It is possible to link stock items to one (Master) item. All the linked (or Subsidiary items) show as on loan when the Master is on loan. This is useful for sites that want to set up kits or videos (with programs catalogued separately) and do not wish to loan out the separate items independently.
example | subsidiary items | |
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Videos with multiple programs | Title: ABC for Kids Master |
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Kits |
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Kits can be added as a Master with Subsidiary items, or alternatively as a single item. Use the former for those instances where you would like the ancillary items to be searchable on the catalogue.
Otherwise a Memo on the stock item which lists the ancillary items would suffice.
Note: If an item is ON LOAN, the stockitem will not be able to be linked to the master Record, and the Create Link will remain greyed out, until item has been returned. Once returned the item can then be linked to this master record.
Return the Master Item:
This procedure applies to checking in or scanning through the returns module any items that have been set up with a Master-Subsidiary relationship (for example, kits with several parts or boxes of books and other library items).
field | explanation/options | example |
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Process Code | A process code can be entered in this field to be automatically added to items with a Y in the Add Process? column. | |
Alert | If set to Y a message will display at issues if the item is checked out to another borrower, to alert the operator to the Process Code on the item. | A message will appear at the issues screen to indicate that the item has a process code (see screen shot below). Click the OK button to proceed with the issue. |
OPAC | If set to Y, the item will show on the OPAC. | If the item is missing, setting the OPAC to N will mean that library users will not see the item displayed and this will prevent them from asking for an item that is not available. |
For Loan | If set to Y, this will allow the item to be borrowed if presented at the circulation counter. | For missing items or parts of a set, this may be set to N to stop the item from being borrowed until the process code is removed or the item is returned to its set. |
Memo Type | Information contained in these fields will determine the memo placed on selected items. A Memo Type can be selected from the list of Memo Types. Additional or alternative text can be added in the Text field. | A Memo Type of BULK LOAN may have been created and selected in this screen. The Text may include the details of the set that was originally loaned out. |
Text | ||
Return? | The system will check in/return any items with a Y in this column | If items are present, they can be checked in and those not present are marked with an N so they remain checked out and undergo normal overdue processes. Alternatively, all items may be checked in (mark items with a Y in this column) and a Process Code may be used instead. |
Add Memo? | A memo will be added to those items marked with a Y in this column | A standard memo for bulk loans may be added to those items that are not present – to indicate what set they were originally loaned in, and that the parts had not been returned. |
Add Process? | A Process Code (see above) will be added to any items with a Y in this column | Items may have a process of ‘missing part’ to indicate on the catalogue that they are part of set that is now incomplete. |
It is possible to change the System settings so that when a Master Item is checked in via the Returns module, it automatically shows Subsidiary Return Check list of the Subsidiary Items:
HINT: Alternatively, you can attach a memo to the Master Item, so that a message displays with an indication of how many items are attached so that this can be checked:
Note: You will be unable to delete a Master Stockitem record if it has linked items. The Master cannot be removed as a Master until the items are first disconnected.