ADLIB 6.5.0 Loans module 4.2

By Allen Berry,2014-11-28 12:43
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ADLIB 6.5.0 Loans module 4.2

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Adlib Information Systems

    Copyright ? 1992-2012 Adlib Information Systems B.V. All rights

    reserved. Adlib is a product of Adlib Information Systems B.V.

    Windows is a registered trademark of Microsoft Corporation. The Adlib Loans module uses (YAZ?) software from Index Data?, Denmark.

    The information in this document is subject to change without notice and should not be construed as a commitment by Adlib Information Systems. Adlib assumes no responsibility for any errors that may appear in this document. The software described in this document is furnished under a licence and may be used or copied only in accordance with the terms of this licence.

    While making every effort to ensure the accuracy of this document, products are continually being improved. As a result, later versions of the products may vary from those described here. Under no circumstances may this document be regarded as a part of any contractual obligation to supply software, or as a definitive product description.


    1. Introduction 1

    1.1. What is Adlib? 1

    1.2. What is Adlib Loans? 2

    1.3. About this manual 3 2. Starting Adloan Circulation 5

    2.1. Using shortcuts 5

    2.2. Logging in through session parameters 5

    2.3. Opening and closing sessions 6 3. The interface of Adloan Circulation 7 4. Issuing items 11

    4.1. Current copies on loan 13

    4.2. Issue slips 13

    4.3. Options in the pop-up menu 14 5. Returning items 15

    5.1. Returned items 16

    5.2. Options in the pop-up menu 17 6. Reserving items 19

    6.1. Reserving items on copy number 20

    6.2. Reserving items on catalogue number 20

    6.3. Reserved items 21

    6.4. Options in the pop-up menu 21

    6.5. Cancelling a reservation 22 7. Messages 23

    7.1. Types of messages 23

    7.2. Suppressing a message 25 8. Properties 29

    8.1. Viewing properties 29

    8.2. Editing properties 30 9. Payments 31 10. Loans Management 33

    10.1. Using shortcuts 34

    10.2. Choosing a data source 34

    10.3. Borrowers 34

    10.4. Copies 42

    10.5. Borrower categories and limits 47

    10.6. Statistics 52

    10.7. Title reservations 55

    10.8. Copy reservations 55

    10.9. Fines 56

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    10.10. Loan fees 57

    10.11. Letters 58

    10.12. Reminders 58

    10.13. Print reservation notifications 68

    10.14. Take stock 68

    10.15. Stock-taking details 69

    10.16. Loans history 70 11. Appendix 1: installing Adlib Loans 71

    11.1. Stand-alone or client/server 71

    11.2. Installing adserver 72

    11.3. Settings for starting Adloan Circulation 74 12. Appendix 2: device properties 77 13. Index 79

    1. Introduction

    1.1. What is Adlib?

    Adlib is not only the name of our company but we also use it to de-note our computer programs, with which you are able to manage large quantities of information in a structured manner. There is a difference between the Adlib software (programs) and the applications. The software contains all code that deals with reading and writing in databases, and all accompanying functionality, and is executed in files with the extension .exe and/or .dll (and some pe-ripheral functionality in bin files). This software has been designed especially for the management of data from libraries, museums, ar-chives and similar institutions.

    The Adlib applications consist of databases and user interfaces (tab sheets with fields, for instance) really only a collection of data of

    which the software creates a usable program.

    This structure makes it possible for you to install new software regu-larly, which contains new functionality, while nothing changes in your application (which you may have customized yourself). That is why your software can be upgraded regularly to a new version number (e.g. 6.5.0) when you install a new release, whilst your application version always remains the same (e.g. Adlib Library 3.4). Adlib is structured much like a card tray, with related data (e.g. from a magazine) being stored together. In Adlib however, the equivalents of cards are called records. A collection of records is referred to as a database rather than a card tray, and a subset (partial collection) of a database a dataset. In an application you can fill or edit such a da-tabase or dataset.

    Data is entered and per subject presented on forms on tab sheets (screens), but is part of one and the same record.

    So called indexes are used so that data can be retrieved as quickly as possible; indexes are alphabetical or numerical lists of terms with a link to the record in which such a term occurs. You can search and sort, display, print and/or store the results in different ways.

    Adlib has an exceptionally flexible structure. With the so

    called Adlib tools, the system can easily be adapted to meet

    customers‟ wishes and requirements. For example, customers

    can themselves choose what data is to be stored, and how

    the data is to be displayed. You can also choose for which


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    data indexes are to be made, and in what way these indexes

    are to be made accessible.

    When you buy Adlib software, you‟ll also get one or more applications, dependent on your licence. An application is sometimes subdivided into various modules, each of which represents a separate aspect of the activities in your library. For instance, for Adlib Library there is a module for serials management, and a module that visitors to the library can use to search the catalogue, but also the module that is described in this manual, to process loans. These and similar modules are extra, and have to be purchased separately from a catalogue module.

    1.2. What is Adlib Loans?

    The Adlib Loans module comprises two module interfaces called: Ad-

    loan Circulation and Adlib Loans Management:

    ; Adloan Circulation (aka Loan transactions) is a software applica-

    tion with which you process the lending of items from a biblio-

    graphical collection.

    The items themselves are registered in the databases of an Adlib

    Library application (Catalogue Management). Adloan Circulation is

    linked to this application.

    ; You also have a Loans Management module interface, which is

    linked to Adloan Circulation too. In here you may register bor-

    rowers, print reminders and notification letters, establish bor-

    rower groups with details of what they are allowed to borrow

    and establish loan categories for materials that can be borrowed.

    This module interface is described in chapter 10: Loans Manage-


    Adlib Designer 6.4 or higher must be used to make Adloan Circulation operational by setting up some default values like library branches, users, fines, opening hours, etc. Before Adlib 6.5.0, settings for mak-ing Adloan Circulation operational could be changed in the ACSETUP tool (Adlib Circulation SETUP), which was only being used for this

    particular module interface. With Adlib 6.5.0, all ACSETUP functional-ity has been moved to Adlib Designer. In the Designer Help (see the figure below) you‟ll find all information about setting up Adloan Circu-lation. Preferably you make these settings after you‟ve installed Adlib

    Loans and before you start using it, but you can make changes at any later time too.


Technical information

    Loans Management and Catalogue Management are normal Adlib software application interfaces which run on the adlwin.exe program,

    but Adloan Circulation is different because it must be workflow

    oriented to be able to register loan transactions easily. That‟s why

    this application runs on the adloan.exe program. On the other hand,

    Loans Management and Adloan Circulation are started in the same Adlib Software subdirectory \WADCIRC (Adlib CIRCulation for Win-

    dows) or in \library loans management because they are both inter-

    faces to the Loans module. (Catalogue Management belongs to the Library application and is started in \WINCAT or \library) See the

    Installation guide for Adlib Museum, Library and Archive, for infor-

    mation about creating desktop shortcuts to said module interfac-


    1.3. About this manual

    In this manual we assume that you are familiar with the Adlib soft-ware. If you are not, we advise you to read the general Adlib User Guide for information about the functionality of the Adlib software,


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    such as searching, using menus, entering data, and editing and print-ing.

    The module guide before you describes some specific aspects of the Adlib Loans module interfaces and setup tool, that need further ex-planation. See the “Data entry instructions for Library”, or consult the contextual help in the application itself (F1), for a description of the


    Since there are still variations within application versions, and be-cause different version numbers do not necessarily mean big applica-tion differences, this manual has not been written for one particular version number; that is why it is possible that fields and/or tabs dis-cussed in this guide, are not present in your application, or that fields appear on a different tab. Only the chapter and other texts about re-minders is specific to application version 4.2.

    To distinguish between descriptive text and text that you see on screen, different typefaces have been used.

    ; Text that is displayed on screen and used in menu titles and on

    buttons is in italic type, e.g.:

    Full catalogue



    ; Text that you type in yourself is printed in monospace type, like

    that produced with a typewriter, e.g.: You typed this yourself...

    ; Keys on your keyboard are indicated with a narrow, bold font,

    corresponding with what is printed on the keyboard, e.g.:


    Page Down

    F1 (Help)

    Sometimes, you have to press two keys. This is indicated by a

    plus character between the two key names. In this case, you

    should press the first key and then the second key, keeping the

    first key pressed down, e.g.:


    Remarks and warnings are printed in a frame like this, or just as an indented paragraph.

    The way screen shots in this manual are displayed might differ from the display on your own monitor, depending on your Windows version and monitor screen resolution.


    2. Starting Adloan Circulation

    2.1. Using shortcuts

    Start Adloan Circulation by (double)-clicking the appropriate icon (a shortcut to Adloan Circulation/Adlib loan transactions) on your Desk-

    top or in the Windows Start menu.

    Settings in that shortcut determine how Adloan Circulation is started. See Appendix for information about these settings.

    2.2. Logging in through session parameters

    After your library dependent settings have been made for Adloan Cir-culation via the Loans Management module (see chapter 10) and Ad-lib Designer (see the Designer Help), you may start registering trans-actions in Adloan Circulation.


Starting Adloan Circulation Adlib Loans

    When you start Adloan Circulation, the Session parameters login win-

    dow is opened in the main screen. To prevent from everybody being able to register loan transactions, in here you‟ll have to log on to the

    Adlib server by entering the name of that server, your location (branch), your user name and your password, and then clicking Con-


    ; When you work with the client/server version of Adlib Loans so

    you‟re not running Adloan Circulation as a stand-alone application

    you must log on to a certain Server. (Your system administrator

    will know its name.) If you start up the module as a stand-alone

    application, you may ignore the Server entry field.

    ; In the demo version of Adlib Loans you may use the Location

    main, the User name user1 and the Password pw1.

    ; When you type in the password, it won‟t show on screen: each

    character will be represented by an asterisk, so no-one can read

    your password.

    Next, click Connect, to start your session. You may now start proc-essing Issues, Returns or Reservations: select the appropriate tab.

    There are also a number of other possibilities, such as the processing of payments. The possibilities will be discussed in detail, further on in this manual.

    2.3. Opening and closing sessions

    In your Adloan Circulation you can close your current session, without closing the program, via the Session > Close current menu option.

    You should close your session if you are going on a lunch break and leave this computer unattended, or when a colleague takes over your place at the loan desk for the coming hour(s).

    You can open a session via the Session > New session menu option.

    In a stand-alone situation only one session at a time can be opened on your computer, while in a client/server situation you may open multiple sessions, even in one and the same application window. You can switch quickly between several opened sessions, via the op-tions in the Window menu. Feel free to experiment with them. Details about the currently opened session in the active window are dis-played in the status bar at the bottom of the screen.


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