Generous Efforts of Many/gemcd.zip/GEM.CD.A.po/FEATURES:CIRC.PLUS:DEMO.MANUAL/VII.txt

Text File | 2010-05-14 | 16KB | 377 lines

VII. ADD/UPDATEAdditional Commands
Choosing Option 3: ADD/UPDATE OPTIONS
from the Main Menu and entering the
password takes you to the Add/Update Menu.  The first two choices on
this new menu allow you to enter patrons and titles for the first time
and were covered in an earlier chapter.  Choices three through seven
change or remove data already in the system.
UPDATE/REMOVE PATRONS
   Whenever you make this choice the system begins by putting
the first patron records on the screen.  The first five patron records
are very special.  They are explained in the next section.
   At the bottom of the screen are six commands.  Simply pressing
the letter of the command issues that command.  It is not necessary
to press @Return!.
 CIRCULATION PLUS** Update/Delete Patrons **

 Bar Code # 3
 Patron Name ** BINDERY **___, _____
 Special Location ________
 Street Address _____________
 City, St. Zip ________, _ _____
 Patron Card ID# 3______
 Phone Number (__) __-__
 Card Expiration __
 School Year _
 Patron Type _Cumulative Circulations: 0

N) Next Patron  E) Edit This Patron
 D) Delete This Patron
L) Last Patron  S) Search For Patron  C) Change
Barcode #
  N) Next Patron
   Pressing "N" will make the next patron record appear on the
screen.  Following the first five special patrons, the surnames will
begin to appear in alphabetical order.  This command allows
you to scroll through the records one at a time, from the beginning or
following a search.
  L) Last Patron
This reverses the scrolling and takes you from record to record in
reverse alphabetical order.
  E) Edit This Patron
Once you have located a patron's record that requires editing,
pressing "E" puts the cursor in the patron name field.
Pressing @Return! brings the
cursor down through each field, leaving
the fields undisturbed.  When the cursor is at the field that requires
editing, use the backspace arrow to put the cursor where
you wish to begin.  The insert and delete commands (see page 26) will
simplify editing.  You will notice that
the bottom of the screen tells you that pressing the up arrow
ends the edit mode for this record.  This allows you to leave the edit
routine as soon as you've made the correction, making it unnecessary
to press @Return! repeatedly to bring the cursor to the bottom
of the screen.  If you miss the field where you wanted to stop, press
@Esc! to move back up through the fields.
As soon as you press the up arrow or have moved through the entire
screen, the changes you have made will be recorded and the patron
index will be updated.
   S) Search for Patron
   If you press "S" the screen will ask you to type in the last
name followed by a comma, a space, and then the first name
of the patron you are looking for.  Coming as close
as possible to the spelling of both names will ensure an instant
match.  The system will, of course, do a partial match, bringing up to
the screen the closest match.  If the record brought up to the screen
is not the one you want, the "N" and "L" commands will permit you to
quickly scroll forward or backward
through the records until you find the correct one.
You will notice that the patron's record contains the cumulative number
of check-outs (the total number of items that person has checked
out since the system was installed).   The number of items currently
checked out and the total amount of fines owed is also shown if
applicable.
You may also search for a patron by barcode number.   In
the space for surname, simply type
a pound sign (#) followed by the barcode number.

   D) Delete This Patron
  To delete the patron whose record is displayed on the screen,
press "D".  To help prevent accidental erasures, the system
will ask if you are sure.  If you reply "Y", the record on the
screen will be deleted.  Typing an "N" cancels the deletion request.
   C) Change Barcode# (IBM only)
This option allows you to move a person to a different barcode
number.  After you type a "C," you are asked whether you are sure you
want to move the person.  If you respond with a "Y" for 'Yes,' you will
be asked what the person's new number is.  You may type it and press
@Return! or scan the barcode for that patron number.  As soon as you do
so, the patron's data will be moved to the new number.
   @Esc!
You must press @Esc! to exit from Update/Delete Patrons.
(On the Apple, there is also a "Q" or Quit option.)
SPECIAL PATRON NUMBERS
The first five
patrons are really places rather than people.  They are:
<ql,,86/sp,6>  Bindery                           Barcode #3
<ql,,86/sp,6>  Lost Books                        Barcode #1
<ql,,86/sp,6>  Paid Books                        Barcode #2
<ql,,86/sp,6>  Special #1                        Barcode #4
<ql,,86/sp,6>  In Library Use                    Barcode #5
On the previous page we displayed the screen for that first
record: Bindery.
  has set aside the first five patron records as
special places where books can be "put" when they are neither on the
shelf nor checked out.  So that you will always know where a book is,
it is necessary to check the book out to "somebody" if it is not on the
shelf.
 No overdues
will ever be sent to these "patrons," but you will be able to print
a list at any time of all books that have been placed on them.
 Some books simply disappear from your collection
and must be presumed lost or stolen.  Others are paid for by patrons.
Most librarians, however, do not immediately remove the shelf list
card if a book is reported missing or lost.  A note is made on the
shelf list and is carried forward for one year because lost, missing,
and paid for books have a way of turning up even a year later.  These
five fictitious patrons, then, serve the same purpose as a note on
your shelf list card.  If ever you search for a particular book not
found on the shelf, you will be able to tell the patron if it's in
one of these categories.
Lost Books (Patron #1) You do not check items out to Patron
#1.  The system uses it as a place to transfer items that are still
checked out to patrons who are being deleted from the system.
Paid Books (Patron #2)
If a patron pays for a lost book, check the book out to
patron #2.  If (or when) the book finds its way back to the library,
it can be brought back into the system by checking it back in as
though it were a circulating item.
Bindery (Patron #3)   Patron barcode
number three is assigned
to the bindery.  If you send a book out to be rebound, you should first
check it out to the imaginary patron #3 called "Bindery."  Then if
anyone is searching for the item, the information that it is at the
bindery will be displayed.  When items return from the bindery, simply
check them back in.
Special #1 (Patron #4)This patron number is available for
you to use as you wish, perhaps for some
special collection that may temporarily be housed outside your library.
Up to 200 items can be "checked out" to each special patron
record 1, 2, 3, and 4.
To remove books from patrons 1-4 simply check them back
in.
In Library Use (Patron #5)  Patron #5 is for
In Library Use.  This number is used simply to store a statistical
total for items that are used in the library but not checked
out.  For example, in a high school library at the end of a period, any
items that have been used and either left on desks or left at the
circulation desk can have their barcodes scanned.
 The items are not checked out, and "In Library Uses" are
not considered in the items' cumulative
circulations.  The total number of uses is simply tallied on this patron
number for your statistical use.


   UPDATE/REMOVE TITLES
   The commands for updating book records are very similar
to those for updating patron records. Only a brief description of each
function, then, will be given here. The fuller explanation can be
found in the previous section on updating patrons. You will notice
that the status of the book (in or out) is displayed as well as the
number of circulations the book has seen.  Two circulation numbers
are posted: total check-outs since the system was begun and total
since the Last Report Date.
   N) Next Title
Displays the next record alphabetically in the file.
   L) Last Title
   Displays the previous record in alphabetical order.
   E) Edit This Title
   Allows you to edit or correct this record.
   S) Search for Title
Searching for title is similar to searching for patron.  Partial
matches to the beginning characters of a title
are permitted, and the system will automatically ignore
"The", "A", or "An" if you include them at the beginning of the title.
You may also search for a title by barcode number.   In the
space for title, simply type
a pound sign (#) followed by the barcode number.
   D) Delete This Title
   Removes this record from the file.
   C) Change Barcode #
   Allows you to retain bibliographic information that has been
entered on one barcode number and move it to a different number.  After
selecting this option, you are asked whether you are sure you want to
remove the item.  Then the new barcode number for the item must be
entered.
@Esc!You must press @Esc! to exit from Update/Delete Titles.
TUTORIAL #7
In this tutorial you will update one patron record and one book
record.
Scenario #1
Bryan Granger's family has moved to a new house in the same city,
and you must change his Street Address.
1.From the Main Menu type a``3``to select
Add/Update Options.  Press @Return! when asked for a password.
You will be instructed to flip to the Demo.Print disk in order
to arrive at the Add Update Menu.
2.Type a``3``to select the Update/Remove
Patrons option.  As discussed earlier, the Bindery record will appear.
3.Type an``S``to initiate a patron search.
A line will appear for typing the name.
 CIRCULATION PLUS** Update/Delete Patrons **

 Bar Code # 3
 Patron Name** BINDERY **___, _____
 Special Location________
 Street Address  __________
 City, St. Zip  _______, _ _____
 Patron Card ID#  3_____
 Phone Number    (__) __-__
 Card Expiration __
 School Year     _
 Patron Type Cumulative Circulations: 0

Enter Patron Name (Last, First)?_____________
4.Type` and press @Return!.
 CIRCULATION PLUS** Update/Delete Patrons **

 Bar Code # 3
 Patron Name** BINDERY **___, _____
 Special Location________
 Street Address  __________
 City, St. Zip  _______, _ _____
 Patron Card ID#  3_____
 Phone Number    (__) __-__
 Card Expiration __
 School Year     _
 Patron Type Cumulative Circulations: 0

Enter Patron Name (Last, First)? granger______
5.Bryan's record will appear on the screen.  Type an`
`E``to begin editing.
6.Press @Return! three times to bring the cursor down to the
Street Address field.
7.Use the backspace arrow or the @Delete! key to bring the
cursor back to the first position in the Street Address field
8.Type``422 Willow Road`.
Instead of pressing
@Return!, press the up arrow to tell the computer that you are finished.
9.You may, at this point, try both the L and N commands
(for Next Patron and Last Patron).  These permit you to scroll forward
and backward through the records.
10.Press @Esc! to return to the Add Update Menu.
Scenario #2
You may have noticed that one of the titles in the data base,
"Flying : principles of flight,"
is misspelled as "Flying : principes of flight."  We will
correct it now.
1. Type a``4``to Update/Remove Titles.
The first book title in alphabetical order will appear on the screen.
 CIRCULATION PLUS** Update/Delete Titles **

 Barcode # 187
 ISBN Number0-06-080505-6
 TitleAccidents will happen________
 Call# Auth621.48 Environmental
<qr,275,/nl>TOTAL CIRCULATONS: 0
 Price14.25_
<ql,,182/nl>SINCE LAST REPORT: 0
 Circ PeriodR

 Category 12_ Special Funding
 Category 2__
Title Is In

N) Next Title  E) Edit This Title
 D) Delete This Title
L) Last Title  S) Search For Title C) Change Barcode #

 Type an``S`ito initiate a title
search.  A line will appear for entering the title.
 CIRCULATION PLUS** Update/Delete Titles **

 Barcode # 187
 ISBN Number0-06-080505-6
 TitleAccidents will happen________
 Call# Auth621.48 Environmental
<qr,275,/nl>TOTAL CIRCULATONS: 0
 Price14.25_
<ql,,182/nl>SINCE LAST REPORT: 0
 Circ PeriodR

 Category 12_ Special Funding
 Category 2__
Title Is In

Enter Title:________________
3.Type``and press @Return!.
The record with the misspelling will appear.
4.Type``E``to edit the record.
5.Press @Return! to move to the Title field.
6.Backspace until the cursor is over the "e" in "principes."
7.To insert the missing letter, hold down the @Open Apple!
key while you type an` `(i).  (Release both keys.)
This puts you in the "insert mode."  Then type
the missing letter:` .  As soon as the word is
correct, you can press the up arrow to end the editing.
8.If you wish, scroll through some of the title records by
using the N and L commands.
9.Press @Esc! to return to the Add Update Menu.


UPDATE/REMOVE FINES
You have already practiced editing fines from the Check Out Books
screen.  This is simply another approach to the fine editing functions.
If it is your practice to print
one of 's fine lists and mark off
fines as they are paid, then bring the list to the computer and remove
all paid fines at one time, you will probably prefer to edit the fines
in this mode (from the Add/Update Menu).  On the other hand, if you
remove each fine as soon as it is paid, you will probably do it from
the Check Out Books screen.
Once you have entered the barcode number of the patron, a fine
screen identical to the one you worked with in Tutorial #6 will appear.
Fines are edited in the same way.
   REMOVE A RESERVE FROM A PATRON
   The program will automatically remove a reserve from a
patron when the reserve book is checked out by the patron holding the
reserve.  It will also automatically remove the reserve if the date
typed in as Today's Date (when the system is booted up) is past
the Reserve Expiration Date.  You will remember that when a patron
reserves a book, the system asks for a date past which the patron
no longer wants the book.  The reserves are also kept in the order
in which they were entered.
   There are occasions, however, when you might wish to manually
remove a reserve, perhaps if a patron moves or tells you s/he
got the item elsewhere.  To do so, you will need to know the barcode
number of the patron.  You have already seen how to do a search from
the check-out screen.  You can, therefore, quickly pull up the barcode
number of any patron.
   Afer entering the barcode number of the patron, all reserves
which that patron holds will be listed on the screen.  As with fines,
each reserve will be assigned a number beginning with the number '1'.
You may selectively delete any of the reserves.
TUTORIAL #8
In this tutorial you will remove a reserve.
1.At the Add Update Menu type a``6``to
select the option to Remove A Reserve From A Patron.  The following
screen will appear:
 CIRCULATION PLUS** Delete A Reserve **

Enter Patron # ____
2.Type`  `and press @Return!.  A list of
the items on reserve for patron #49, Carrie May,  will appear.
 CIRCULATION PLUS** Delete A Reserve **

: # : Titles On Reserve For Carrie May :

1The outsiders


Enter # To Delete, Or Press @RETURN! To Continue: ___
3.Type a``1``and press @Return!.  This
removes the reserve from The outsiders.
4.Press @Esc! twice to return to the Main Menu.  It will
be necessary to flip back to the Demo.Program.
   REMOVE PATRONS BY YEAR
   This feature is especially helpful in schools where the
librarian would want to remove all the students from the last
graduating class after they leave.  You do not have to do so.  You
might wish to retain these names for another year if some of these
students have outstanding bills. Since the system will hold 8,000
(or 15,000) names, in most schools
it could easily hold more than four classes at the same time.
After you select Option 7: REMOVE PATRONS BY YEAR, the system
expects you to type a two-digit number indicating a graduating
year.  For example,  freshmen who entered high school in 1985 will have
89 as their graduation year.  Once you have indicated the graduating
year, the screen will ask you if you are sure.  This will ensure
against accidental deletions.  If you press "Y", the program
will look through all the records, deleting all patrons whose
years of graduation match the one you've typed in.
CIRCULATION PLUS  ** Remove Patrons By Year **
Enter The Year You Wish To Remove (0-99):