Item Status Changes {LCIO-10}

This option allows the user to manually enter status changes in respect of an item. The rules under which this option operates were defined in the menu {LPMM-5} In order to have proper control of the status of all items at all times, it is necessary that all movements of items from the shelves to any other destination be recorded. The issue option will take care of items issued to users, returns etc., but all other cases must be recorded here.

Fields in the option:

Block 1: Item Information

Field	Type & Length	Description
Item Status	A2	To change the status of an item, the record of the item is queried by using its Item Number. The details of the item and its present status will be displayed. The new status can then be entered, the system date automatically being recorded as “Last Status Change”. If the proposed change is not a valid one, the user will be advised accordingly.
	The system will not allow a status of “IS” to be changed manually. This is mainly for security reasons. If, for instance, an item which has been issued is reported missing, one of the following two procedures could be followed: When a fine has been accumulated and the person also has to pay for the lost item, the following procedure would be applicable: Return the item under option {LCIO-2}. The fine will be generated. The person's account can be debited directly under option {LCIM-7}. The Item Number should be queried under option {LCAO-3} and the status changed to “WI” (Withdrawn). The system will automatically record the system date as the “Date Deleted” on the second screen and all circulation records for this item in the system will be cleared. In the light of the odd chance that the item could turn up again, the status could be changed to “MI” (Missing), in which case the record would not be removed from the system when option {LMNT-5} is executed. If no money is involved, only step 3 as described above need be followed. The issuing, renewing, and return of items via options {LCIO-1}, {LCIO-2} and {LCIO-3} will automatically adjust the status of those items. NOTE: If an item is returned to a branch other than its “home” branch, the status upon return will be set to “IT” (In Transit). When the item is received at the home branch, the status should be reset to “SH” (Shelf) under this option. This option can also be used to establish the present status of an item. To allow for individual users to define options of their own choice to be used for status changes, a field has been added to “Item Status Changes”, where this access can be defined - either “I” for Circulation or “A” for Cataloguing or “B” for both.

Field

Type
&
Length

Description

Item Status

To change the status of an item, the record of the item is queried by using its Item Number. The details of the item and its present status will be displayed. The new status can then be entered, the system date automatically being recorded as “Last Status Change”.

If the proposed change is not a valid one, the user will be advised accordingly.

The system will not allow a status of “IS” to be changed manually. This is mainly for security reasons. If, for instance, an item which has been issued is reported missing, one of the following two procedures could be followed:

When a fine has been accumulated and the person also has to pay for the lost item, the following procedure would be applicable:

Return the item under option {LCIO-2}. The fine will be generated.
The person's account can be debited directly under option {LCIM-7}.
The Item Number should be queried under option {LCAO-3} and the status changed to “WI” (Withdrawn). The system will automatically record the system date as the “Date Deleted” on the second screen and all circulation records for this item in the system will be cleared.

In the light of the odd chance that the item could turn up again, the status could be changed to “MI” (Missing), in which case the record would not be removed from the system when option {LMNT-5} is executed.

If no money is involved, only step 3 as described above need be followed.

The issuing, renewing, and return of items via options {LCIO-1}, {LCIO-2} and {LCIO-3} will automatically adjust the status of those items.

NOTE: If an item is returned to a branch other than its “home” branch, the status upon return will be set to “IT” (In Transit). When the item is received at the home branch, the status should be reset to “SH” (Shelf) under this option.

This option can also be used to establish the present status of an item.

To allow for individual users to define options of their own choice to be used for status changes, a field has been added to “Item Status Changes”, where this access can be defined - either “I” for Circulation or “A” for Cataloguing or “B” for both.

Example:

Processing Rules
	No special processing rules