The instructions below will step you through marking a resource barcode as missing or written off whilst in Circulation.
Note: This task can only performed whilst the resource is still on loan.
Marking Missing or Written Off & Return Lost Loans
- Double click on LibCode Suite icon.
- Click on Circulation.
- Select View / Borrower from the toolbar or select Lend.
- Type/scan Borrower’s Barcode or enter the borrowers Surname, now choose the borrower from the list - The item will be visible in the borrower’s list.
- Right click on the item.
- Click on Barcode Details.
- Change the items status to ‘M’ for Missing or ‘W’ for Written Off and type in the the status date i.e. the day you marked it missing.
- Type into the notes field the person who had the resource on loan when it was missing or was damaged and the date it was lent.
- Click on Save.
- To return the loan simply right click on it and select ‘Return Loan’.
- The loan will now be returned and marked as missing or written off.
To mark missing and return a large number of lost loans click here.
What if I accidentally Write Off A Record? Can it be fixed?
There are two ways to fix an OOPS when it comes to lots of Write-offs!
1. If you HAVE NOT done other Data Entry work since the Safety Backup you did then just go into Utilities > Backup-Restore > Restore > Catalogue Only and accept the default folder as the place the data is coming from… check the Date and Time of the CAT.DBF file when it is listed and, if you are happy, confirm the restore and all is fixed.
2. If you HAVE done work and need to “Un-Write-off” using a bulk data update (ie. Take the Status W(Written Off) and the Status Date off lots of items).
Option 2. Update Barcode function in Utilities…
You’ve probably noticed that each barcode has had a W added to its Status AND a Status Date added as well.
To “Un-Write-off” an item, all we need to do is remove the W and the Status Date… you can also do that in bulk!
NB – You need to know what Status Date is on the barcodes you want to deal with (Go into Data Entry and look up one of the items, go to Barcode Details and write down the Status Date you will use to find the records…).
- Do a Backup!
- Go into Utilities > Update > Barcodes > Update…pass warning screen if backup is done and Update screen appears.
- Set Selection Criteria to Status (Low Value) M (High Value) M AND Status Date (Low value) 20110506 {date you found in NB step} (High value) 20110506.
- Click Apply and check the records that are listed ARE the ones you want to change…
- Set Replacement Field to Status and change to nothing… Blank.
- Click Replace and confirm.
- Now set Selection Criteria to Status (Low Value) (High Value) AND Status Date (Low value) 20110506 {date you found in NB step} (High value) 20110506 (Leave Low value and High value blank…).
- Click Apply and check the records that are listed ARE the ones you want to change…
- Set Replacement Field to Status Date and change to nothing… Blank.
- Click Replace and confirm.
Once you have followed these steps the items are no longer written off.
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