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Expired reservation lists and cancellations

Learn how to get a list of reservations in Amlib which are past the expiry date to allow you to cancel them for borrowers.

You can get a list of reservations past the expiry date - Amlib does not actually cancel them from the expiry date so it is a good idea to get a report for this so you can cancel them for the borrowers.

System Settings

The number of days before a Reservation expires is set in the Supervisor module.

  1. Go to Main > Supervisor > Installation Circulation tab
  2. Scroll down to the Keep a reservation for a maximum number of ### days setting
  3. Adjust the Value column to be equal to the number of days you wish to retain a reservation – for example: 10
  4. F3 Save to save setting changes
  5. From the menu, select Installation > Choose Location, select the appropriate location in the list and click on the OK button
  6. Select the Circulation tab – and scroll down to the Keep a reservation for a maximum number of ### days setting and check the value inserted
  7. Either insert a value for this particular location or leave blank to use the Default setting
  8. F3 Save when complete

Expired Reservations List

Check the Template

It is sometimes a good idea to check that a report template has been correctly loaded.

  1. Launch the Amlib client
  2. Go to Main > Reports > RepReservation
  3. Select Application > RepAddNew
  4. The Report Files window will open – ensure that the Report Entity = Reservation
  5. Select &RESBRF.QRP
  6. Click the F2 Modify button
  7. Description = Reservation Pick Up List
  8. Template = &RESBRF.QRP
  9. Choose Type = Reservations (Default)
  10. You can leave Default Stats Code and Default Detail Stats Code blank
  11. Update History (Y/N) = Y
  12. Update Entity (Y/N) = Y
  13. Click the F3 Update button
  14. Close out of the Report Files window

Create the Report

  1. Go to Main > Reports > RepReservation
  2. Select the F1 New button – the Select Report Format screen will appear
  3. Highlight Reservation Pick Up List &RESBRF.QRP (the Description may differ but the File Name won’t)
  4. Click the OK button
  5. Type in a Description – for example: List of Expired Reservations or whatever makes sense to you
  6. Click the F3 Save button
  7. Select the F7 Where button to set up the selection parameters – this will bring up the Reservation – Reports screen
  8. Enter the following Where search:
    1. Res Expiry Date < Current Date (select the Special button to insert Current Date as a parameter). Use the Paste button to insert the parameter into the list at the bottom of the screen.
    2. You may want to add other restrictors – for example: Res Collect Location =
    3. Click the F3 Save button when complete
  9. Click the F9 Order button and select Bor Barcode from the Columns list and arrow it across into the Order By list, then click the F3 Save button
  10. Select the F3 Save button to save new Report
  11. Select the F8 View button to view report results

Automatically Cancel Expired Reservations

Check the Template

It is sometimes a good idea to check that a report template has been correctly loaded.

  1. Launch the Amlib client
  2. Go to Main > Reports > RepReservation
  3. Select Application > RepAddNew
  4. The Report Files window will open – ensure that the Report Entity = Reservation
  5. Select &RESEXP.QRP
  6. Select the F2 Modify button
  7. Description = Expired Reservations
  8. Template = &RESEXP.QRP
  9. Choose Type = Expired Reservation clear
  10. You can leave Default Stats Code and Default Detail Stats Code blank
  11. Update History (Y/N) = Y
  12. Update Entity (Y/N) = Y
  13. Click the F3 Update button
  14. Close out of the Report Files window

Create the Report

It is possible to delete reservations that have expired by selecting the report &RESEXP.QRP, which has a Report Type of Expired Reservations. Make sure that the Update Status column is set to Y.

  1. Select the F1 New button – the Select Report Format screen will appear
  2. Highlight Expired Reservations &RESEXP.QRP (the Description may differ but the File Name won’t)
  3. Click the OK button
  4. Type in a Description – for example: Cancel Expired Reservations or whatever makes sense to you
  5. Ensure Update Res Status column = Y
  6. Click the F3 Save button
  7. Select the F7 Where button to set up the selection parameters – this will bring up the Reservation – Reports screen
  8. Enter the following Where search:
    1. Res Expiry Date < Current Date (select the Special button to insert Current Date as a parameter). Use the Paste button to insert the parameter into the list at the bottom of the screen.
    2. Res Item Status NOT IN PRINTED,RETURN – this will remove items collected from the shelf and items placed on hold after being returned
    3. You may want to add other restrictors – for example: Res Collect Location =
    4. F3 Save when complete
  9. Click the F9 Order button and select Bor Barcode from the Columns list and arrow it across into the Order By list, then click the F3 Save button
  10. Select the F8 View button to preview reservations to be cancelled

Running the Cancellation Report

This report MUST be run via the Scheduler.

Start the Scheduler

  1. From the Report screen (Main > Reports > RepReservation), select Application RepStartSchedule
  2. The Report Scheduler screen will then open
  3. Select your printing options: Ensure Printing is ticked – if you would like to save the report to a file, ensure that Save to File is ticked
  4. Also decide If a report is scheduled by another user do you still want to print it? = Yes/No
  5. Then select the OK button

After selecting “OK”, if you go back into the Application menu you will see that RepStartSchedule is now greyed out with a tick next to it – this indicates that the Scheduler is now running.

Please Note: If you need to restart the scheduler at any point, you will need to log out of all Report screens (Ctrl + L) and start at the beginning of these instructions.

Scheduling the Report

  1. With your report highlighted, select the F6 Print button
  2. A Print box will display where you can select from the following options:
    1. From:
      • Database (to search the entire database)
    2. To:
      • Printer (to print list) or File (to save list to file)
    3. Frequency:
      • Once Only (if this is the only time you’re going to print this report)
      • Daily (if you plan to send it every day)
      • Weekly (if this is a once a week item)
      • Monthly (if this is to be printed every calendar month)
      • Every ___ days (if you want to set a specific schedule
    4. Schedule:
      • First Print Date (the day you want this report to begin its schedule)
      • First Print Time (specifies the exact minutes the report will run)
    5. Selected Printer:
      • You can specify any active printer on the network to print to – including virtual printer drivers such as a third party software that allows you to print to PDF (For example: CutePDF Writer)
  3. Once you have selected all of your settings, click the OK button

Check Print Progress

1. You can check the progress of your reports at any time by going into Main > Reports RepPrintProgress.

 

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