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OPALS
Circulation Guide

 
 
Circulation management functions use barcodes and barcode readers to manage loans, returns, reserves, renewals, etc.
NOTE: Before using the circulation module be sure to setup User types (e.g. Students, Faculty) and Item types (e.g. General, Reference, Video) and other preferences using the
Administration Preferences menu.

Main Menu | Loans | Renewals | Returns | Reserve | Notices | In-Library Use | Item Status

Loans Page

Loaning items

  1. Login to OPALS, if necessary, Select Circulation> Loans from the main menu.
  2. Both the username barcode box and the Item barcode box will respond to patron / user barcodes
    1. Type all or part of user's name, in the user barcode box :
      • press enter or click OK.  If more than one choice appears:
        • Find the user
      • Double-click on user's name or click and use Select button
        OR
    2. In username OR items barcode box:
      • Scan barcode
  3. In Item Barcode box:
    • Scan or type barcode (press enter or click Loan if needed)
    • Repeat for each item
  4. Repeat steps 2 and 3 for each user

To change User

  • Click on Switch User
    or
  • press escape key and enter new user name or barcode
    or
  • scan the new user's barcode into the Item's barcode box

To change default due date (for vacations, etc.) :

    1. Click on the calendar button under Session Due Date.
    2. Choose your due date using the arrows to scroll through months.
    3. Click on desired date.  The date appears in box next to calendar button.

Session Due Date

If you click in the Session Due Date box, the calendar date below it will remain in effect until it is changed or you logout.  If session due date box is not checked, due date returns to default setup when next user is scanned.

Drop-down Date Due Display

Library staff can view a list of actual due dates for each loan category that is defined in the items ‘ loan category table by clicking on this button in the Loans page.

Marking an Item lost

"Lost' is a term when you know who lost the item. Not only is it missing - you know who is responsible. This atribute can be set on an item from the loans screen while a patrons name and transactions are on display. It can also be set from within the item status screen.

After being marked as Lost, the status column on the search result screen will show no holdings if there is only one copy.  When the record is opened, the barcode will appear in red and say Lost in the Due column. Lost records are automatically set back to active if thy are returned.

Mark an Item "Lost" from the Loan page:

While a patrons name and transactions are on display,

  1. Select the check box on the right of any item titles.
  2. Click the Lost button

 

Renewals

There are two ways to  renew an item in OPALS.

Renew by barcode
  1. Select Circulation> Renewals from the menu.
  2. Click the Standard or the Select Date radio button
    1. Select Date gives an opportunity to use the calender and select a date other than the Item's default date.
  3. Scan or type barcode in Item Barcode box (press Enter key or click Renew button if needed.)
  4. Scan as many items as needed.
Renew while loaning
    1. Select Circulation> Loans from the main menu.
    2. Enter user's name or barcode.
    3. Look in the user's list of loans:
    4. Click in the box next to the item you wish to renew.
    5. Use the Renew button at the bottom of the Loans table. 
      • If you wish select a date other than the Item's default date use the Select Date radio button and calender.
    6. Click the Renew button. 

Reserve

Reservations in OPALS are based on the title of an Item. This allows an item that has many copies (multiple barcodes) to be reserved and loaned as easily as a title with only one copy.

Reservations can be made by using one of two ways: 1) use the OPAC search function; 2) scan a barcode of the item.

Search and Reserve an item:
    1. Enter your search into the "Keyword" search box. The search will display the title(s) that matched your search.
    2. Click on the title of the desired item to view its detail.
    3. Click Reserve button.
      1. If you were previously in the Loans function, then the last person to whom an item was loaned will appear along with the title of the item you wish to reserve.
      2. If you do not wish to reserve to that user press the Switch User Button.
      3. Enter Username/Barcode.
    4. If you wish to use a reserve period other than the default: 
      1. Choose the "select date" radio button from the calendar
      2. Click on the calendar icon and select the new date.
    5. Click the Reserve button. The user's reserved items table will appear.
      1. Reserve may be canceled by checking in box at far right and clicking "Cancel Selected Items".
Reserve an Item using its barcode
    1. Choose Circulation>Reserve from the main menu.
      • If you were previously in the Loans function, then the last person to whom an item was loaned will appear along with a box to Enter the item barcode that you wish reserve.
        • If you do not wish to reserve to that user press the Switch User Button.
        • Enter Username/Barcode.
      • If you were not previously using the loans function, then OPALS will ask you for the user name/barcode
    1.  Scan a barcode into the Item Barcode box
    2. Click 'Add to reserve list" button. An "Items to Reserve" table will appear.
    3. Add as many different item barcodes as needed.
      • If you wish to use a reserve period other than the default: 
      • Choose the "select date" radio button from the calendar
      • Click on the calendar icon and select the new date.
    4. Click the Reserve button. The user's reserved items table will appear.
      • Reserve may be canceled by checking in box at far right and clicking "Cancel Selected Items".

Overdue Lists and Notices:

Overdue Notices and Lists are created in OPALS by selecting a range of dates. By default the date will be set starting with the system calendars opening date, and ending today. If you wish to send notices only to those users who are more than 90 days overdue, then the ending date would be set to 90 Days previous to the present date. Many other options could be chosen.

Overdue Notices

    1. Select Circulation> Notices from the main menu.
    2. Choose a "From" Date, By default OPALS will use the opening date set in your calendar. If needed, also choose a "To" Date.
    3. Click on arrow next to "Group loans by" box. Choose one of the following:  Teacher, Grade, Homeroom or User
    4. Click Create Report.

     

    Print a list

    Overdue Lists can be created for groups of users. For example a list could be printed to give to the teacher or homeroom of a group of students in an Elementary school.

    1. Click Print List to print entire list OR click in box of each entry you want to print, then click Print List.
    2. A popup window will apear with your selected list and a print dialog

     

    Print a Notice

An Overdue Notice would contain all the items that a single user has overdue.

NOTE: See also the Report called Loaned Items to create reports that include all the present loans of a user.

    1. Click on arrow next to "Group loans by" box. Choose Teacher, Grade, Homeroom or User.
    2. Click Create Report.
    3. Click Print Notices
    4. Make selectons from the Print options box
      • to home address or a handout
      • One, two, or three notices per page
      • With or without a title
    5. Type in any optional message to print with each notice
    6. Click Select All, File, Print to print entire list.

Returns

Whenever you return an item, information about the borrower and any special messages about circulation of the item will appear on the screen after the barcode is scanned. There are two ways to return items in OPALS.

Returns via Loans page

Select Circulation> Loans from the main menu.

    1. Enter user's name or barcode.
    2. Look in the user's list of loans:
    3. Click in the box next to the item(s) you wish to return.
    4. Click the Return button at the bottom of the Loans table. 
Returns via Returns page

Select Circulation> Returns from the main menu.

  1. If the item you wish to return is damaged and you wish to remove it from the collection for a time, select the radio button "Damaged".
  2. Scan or type barcode into the Item Barcode box.

After being marked as Damaged, the status column on the search result screen will show no holdings if there is only one copy.  When the record is opened, the barcode will appear in red and say "Damaged" in the Due column

In-Library Use

To Keep Track of Items Used in Library:

Select Circulation> In-Library Use from the main menu. 
  1. Scan or type barcode in Item Barcode box (press Enter key or click Register button if needed.)
The report Circulation Statistics keeps track of these totals.

Item Status

To Find Status of Items by Scanning Barcodes:

Use this function to view who has a particular item and to whom it is reserved or held. You may also modify the Item Status or Item Type of each item via this page. Select Circulation> Item Status from the main menu. 
  1. Scan or type barcode in Item Barcode box (press Enter key or click Check Item Status button if needed.)

    NOTE: You also may modify the Item status (Active, Missing, Damaged, Lost) and Item Type (G, Ref, Video, etc) from this page. Be sure you use the "Save" button after any modification.

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