Track Returns

Track Returns

Monitor book returns, process incoming materials, and manage overdue items. Track due dates and handle fine calculations for late returns.

Time required: 1-2 minutes per return

Prerequisites

• Library Assistant or Manager role
• Book currently issued to patron
• Access to Media Movements

Process Book Return

Step 1: Find the Checkout Record

Option A - Search by Book:

1. Go to OpenEduCat > Library > Media Movements
2. Filter by “Issued” status
3. Search by book title or barcode

Option B - Search by Patron:

1. Open patron’s library card
2. Click Checkouts smart button
3. Select the book to return

Option C - Quick Return:

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

Step 2: Verify Book Details

Confirm you have the correct record:

Field	Value to Verify
Book Title	Matches physical item
Unit/Barcode	Matches book barcode
Patron	Correct borrower
Due Date	Reference for fine calculation

Step 3: Process the Return

1. Click Return button
2. System records return date (today)
3. Calculates any overdue fines
4. Updates book status to “Available”

Step 4: Handle Fines (If Applicable)

If the book is overdue, system calculates:

Field	Example
Due Date	2024-10-15
Return Date	2024-10-22
Days Overdue	7
Fine Rate	$0.50/day
Total Fine	$3.50

Fine handling options:

Action	Description
Collect Fine	Mark as paid immediately
Add to Account	Add to patron’s balance
Waive Fine	Remove fine (requires permission)
Partial Payment	Accept partial amount

Step 5: Complete Return

1. Click Confirm Return
2. Status changes to “Return Done”
3. Print return receipt if needed
4. Book available for next checkout

Monitoring Overdue Items

View Overdue List

1. Go to Library > Overdue Items
2. List shows all items past due date
3. Sort by days overdue or patron

Overdue Report Columns

Column	Description
Patron	Borrower name
Book	Title and barcode
Due Date	When it was due
Days Overdue	Current overdue period
Fine Amount	Accumulated fine
Contact	Patron email/phone

Send Overdue Reminders

1. Select overdue items
2. Click Action > Send Reminder
3. Choose notification method:
   • Email reminder
   • SMS notification (if configured)
4. System sends automated message

Return Conditions

Inspect Physical Condition

Check returned books for:

• Cover damage
• Spine integrity
• Page tears or markings
• Missing pages
• Water damage

Record Condition Issues

1. Open the media unit record
2. Update Condition field
3. Options:
   • Good
   • Fair
   • Poor
   • Damaged
4. Add notes describing damage

Handle Damaged Returns

1. Assess damage severity
2. Calculate repair/replacement cost
3. Create damage charge:
   • Click Add Damage Fee
   • Enter amount
   • Add to patron’s account
4. Update unit status if needed

Lost Book Processing

Mark as Lost

1. Open overdue movement
2. Click Mark as Lost
3. System:
   • Removes from circulation
   • Calculates replacement cost
   • Adds charge to patron

Lost Book Charges

Charge Type	Description
Replacement Cost	Book purchase price
Processing Fee	Administrative charge
Outstanding Fines	Accumulated overdue fines

Found After Lost

1. Open the lost movement
2. Click Found - Restore
3. Decide on charges:
   • Full refund
   • Partial refund
   • No refund (processing fee)

Batch Return Processing

For multiple returns at once:

1. Go to Media Movements
2. Filter by “Issued” status
3. Select multiple records
4. Click Action > Return All
5. Review fines for each
6. Confirm batch return

Reports

Daily Returns Report

1. Go to Library > Reports > Daily Activity
2. Select date
3. View returns processed
4. Export to PDF/Excel

Fine Collection Report

1. Go to Library > Reports > Fines
2. Select date range
3. View:
   • Total fines assessed
   • Fines collected
   • Outstanding balance

Field Reference

Media Movement

Technical Field	UI Label	Type	Notes
return_date	Return Date	Date	Actual return date
due_date	Due Date	Date	Original due date
fine	Fine Amount	Float	Calculated fine
state	Status	Selection	issue, return
condition_on_return	Condition	Selection	Book state

Fine States

State	Description
Pending	Fine not yet paid
Paid	Fully collected
Partial	Partial payment received
Waived	Fine removed

Troubleshooting

”Cannot find checkout record”

Verify:

• Book barcode is correct
• Movement not already returned
• Search includes correct date range

Fine calculation seems incorrect

Check:

• Due date was set correctly
• Return date is accurate
• Fine rate in book record
• Library closed days excluded

Return button not appearing

Ensure:

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

Book status not updating

After return, verify:

• Movement state is “Return Done”
• Media unit status is “Available”
• No system errors in log

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Related: Issue Books | Fines and Overdue | Manage Library Cards