Issue Books

Issue Books

Process book checkouts to library patrons. The book lending process tracks due dates, verifies eligibility, and creates circulation records.

Time required: 1-2 minutes per checkout

Prerequisites

• Library Assistant or Manager role
• Patron has active library card
• Book copy available for circulation
• Patron within borrowing limits

Steps

Step 1: Navigate to Media Movements

1. Go to OpenEduCat > Library > Media Movements
2. Click Create to start a new checkout

Step 2: Select Patron

Field	Required	Description	Example
Library Card	Yes	Patron’s library card	”LIB-2024-0042”
Patron Name	Auto	Displays card holder	”John Smith”
Card Status	Auto	Shows card validity	”Active”

Step 3: Select Book

Field	Required	Description	Example
Media	Yes	Book title	”Data Structures”
Media Unit	Yes	Specific copy	”Copy #002”
Barcode	Auto	Unit barcode	”BK-2024-00456”

Step 4: Set Checkout Dates

Field	Default	Description
Issue Date	Today	Checkout date
Due Date	Auto-calculated	Return deadline

Note: Due date is calculated from the book’s loan duration setting.

Step 5: Verify Eligibility

System automatically checks:

Check	Requirement
Card Active	Library card not expired
Available Slots	Under maximum book limit
No Excessive Fines	Outstanding fines below threshold
Book Available	Media unit not checked out
No Holds	Book not reserved by others

Step 6: Confirm Issue

1. Review checkout details
2. Click Issue button
3. Status changes to “Issued”
4. Print receipt if needed

Quick Issue with Barcode

For faster processing using barcode scanner:

1. Click Quick Issue on library dashboard
2. Scan patron’s library card barcode
3. Scan book barcode
4. System auto-fills details
5. Click Confirm
6. Repeat for additional books

Batch Checkout

Issue multiple books to one patron:

1. Create movement for first book
2. Click Add Another after saving
3. System retains patron selection
4. Select next book
5. Repeat until done

Checkout Limits

Default limits by patron type:

Patron Type	Max Books	Loan Period
Student	5	14 days
Faculty	10	30 days
Staff	5	21 days
Research Scholar	8	30 days

Checkout States

State	Description	Next Actions
Draft	Transaction created	Issue or Cancel
Issued	Book with patron	Renew or Return
Overdue	Past due date	Return with fine
Return Done	Book returned	-

Renewals

Extend the loan period:

1. Open the movement record
2. Click Renew button
3. System checks:
   • Renewals remaining
   • No holds on book
   • No overdue status
4. New due date calculated
5. Confirm renewal

Receipts and Slips

Issue Receipt

Print checkout confirmation:

• Patron name and card number
• Book title and barcode
• Issue date and due date
• Library contact information

Due Date Slip

Insert in book pocket:

• Due date prominently displayed
• Book title
• Patron ID

Field Reference

Media Movement

Technical Field	UI Label	Type	Notes
library_card_id	Library Card	Many2one	Patron’s card
media_id	Media	Many2one	Book title
media_unit_id	Media Unit	Many2one	Specific copy
issue_date	Issue Date	Date	Checkout date
due_date	Due Date	Date	Return deadline
state	Status	Selection	draft, issue, return
renewal_count	Renewals	Integer	Times renewed

Troubleshooting

”Patron has reached book limit”

Cannot issue more books:

• Check current checkouts in patron’s card
• Return some books first
• Request temporary limit increase

”Media unit not available”

The book copy is:

• Already checked out
• Reserved for another patron
• Marked as lost or damaged
• Solution: Check other copies

”Library card expired”

Card past validity date:

• Renew the library card first
• Verify student enrollment status
• Contact library admin

”Cannot select media unit”

Ensure:

• Book record selected first
• Unit is in “Available” status
• Unit not marked as reference only

---

Related: Track Returns | Add Books | Manage Library Cards