Before using the Loans module

Before using the Loans module

User records

You will need to have records stored in the Users database i.e. people who are going to borrow the item(s).

Catalogue records

Items that you wish to lend must have a RefNo.

Loan Use text

When you issue an item, you will be asked to enter a reason/usage for the loan. This is optional, so it can be left blank if you wish. Using the Administration Menu, you can set up text to be filled in to this dialogue box automatically: 

From the Main Menu, select Administration Menu, Parameters Menu, Loan Parameters. This will allow you to type in the "Default reason for loan", press OK when finished.

This text will appear in the loan reason/usage box when you issue an item and can be accepted (left as it is) or overwritten (changed to another reason) or deleted (so that the reason is just blank).

Closed Dates

You probably won't be making productions on days that the office is closed (for example, Sundays or bank holidays). You can set up days of the week or specific dates the office will be closed from the Administration Menu.

To do this: From the Main Menu, select Administration Menu, Parameters Menu, Loan Parameters. You can type in days of the week or dates. Press OK when finished.

Prerequisite Checklist

In order for a loan to be issued by Calm, the following conditions must be met:

• There must be both user and catalogue records.
• The item must not be in conservation.
• The loan dates cannot overlap any other loan of the item unless that loan has already been returned (for example, if the item was returned early).
• The archive must be open on both the DateIssued and DateDue.

In addition, the following conditions should be met or Calm will give the user a warning message (however, it is possible to ignore the message):

• The OrderStatus field should have text in it (for example, 'Orderable').
• The OrderStatusOverride field should not have text in it (for example, 'Being photographed by reproductions department').