Handy Library Manager, borrower table, things to know about data entry

Library Software for Windows

Handy Library Manager
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Help, how to topics > Library Users > What you need to know about some data fields in the BORROWERS table.

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Library Patrons
-  library patrons
-  new patrons table
-  old patrons table
>  borrower data, things to know
-  search, select new borrowers
-  suspended status
-  expiry date membership
-  send emails to patrons
-  print marker; random selection
-  delete borrowers
-  move borrowers
-  move borrowers; print marker
-  track teacher, grade info
-  record teacher/grade in loans

< old patrons table

search, select borrowers >

What you need to know about some data fields in the BORROWERS table.

NAME: This field cannot be left empty. To save the record, you need to enter the borrower's name. Once only the name is entered, the program will support all library functions, including check-in, check-out, and barcodes.

DATE_ADDED: When you create a new library member record, our application automatically generates the DATE_ADDED value, which corresponds to the entry date. Use this field when defining library searches or filters in the following scenarios: printing patron cards for new library members, generating a new member list report, or sorting library member records by entry date

BOR_IDNO: For every new record, the software generates unique record identification numbers. The BOR_IDNO for a new record will increment by 1. You can sort borrowers by BOR_IDNO, which reflects the order in which records were created. If the program assigns borrower barcode numbers, it uses BOR_IDNO. This field is useful when defining searches or filters in the following situations: printing new borrower ID cards or sorting borrowers by entry order.

BARCODE: This field is utilized in the check-in and check-out window. When the barcode is scanned from the member card (or entered manually), our library system compares this value with the BARCODE data field. If there is a match, the borrower is selected, and their data is displayed in the check-in/check-out window. You can enter BARCODE numbers in two ways: either by entering existing numbers (manually, scanning from the label, or importing) or by leaving this field empty so that the system can generate numbers for you. The BARCODE data field is also used in many predefined label templates, such as borrower ID cards.

EXPIRY_DATE: If library members are allowed to use library services for a defined period, use this field to specify the expiry date. When a member attempts to check out a library item and the RETURN_DATE is before the EXPIRY_DATE, the program will display a warning message for the librarian. If you do not need to use expiry dates, you can leave this box empty. Learn more about member expiry date.

PRINT: The Borrower Add/Edit windows include Print marker checkboxes. If you modify some records and later wish to process only that group, use the PRINT marker. The program will allow you to easily select and process records with PRINT = Y. Print Marker

SUSPENDED: If there are any issues with a library member and you want to prevent them from borrowing items, you can suspend the borrower until all problems are resolved. Learn more about How to suspend borrower?.

TYPE: Use this field to designate the borrower type (e.g., Student, Teacher, Junior, Child, Adult, Senior, etc.). We recommend utilizing this value when establishing checkout rules, such as defining checkout limits and loan periods by borrower type.

EMAIL: You can send emails from our program, but only to borrowers with valid email addresses. Various email notifications can be sent, including overdue items, outstanding items, and reservations. Emails can be sent from the Manage Loans window (for overdue or outstanding messages) or from the Borrowers window (for sending library newsletters to all library patrons). To enter multiple email addresses in the EMAIL field, use a semicolon as a separator (;).

CUSTOM1-CUSTOM9: Users can decide how to implement these fields within the library system. For instance, you can enter information such as student class, teacher name, or office department.

BARCODE
how to set barcode format

If you do not enter barcode values, our program will handle them. You can configure the borrower barcode number format (prefix and length) in the Options window.

BOR_IDNO, DATE_ADDED, BARCODE
borrower id number, barcode, date added

You can add BOR_IDNO, DATE_ADDED, and BARCODE to the grid. Right-click the grid header to display and select grid commands.
1 - borrower records are sorted by BOR_IDNO data field
2 - BOR_IDNO value is used in the BARCODE (BOR_IDON=234, BARCODE=B00234)
3 - application automatically creates DATE_ADDED value

PRINT

Print Markers, Random Selection

You can easily access Set and Clear PRINT marker commands.

library member print and suspended flags

Print Marker, Suspended Status

You can easily access Set/Clear PRINT and SUSPENDED markers in the Add/Edit Borrower window.

how to use PRINT marker in search filter

Easily define search with PRINT; only records with PRINT = Y are listed and ready for processing. For example, you can print reports or card barcode labels.

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