Issue and Return Books

Issue and Return Books

Process book checkouts, returns, and renewals. Track due dates and calculate fines for overdue items.

Time required: 1-2 minutes per transaction

Prerequisites

• Library Assistant or Manager role
• Active library card for patron
• Available media unit to issue

Issue a Book

Step 1: Navigate to Media Movements

1. Go to OpenEduCat → Library → Media Movements
2. Click Create for new transaction

Step 2: Enter Issue Details

Field	Required	Description	Example
Library Card	Yes	Patron’s card	”LIB-2024-0001”
Media	Yes	Title to issue	”Introduction to Algorithms”
Media Unit	Yes	Specific copy	”Copy #001”
Issue Date	Yes	Checkout date	2024-10-15
Due Date	Auto	Return deadline	2024-10-29

Note: Due date calculates automatically from media’s loan duration.

Step 3: Verify Eligibility

System checks:

• Card is active
• Card has available slots (under book limit)
• No excessive fines
• Media unit is available

Step 4: Confirm Issue

1. Click Issue button
2. Status changes to “Issued”
3. Print receipt (optional)

Quick Issue (Barcode)

For faster processing with barcode scanner:

1. Click Quick Issue on dashboard
2. Scan library card barcode
3. Scan book barcode
4. Confirm issue
5. Repeat for additional books

Process Returns {#returns}

Step 1: Find the Movement

Option A - From Movement List:

1. Go to Media Movements
2. Filter by “Issued” status
3. Search by card number or media title

Option B - Quick Return:

1. Click Quick Return on dashboard
2. Scan book barcode
3. Movement record opens

Step 2: Return the Item

1. Open the media movement record
2. Verify the correct item
3. Click Return button

Step 3: Check for Fines

If item is overdue:

• System calculates fine automatically
• Days overdue × fine per day
• Fine appears in dialog

Field	Value
Due Date	2024-10-29
Return Date	2024-11-05
Days Overdue	7
Fine Rate	$0.50/day
Total Fine	$3.50

Step 4: Handle Fine

Options:

• Collect Fine: Mark as paid
• Add to Account: Add to patron’s balance
• Waive Fine: Remove fine (requires permission)

Step 5: Complete Return

1. Click Confirm Return
2. Status changes to “Return Done”
3. Media unit becomes available
4. Print receipt (optional)

Renew a Book

Extend the loan period without physical return:

Step 1: Find Active Checkout

1. Go to Media Movements
2. Filter by “Issued” status
3. Open the movement to renew

Step 2: Check Renewal Eligibility

System verifies:

• Renewals remaining (max not reached)
• Item not reserved by another patron
• No overdue status (some configurations)

Step 3: Process Renewal

1. Click Renew button
2. New due date calculated:
   • Current date + loan duration
   • OR Original due date + loan duration
3. Confirm renewal
4. Renewal count increments

Renewal Limits

Patron Type	Max Renewals
Student	2
Faculty	3
Staff	2

Transaction States

State	Description	Next Actions
Draft	Transaction created	Issue
Issued	Book with patron	Return, Renew
Return Done	Book returned	-
Lost	Item marked lost	Close, Replace

Self-Service Checkout (Enterprise)

Patrons can self-checkout via portal:

Portal Checkout

1. Patron logs into portal
2. Searches catalog
3. Clicks Checkout on available item
4. Scans library card (if kiosk)
5. Confirms checkout
6. Receives digital receipt

Portal Renewal

1. Go to My Checkouts
2. Find item to renew
3. Click Renew
4. Confirm new due date

Batch Operations

Batch Return

For processing multiple returns:

1. Go to Media Movements
2. Select multiple issued items
3. Click Action → Return All
4. Review fines for each
5. Confirm batch return

Daily Overdue Processing

1. Go to Library → Overdue List
2. View all overdue items
3. Actions:
   • Send reminder emails
   • Calculate fines
   • Generate report

Reports

Daily Circulation Report

1. Go to Library → Reports → Circulation
2. Select date range
3. View:
   • Total issues
   • Total returns
   • Overdue items
   • Fines collected

Patron History

1. Open library card
2. Click History smart button
3. Export transaction history

Field Reference

Media Movement

Technical Field	UI Label	Type	Notes
library_card_id	Library Card	Many2one	Patron’s card
media_id	Media	Many2one	Title
media_unit_id	Media Unit	Many2one	Specific copy
issue_date	Issue Date	Date	Checkout date
due_date	Due Date	Date	Return deadline
return_date	Return Date	Date	Actual return
state	Status	Selection	Movement state
fine	Fine Amount	Float	Calculated fine
renewal_count	Renewals	Integer	Times renewed

Media Movement States

Technical Value	Display	Description
draft	Draft	Created
issue	Issued	With patron
return	Return Done	Returned
lost	Lost	Item lost

Troubleshooting

”Patron has reached book limit”

Cannot issue more books:

• Check card’s book limit
• Return some books first
• Request limit increase

”Media unit not available”

The specific copy is:

• Already issued
• Reserved for another patron
• Marked as lost/damaged
• Check other units

”Cannot renew - reserved by another”

Item has pending reservation:

• Return item instead
• Contact reserving patron
• Process reservation first

Fine calculation seems wrong

Check:

• Due date was set correctly
• Return date is accurate
• Fine rate in media record
• Card type fine settings

Return button not visible

Verify:

• Movement is in “Issued” state
• You have return permissions
• Record is not in edit mode

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Related: Manage Library Cards | Fines and Overdue