When checking in a returned loan, care must be taken to verify each specimen sent is returned, and no specimens have been damaged. Carefully unpack the loan, setting the specimens on to a work surface near a computer. Lay the specimens out in numeric order. This will help speed up the verification process. Set the paperwork aside for now.
Opening the loan record:
First, Open Specify.
Most loans will be checked in via the loan form. Run a quick query for the loan number, (instructions found here) then double click this number in the query results to open the record. The loan record has to be put in 'edit' mode before you can proceed.
At the bottom of the form is a list of all the Catalog numbers, preparation types, and quantity of specimens sent out to the borrower. It is the responsibility of the person checking the loan in to verify everything is accounted for, and in good condition. This verification is entered directly into the return/resolved Return Loan sub-form.
Note the areas highlighted in red- these are the return preparation fields. Below that, highlighted with a green arrow, is how you access the sub form.
Basic Loan Return:
Follow this guide for filling in the information in the return/resolved Loan Return sub-form.
In order for the final reports to work properly, loans must marked as 'Closed', with the date the loan was closed filled out. Hit Save and exit. Proceed to the section on running reports for the final steps of checking a returned loan in.
Sections in this page:
- Basic return loan
- Rapid loan return
- Partial return loan
Things to know:
Other chapters in this section:
Quick loan return
Small loans of one or two specimens can be rapidly processed through the Return Loan selection in the Interactions side bar. There are no options in this method to check quantity, catalog number or remark about condition.
First, Enter the loan number (which should be included in the paperwork sent back with the specimen). If there are more than one loan being checked in, list them out with a comma separating them. Next, click OK The specimens are now marked as returned and the loan is closed.
Partial Returns
while not common, at times it is necessary to take a partial loan return. This happens more often with exhibit loans, but it can happen with any type of loan. When partial loans need to be processing, you have to edit the loan preps individually.
To take in a partial return, simply follow the same process as the basic, and in the Return Loan pop-up window, select ONLY the specimens that are being returned. In the remarks field, make a note of the partial return. It's a good idea to make a statement in the main loan remarks field, also.
Hit save and this window will close. Remember to save your changes from the main form, also!
