Statements of Checked-out Items

A statement of checked-out items is a summary of all items checked out to patrons, including virtual item checkouts (ILL and INN-Reach items). Sierra sends statements of checked-out items to patrons when you prepare and send the relevant notice type using the Notices function.

For more information, see the following:

• Setup and Functionality Information
• Customizing Statements of Checked-out Items
• Default Statement of Checked-out Items
• Example Statement of Checked-out Items

Setup and Functionality Information

Generating Statements of Checked-out Items—Timing

Libraries typically print statements of checked-out items less frequently than other notices (for example, at the end of a semester or quarterly).

Generating Statements of Checked-out Items—Processing

Depending on the criteria you specify, it can take the system a long time to generate these statements. While Sierra prepares statements, it displays a progress dialog. To stop this process, choose Cancel.

To ensure that the system processes Statements of Checked-out Items in a timely manner, run the notices job on a subset of your library's patron records as follows:

1. Create a review file that uses a patron record field as the search criteria (e.g., P TYPE).
2. In the notices job parameters screen, choose Review from the Range drop-down list in the Options pane.
3. In the Review file drop-down list, select the review file you created.
4. Select any other parameters desired.
5. Prepare the notices job as desired.

Items Listed

Statements of checked-out items list the items that are currently checked out only. Generating these statements does not affect the database.

Positioning Item Information on the Statement

The setting of the Fines/Bills: Where to print Bill Info circulation option determines the positioning of the item information on a statement of checked-out items. The height element of this circulation option controls the number of items printed on each statement. This setting applies to both default statements and statements customized using print templates.

Customizing Statements of Checked-out Items

Your library can customize statements of checked-out items as follows:

• Default Notice—The default statement of checked-out items is described below. If you choose to use the default notice, you can customize the statement of checked-out items notice text and the return address. To configure the notice form used for all default notices, see Formatting Options for Default Notices.
• Print Templates—If your library has enabled the Print Templates feature, you can use the third-party Jaspersoft Studio application to create or modify print templates for the statement of checked-out items.

Default Statement of Checked-out Items

The default statement of checked-out items has the following elements:

Return Address

A value determined by the setting of the Statements: Library address determined by circulation option.

Date

The date on which the statement is generated.

Patron Name

The patron's name. The system obtains this data from the PATRN NAME variable-length field in the patron record.

Patron Address

The patron's address. The system obtains this data from the ADDRESS or ADDRESS2 variable-length field in the patron record.

Notice Text

checked out text from the Text of Circulation Notices table, as specified by staff when preparing the statement.

AUTHOR

The title's author. The system obtains this data from the AUTHOR variable-length field in the bibliographic record.

TITLE

The item's title. The system obtains this data from the TITLE variable-length field in the bibliographic record.

LOC

The location to which the item belongs. The system obtains this data from the LOCATION fixed-length field in the item record.

DUEDATE

The date on which the checked-out item is due. The system obtains this data from the DUE DATE fixed-length field in the item record.

Text of Circulation Notices Number

The number of the Notice Text in the Text of Circulation Notices table.

Example Statement of Checked-out Items

The following is an example statement of checked-out items:

  Main Library                                Fri April 18 2003
  2344 Sixth Street
  Berkeley, CA 94710

                                                      Smith, John
                                                      1734 Spruce St. #6  
                                                      Berkeley, CA 94709  

  These items are currently checked out to your library card per
  our records.

      AUTHOR         TITLE                         LOC     DUEDATE
      Graf, Fritz    Greek mythology : an introdu  rtml    01-01-2010

                 5

See also:

Using Circulation Notices

Text of Circulation Notices Table