as 'checked out' the system will record that
1303 the item was used in house:
1308 Repeat these steps for all items that have been used within the library
1309 to keep accurate statistics for item use.
1311 The other way to record local use of items is to set your
1312 :ref:`RecordLocalUseOnReturn` preference to
1313 'Record.' Then whenever you check an item in that is not checked out and
1314 not on hold a local use will be recorded.
1321 If you have :ref:`RecordLocalUseOnReturn` set
1322 to 'Record' you can still use your statistical patrons to record
1325 .. _in-processing-/-book-cart-locations-label:
1327 In Processing / Book Cart Locations
1328 --------------------------------------------------------------
1330 Koha allows for handling temporary locations like the processing center
1331 and/or book carts throughout the library. For this feature to work you
1332 must first make sure you have :ref:`authorized values <authorized-values-label>`
1333 set in the `LOC <#shelvelocvals>`__ category for PROC (Processing
1334 Center) and CART (Book Cart).
1336 CART & PROC values in LOC
1339 Next you need to set the
1340 :ref:`NewItemsDefaultLocation` system preference
1341 to PROC. This will set the new items to the Processing Center as their
1344 When creating items you enter in their desired final shelving location
1345 and Koha will temporarily change that to PROC. If
1346 :ref:`InProcessingToShelvingCart` is set to
1347 "Don't move" then when an item with a location of PROC is checked in it
1348 will either automatically update the item to use the permanent location.
1349 If :ref:`InProcessingToShelvingCart` is set
1350 to "Move" then when an item is checked in the location is changed from
1353 A :ref:`cron job <in-processing/book-cart-label>` is then set to run at specified intervals
1354 to age items from CART to the permanent shelving location. (For example,
1355 an hourly cron entry of cart\_to\_shelf.pl --hours 3 where --hours is
1356 the amount of time an item should spend on the cart before aging to its
1357 permanent location.)
1361 If the :ref:`ReturnToShelvingCart` system
1362 preference is set to "Move", any newly checked-in item is also
1363 automatically put into the shelving cart, to be covered by the
1368 Checkins with confirmed holds will not go into the shelving cart.
1369 If items on the shelving cart are checked out, the cart location
1372 .. _self-checkout-label:
1375 ---------------------------------
1377 Koha comes with a very basic self checkout module. To enable this module
1378 you need to set the :ref:`WebBasedSelfCheck`
1379 preference to 'Enable.' To use this module you have to log in as a
1380 :ref:`staff member <add-a-staff-patron-label>` with :ref:`circulation
1381 permissions <patron-permissions-label>`.
1385 Create a :ref:`staff patron <add-a-staff-patron-label>` specifically for this
1386 action so that you don't leave a real staff client logged into a
1389 There is no link to the Self Checkout module, but a simple addition to
1390 the :ref:`IntranetUserJS` system preference can add one.
1394 $(document).ready(function(){ $("#login
1395 #submit").parent().after("<p><a
1396 href=\"http://YOUR_KOHA_OPAC_URL/cgi-bin/koha/sco/sco-main.pl\"
1397 target=\"_blank\">Self-Checkout</a></p>"); });
1401 The code above has line breaks added to make it more readable,
1402 please be sure to enter the above as one line in when putting it in
1403 the system preference.
1405 The link will then appear at the bottom of the log in page:
1407 Self Checkout Link on Staff Login
1410 You can also access this module by going to :
1411 http://YOUR\_KOHA\_OPAC\_URL/cgi-bin/koha/sco/sco-main.pl
1413 When on the self checkout page depending on your value in the
1414 :ref:`SelfCheckoutByLogin` preference you will be
1415 asked to enter you cardnumber
1417 Self Checkout Patron Card Number
1420 or your username and password:
1422 Shelf checkout by login
1425 Once you're logged in to the self check module you will be asked to scan
1426 the items you are checking out
1431 As you scan items they will appear below the barcode box
1433 Self Checkout Summary
1436 When you are finished scanning items it is important to click the
1437 'Finish' button. This will prompt you to print a receipt and log you out
1438 of the self check module.
1440 Self Checkout Receipt
1443 When attempting to check items out there are some instances where error
1444 messages will appear and the patron will be directed to the librarian.
1445 This will happen even if you are allowing overrides on circulation
1446 functions. Only a librarian can override a circulation block and so
1447 patrons must go to the librarian for help in these situations.
1449 Self Checkout Error Message
1452 .. _offline-circulation-utilities-label:
1454 Offline Circulation Utilities
1455 ------------------------------------------------
1457 Koha allows for you to continue circulation actions while offline by
1458 using any one of three utilities.
1460 .. _offline-circulation-in-koha-label:
1462 Offline Circulation in Koha
1463 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1465 If the :ref:`AllowOfflineCirculation` preference
1466 is set to 'Enable' the library staff can continue to perform circulation
1467 actions within Koha when the system is offline. You will want to visit
1468 http://your-koha-staff-client-url/cgi-bin/koha/circ/offline.pl at least
1469 once while online and bookmark that page. That is the page you will go
1470 to when you are offline.
1474 The offline interface uses HTML LocalStorage, which depending on the
1475 browser and user setting, is limited to 2.5MB or 5MB per domain.
1476 This means that larger systems will not be able to synchronize their
1477 data and are recommended to use either the
1478 :ref:`Firefox <firefox-plugin-label>` or
1479 :ref:`Windows <offline-circ-tool-for-windows-label>` application for offline
1485 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
1487 Before the first time the system goes offline go to Circulation and
1488 choose 'Built-in offline circulation interface'
1490 Built-in offline circulation interface
1493 And synchronize your data on every circulation computer by clicking the
1494 'Synchronize' link on the right of the screen.
1501 The offline interface uses HTML LocalStorage, which depending on the
1502 browser and user setting, is limited to 2.5MB or 5MB per domain.
1503 This means that larger systems will not be able to synchronize their
1504 data and are recommended to use either the
1505 :ref:`Firefox <firefox-plugin-label>` or
1506 :ref:`Windows <offline-circ-tool-for-windows-label>` application for offline
1509 This will allow you download a local copy of your patrons and
1510 circulation data. Click the 'Download records' link at the top of the
1511 page to synchronize your data.
1513 Download records for offline use
1516 Once your data is downloaded you will see the dates your data was last
1517 synced to the right of each data set.Synced offline dataThis should be
1518 done regularly in preparation for any unexpected connection losses.
1520 .. _circulating-label:
1523 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
1525 When your system goes offline visit the Offline Circulation page
1526 (http://your-koha-staff-client-url/cgi-bin/koha/circ/offline.pl) in Koha
1527 and click 'Check out' or 'Check in' to perform offline actions.
1529 Checking out is done by searching for the patron by barcode or name at
1530 the top of the 'Check out' screen. After selecting a patron you will be
1531 presented with the synced patron info, including fines and check outs.
1536 Scan the barcode of the item you would like to check out and enter a due
1537 date. If you don't enter a due date Koha will prompt you for one.
1542 Once the item is checked out it will appear below the patron's info.
1547 .. _koha-offline-uploading-label:
1549 Koha Offline Uploading
1550 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
1552 Once the system is back online visit the Synchronize page on the Offline
1553 Circulation module and click 'Upload transactions'
1558 After the files are uploaded you can click 'View pending offline
1559 circulation actions' on the right.
1561 View pending offline circulation actions
1564 After clicking 'View pending offline circulation actions' you will be
1565 brought to a summary of all of the actions you loaded in to Koha in your
1571 - Once all of the logs from all of the circulation computers are loaded
1572 you will be able to check them all or select just those you want to
1575 - Click on the Process button and Koha will record every stored
1576 transaction one by one. For each transaction, the status will change
1579 - "Success." if the transaction was processed correctly
1581 - "Borrower not found." if the borrower card number is incorrect
1583 - "Item not found." if the item barcode is wrong
1585 - "Item not issued." if you checked in an available item
1587 Once finished you will have a summary of all of your transactions
1589 Offline Circulation Summary
1592 .. _firefox-plugin-label:
1595 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1597 There is an offline circulation tool that you can add to your Firefox
1598 browser as an addon. To do so, just go to
1599 https://addons.mozilla.org/en/firefox/addon/koct/ page and click on the
1600 "install now" button. You may have to confirm the installation, just
1601 click on "install now" and then restart Firefox to complete the
1604 Once you have installed the plugins and restarted Firefox, you will see
1605 the Koha logo in the download bar at the bottom right of Firefox.
1607 Koha Icon on Add-on Bar
1610 A click on the logo will open the tool in its own window.
1612 Koha Offline Circ Tool
1615 The plugin consists of four tabs:
1617 - The Check Out tab is where you check out items
1619 - The Check In tab is where you check in items
1621 - The Log tab keeps track of every transaction done while in offline
1624 - The log will keep information until you empty it. Each time you
1625 open the plugin and it contains data in the log it will warn you
1627 Koha Offline Circ Warning
1630 If you'd like to clear the log, check the 'I want to delete rows'
1631 box before hitting the 'OK' button. Otherwise clicking 'OK' will
1632 keep the items in the log and let you continue working with the
1635 - The Param tab is to set up the plugin
1637 The first thing you want to do then is to set up the plugin. Go to the
1638 Param tab to set up the plugin
1640 Koha Offline CIrc Params
1643 Answer the 4 questions presented:
1645 - Server = the URL of the librarian interface
1647 - Branch Code = the code for the branch where you are located
1649 - Username = your staff account login
1651 - Password = your staff account password
1655 To save the settings, you will have to close the plugin window and
1656 re-open it by clicking again on the Koha logo in the add-on bar.
1660 You can create a staff account dedicated to the offline circulation.
1661 So that, no matter who is at the circulation desk, they can all use
1662 the same login. Along those lines, you can use a group login that
1663 you already have in place for circulation as well.
1665 Once you have everything set up you can start checking items in and out.
1669 Koha Offline Circulation Check Out
1672 - Go to the Check Out tab
1674 - Scan the patron barcode
1676 - Scan the item barcode
1682 Koha Offline Circulation Check In
1685 - Go to the Check In tab
1687 - Scan the item barcode
1691 Each time, you check out or check in an item, a new transaction is
1692 recorded in the local plugin database and you will see, at the bottom of
1693 the plugin how many transactions has been made during the offline
1694 circulation. For example, "10 Row(s) Added" means you did 10
1697 Koha Offline Circulation Tool Count
1700 Then, if you want an overview of every transaction, go to the Log tab.
1701 This tab will show you the transactions in the plugin database
1703 Koha Offline Circulation Log
1708 The status will be "Local." as long as you are offline and don't
1709 process the transactions into Koha.
1711 When your Internet connection comes back up you will want to get these
1712 transactions in to Koha. Before processing these transactions you should
1713 be aware of a few issues.
1715 Because you are not connected to your Koha database when using this
1716 plugin holds will need additional processing. If an item you check in
1717 while offline has a hold, the hold is kept on the item. Since, you can't
1718 confirm holds found during the processing of every check in, the holds
1719 stay on the item and will need to be managed later. If you only checked
1720 in a few items you can just keep a record of them all. If you checked in
1721 a lot of items you can use the Holds Queue once it rebuilds to see what
1722 holds made it to the shelf erroneously.
1724 Similarly, if an patron card was expired, the offline circulation tool
1725 won't know about it, so the checkout will be recorded regardless of the
1726 patron's account being blocked normally.
1728 You have two options for adding this data to Koha
1732 - If you checked in/out on more than one computer at the same time,
1733 what you want is to process every transaction consistently. Let's
1734 say for instance that one patron checked a book out on one
1735 computer and then checked the same book in on another computer. To
1736 be consistent, you need to record the check out first and then the
1737 check in. Not the opposite! To do so, you need to group every
1738 transaction in one place, sort them all and then, process
1739 everything. So, you need to use the "Commit to Koha" option from
1740 every plugin/computer you worked with. This way, the log will go
1741 to Koha and be accessible from the Offline Circulation page.
1746 - *Get there:* Circulation > Pending offline circulation actions
1751 - Once all of the logs from all of the circulation computers are
1752 loaded you will be able to check them all or select just those you
1753 want to process into Koha.
1755 - Click on the Process button and Koha will record every stored
1756 transaction one by one. For each transaction, the status will
1759 - "Success." if the transaction was processed correctly
1761 - "Borrower not found." if the borrower card number is incorrect
1763 - "Item not found." if the item barcode is wrong
1765 - "Item not issued." if you checked in an available item
1767 - Once finished you will have a summary of all of your transactions
1769 Offline Circulation Summary
1774 - If you performed all of the circulation actions on one computer
1775 then everything is sorted already so you can choose to "Apply
1778 - The status column will be updated to let you know if the
1779 transactions were applied
1781 - "Success." if the transaction was processed correctly
1783 - "Borrower not found." if the borrower card number is incorrect
1785 - "Item not found." if the item barcode is wrong
1787 - "Item not issued." if you checked in an available item
1789 - Once you're finished you can review all of the items right in the
1792 Koha Offline Circulation Apply Directly
1795 Once you are done you can clear the log by clicking Clear. If you don't
1796 you will be warned the next time you open the Offline Circulation tool.
1798 Koha Offline Circulation Tool Warning
1801 .. _offline-circ-tool-for-windows-label:
1803 Offline Circ Tool for Windows
1804 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1806 The Offline Circulation Utility can be downloaded at:
1807 https://github.com/bywatersolutions/koha-offline-circulation/releases
1809 To generate a borrowers.db file for loading in to the Windows tool you
1810 will need to run the :ref:`file generator via a cron
1811 job <generate-patron-file-for-offline-circulation-label>`.
1813 .. _upload-offline-circ-file-label:
1815 Upload Offline Circ File
1816 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
1818 The :ref:`offline circulation tool for Windows <offline-circ-tool-for-windows-label>` will
1819 generate a KOC file that you can upload into Koha once your system comes
1822 On the Circulation menu click 'Upload offline circulation file (.koc)'
1827 Browse your computer for the \*.koc file
1832 Once the file is uploaded, click the process the file
1834 Process offline circulation file
1837 When this is complete you'll be able to upload another file or tend to
1838 pending offline circulation actions.
1840 Summary of offline actions
1843 After clicking 'View pending offline circulation actions' you will be
1844 brought to a summary of all of the actions you loaded in to Koha in your
1850 - Once all of the logs from all of the circulation computers are loaded
1851 you will be able to check them all or select just those you want to
1854 - Click on the Process button and Koha will record every stored
1855 transaction one by one. For each transaction, the status will change
1858 - "Success." if the transaction was processed correctly
1860 - "Borrower not found." if the borrower card number is incorrect
1862 - "Item not found." if the item barcode is wrong
1864 - "Item not issued." if you checked in an available item
1866 Once finished you will have a summary of all of your transactions
1868 Offline Circulation Summary