Borrowers

Borrower Records

Appendix A shows the borrower record elements and toolbar options

From the menue select Circulation 4, Borrowers 43, Borrower maintenance 431

Or Click on shortcut 431 Borrower maintenance to bring up the Identify a Borrower window. You can do a simple search, by name or barcode, or an advanced search.

Type in your name to search for your own record: surname, initial.

If there is an exact match the system will display the full record directly. If the system finds more than one match a screen is displayed with a list of the matching names. Select a name and double-click to display the full record.

If the system does not find a match for the name the following message is displayed:

Have a look at the Advanced Search. Search for your own record using the different methods available. Remember you must type “+” between each search term And this search is an Exact Match search so will only find a result if the capitalisation and punctuation match too.

Joining New Members

Check Vubis first to ensure they are not already members.

Add a new borrower

• Select AFO 431 Borrower maintenance. The Identify a borrower screen appears.

• Click the New record button. The Enter new membership record screen is displayed:

• Enter the new borrower barcode in the Borrower's barcode text box

• Click OK

The form for entering borrower data is displayed.

• Institution/Location will default to the location you are logged on to

• Mobile Stop - select the correct ZM code (only applies to Mobile Libraries)

• Enter the borrower's name details in the Name fields

• Enter Date of Birth

• Enter Gender

• Proof of Identity - select from drop down list

• Proof of Identity by - enter your name

• Enter the borrower's address in the Address fields

• Enter data in any of the other fields displayed e.g. Email address

• Enter Statistical Category if appropriate

• Select the correct Borrower category from the drop-down box

• Select the correct Netloan category

• Click OK. This saves the record automatically.

• Click the Back icon on the toolbar.

• Click Cancel. You will now be back on the Main menu screen.

Copying and Linking Borrower Records

Copy borrower

You can use the Copy function to copy a borrower record. This is useful if you have a borrower already registered and want to register members of the same family.

• Search for and display the original borrower you want to copy from

• Click the Copy icon on the toolbar

The Enter new membership record window is displayed:

• Enter the new barcode

• Click OK

The system displays the new membership record with some basic data already entered.

• Make any additions and amendments required and click OK to save the record.

Linking Borrowers

Linked records are used primarily when one borrower acts as guarantor for another.

Examples of such relationships are parent-child or tutor-student.

If a guarantor's identity is in a record, notices can be sent to the guarantor rather than the guarantee. A separate parameter determines which borrower address is used for which notices, and whether the guarantor's address is used. For example the library could send Overdue Notice 1 to the child's address and Overdue Notice 2 to the parent's address.

The Linked record fields are shown in the child record, the Linked from fields in the parent record.

Linking borrower records together is done by entering the borrower barcode that you want to link the current record with. Relation type is authority controlled. Note is free text.

• Select AFO 431 Borrower maintenance

• Identify the child record

• Select the Linked records group in the record. The following form appears:

• Tick the Yes radio button for Guarantor flag

• Select a Relation type from the drop-down box

• Enter the Guarantor's borrower barcode in the Related borrower id field.

If the borrower is guarantor for another borrower and you try to delete the guarantor

record the following message is displayed.

Modifying Borrowers

You can edit any of the fields in the borrower record.

A form to enter or modify data pertaining to that group is displayed.

Example:

The Identity form is displayed with all the fields that have been allowed for modification.

• Make any changes or add data in the appropriate field and click OK

Borrower History and Status

You can look at the borrower record in more detail from the Borrower maintenance screen by clicking the Details icon
on the toolbar.

The History / borrower status screen is displayed:

The header pane displays the Borrower name and Date of birth, Address and summary information for the borrower.

The columns in the screen show summary information for Suspensions, Loans, Reservations, Payments, block Status, Current special loan statuses, Invoices, Routing lists and Purchase orders. The columns also show any special current special loan statuses and invoices.

You can double-click a line in the screen to see more information. For instance, if you click the Reservations field you will see details of the reservations for the borrower.

Icons on the toolbar correspond to these columns. So for instance if you click the Reservations icon you see the same information. An exception to this is the Current special loan statuses and Invoices columns. To see the information here you must select the line and double-click.

Replacement/Lost card

You can replace a borrower barcode and issue a new card. You can also mark the card as

temporarily Lost without replacing the barcode.

If you completely replace the barcode and issue a new card a parameter determines whether the borrower is charged for the new barcode.

The borrower card replacement can be seen in the borrower details transaction history.

Replace the barcode

• Double-click in the Barcode group in the Borrower maintenance record

The Add/modify current barcode form is displayed

• Select a reason for replacement from the drop-down box

• Enter the new barcode in the New barcode field

• Click OK.

The new barcode is displayed in the Barcode group of the borrower record and the previous barcode is displayed in brackets:

If the original card is presented in Circulation a message is displayed:

A warning is also given in the WebOpac.

Delete a borrower

When you have identified the borrower click the Delete icon
to delete the borrower record.

! You cannot delete a borrower where there are outstanding transactions such as items

on loan, money owed or reservation requests. The Delete icon is greyed out in this case.

! If the borrower is a guarantor for another borrower a message is displayed.

! Please note it is not possible to delete a borrower record when the borrower is linked

to a routing list and/or appears as requestor on an order.

Statuses that prevent a borrower from being deleted are shown when choosing the Technical Data option on the main AFO 431 screen. When you click OK a second popup

window is displayed:

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