Returns – Astria #
Item identification box – Return box #
To Return any item an operator can enter a barcode number, by wanding or keying; then clicking the Return icon or enter on the keyboard. Successful returns will display in the Transactions table below and the name of the user who had on loan will be displayed next to the Returned by caption.
Other identifiers – If barcode is unavailable an operator may put the Aurora ID number in the Item identification box and the possible item will appear as a drop down to be selected. NOTE this can also be achieved via inputting a title or author into the item identification box this however will return multiple options and caution is recommended at selecting the correct item to be returned.
Return completion Information #
When a return is processed, any exception conditions are indicated to the operator, and on completion, the transaction detail is written to the Transaction record, and
- The user name is shown as ‘Returned by’. This allows a hyperlink to User Details (by default, but this can be set to go to User Links).
Returned at – Dropdown box #
The returned at Box defaults to the workstation location. However the bock can be editable by dropdown based on operator level and system parameters allowing if active return at locations other than the location of the workstation.
Options Checkbox #
This checkbox is defaulted to unticked to make the screen clearer. When selected the control checkboxes are displayed on the screen for the Returns process.
- Batch returns
- Set return date
- Show overdue charge
- Suppress Reservation Trap
- Suppress Reservation slip
- Suppress In-Transit slip
- In-house usage
- Auto Clear in-progress status
- Suppress statistics
- Suppress Item Message
- Suppress premature return message
- Suppress non-reservation messages
Batch returns #
This option allows for bulk return of a prepared file of barcodes. When this checkbox is selected, an additional option opens below the checkboxes, allowing for input of the prepared file.
Click ‘Select file’ navigation to locate the file on the network. Note that selection of this checkbox automatic enables (and selects) ‘Suppress non-reservation messages’.
Set return date #
This checkbox allows the operator to set a specific return date – i.e. not today. Back-dated returns allow the operator to define the retrospective date for returns. Libraries may choose to use this to give additional flexibility to a book-drop, or where an outreach assistant has returned a number of items which have not been officially checked in, and therefore the date needs to be set back. When the box is ticked, the override return date is shown as ‘Return Date’ to the right, in red. By default, this is initially the current date, and must be explicitly changed as required.
NOTE this feature is still in development
Show overdue charge #
When an item is overdue and a charge is applicable, the returns process will automatically add the amount owing to the user’s account. By default, this will not interrupt the transaction flow to alert the operator, and require acknowledgment; however, if required, this checkbox may be selected, and this Popup will appears to be noted with the overdue charge amount. NOTE this feature is still in development
Suppress Reservation Trap #
This option prevents a reservation being trapped by the return, and may be used for instance internally, where items are ‘loaned; to internal user ids for the period of processing, e.g. cataloguing, covering, etc. The reservation does not want to be trapped until all internal processes are complete.
Suppress Reservation Slip #
If an item is returned, the library may set up a reservation slip to be printed on docket printers. This would give the name of the reserver, and the date by which to be collected. This option allows the printing to be bypassed. Note that if no docket printer is associated with the workstation, the checkbox will be ticked, and not enabled.
Suppress In-Transit slip #
If required, the printing of in transit slips can be suppressed. This may be used where a quantity of material is t be processed, and the slip printing is effectively redundant. Note that if no docket printer is associated with the workstation, the checkbox will be ticked, and not enabled.
In-house usage #
This option highlights in red if selected, and is provided to allow for the recording of material use in-house – i.e. not as a result of a loan or other activity. If the item being returned is on loan, or the item does not belong to this branch, then the In house statistic is cleared and not recorded.
For information and analysis: an ‘I’ character is inserted into the CirculationHistory. CC_Selection field for a return transaction if this checkbox is ticked and the above condition is met. In house usage statistics can therefore be collated using this specific characteristic.
Auto clear in-progress status #
This checkbox is provided for the handling of new material which is passed through from Library Acquisitions. Each item is (optionally) given an In Progress status while still being dealt with in Acquisitions/Technical Services. This status can be cleared by a return transaction; however, it is likely that there will be multiple items to be treated in this same way. Therefore, to simplify the workflow, and bypass the need to acknowledge the removal of the status on each return, this option allows the status to be automatically removed for each candidate encountered.
Suppress premature return message #
An Enterprise setting ‘PrematureReturns’ can be set to alert a library that material is being returned very rapidly after the loan transaction. This is provided for Libraries for the Blind, where a situation was identified, causing a bulk loan to be returned to the library and not delivered to the users. The parameter defines the number of days for a minimum loan, and any return generating a calculated loan for a number of days less than this is reported. If the Enterprise parameter is set, then this workstation setting allows an override to bypass the reporting.
Suppress non-reservation messages #
This option is only enabled when the Batch Returns checkbox is selected. It permits standard messages, such as return to Home library, to be suppressed.
Suppress statistics #
If performing returns that are not in fact clearing loans – e.g. returning in progress items to clear their status; returning items received in transit to clear the in-transit flag; or other similar return actions – the library may not want to log the transaction as a return, which will be counted in statistics. This checkbox allows such returns to bypass such recording. Normally, the return transaction will be recorded.
Transaction Results Table #
On completion of a return, the details are written to a panel at the foot of the screen. This panel maintains a scrolling record of returns performed at the workstation. Note that even if not on loan, a return transaction may be processed and
Transactions Right click Context menu #
The transaction record has a comprehensive pop-up menu, providing links to other displays:
- View Item details
- View User Details (for this trapped item)
- View this item’s history
- Reserve this item
- View user details (who had item loaned)
- View user links
- User Loans
- User Reserves
- Pay/View Charges
- Messages and calls
- View User History
- Add a message for this user
- Send SMS to this user
Return Exception messages #
Item number not on file #
If Aurora does not recognise the number wanded or keyed in, it will give a simple warning message as a flash message ‘ This barcode is not valid’
Skeleton record for review #
When a record has a Skeleton flag set, it will be notified to the operator – to be passed for review by Cataloguing:
NOTE – The List of items marked as skeleton for review can be found in Cataloguing – Work to be done – Tick work to be done and selected the blue skeleton items button.
Return – Trap Messages #
A number of separate traps are applied in Aurora, and these are detailed below. Please note that each has a common set of operator responses
Reserved item returned #
This message is presented in Circulation when a reserved item is trapped on return – that is, the item is reserved to be collected at this location. The message details the user, giving, their name, barcode, landline and mobile number. If your library notifies users of reservations to be collected by SMS, then the notification is sent immediately; if the user is notified by email or post, then this notification will take place later. If there is a comment placed on the reservation, then this is shown in the message. If you have a docket printer attached to the workstation, then a Reservation slip may be generated as part of the trap.
Please note that if the reserved item is to be collected at another location, then you will get a different message: Item is now trapped for a reserve and the user will be notified. Please put this item in the appropriate location ** Name of collection Library**
In this case, the user details are not shown, and the user is not going to be notified. This message tells you that the item is indeed reserved but tells you to send it to the collection location. When it is returned there, a message like the trapped-on return message above will be shown.
Inter-Library Loan returned #
When an Inter-Library Loan item is returned, the operator is notified.
Abnormal item status #
This message is presented in Circulation when an item is returned which has a status other than ‘normal’, e.g. Missing, Lost, Claimed returned, etc.
If you say yes – the abnormal status is removed, and there is no outstanding restriction on the item.
Item placed in transit #
This message is presented in Circulation when an item is returned which is recorded as having another location as its home. The item is therefore put into transit – it can only be taken out of transit by a return transaction at its destination.
The message details the location to which the item needs to be sent. The operator must physically deal with the item as required.
Message acknowledgment #
To prevent the messages in the above cases from being ignored, a subsidiary question is asked – ‘Noted?’ – i.e. ‘Have you noted this message?’ Aurora provides for two courses of action:
- Yes – this allows the message to be cleared and further transactions to be recorded.
- No – this option is the default and will not provide for any action – the message will remain on screen until Yes is selected.
Claimed Returned #
If the borrower claims to have returned an item, then the library can record this fact, without discharging the connection between the item and the borrower. The claim is recorded in Item Details by applying a status of ‘Claimed returned’: the mark must be saved to stick.
The action of recording the return claim updates the user’s loan summary so that claimed return is listed as a status against the item in the user loans screen
Note that Claimed Returned items are treated differently – so that they do not count as part of the user’s loan limits.
Claimed Returned – Reservation trapping #
When processing a return for a Claimed Returned item where it is reserved, the operator is asked if the status is to be cleared: if it is cleared, e.g. if the item has been found on the shelves, then the item is trapped to service that reservation, but if the status is retained, then the trap is not sprung.
Claimed Returned – Fine charging #
The operator is also able to apply fines – either at the point of claim or on return, whichever may be applicable (note that if applied, the fine is applied to the original user):
If the operator selects No, the charge is applied – but with a Waive – and there is no outstanding deferred charge applied against the users record for this item.
The transaction log shows the Charge and notes in the Comment column that the charge is Waived. No charge is placed against the users record, but the history is retained and can be used for reports.