Return And Renew Items

Use Circulation Manager > Circulation Desk when a member returns one or many items or asks to renew an active loan. Return and Renew can both begin with an item scan; the desk identifies and displays the borrowing member automatically.

Return Items By Member

1. Select Return in the Scan Desk header.
2. Scan or search the member in Member lookup.
3. The member card appears and every active loan for that member loads into the lower Item Lookup table.
4. Select the checkbox for each item physically received, or use the heading checkbox to select all visible loans.
5. Review the title, accession, current status, due date, and Location for each selected row.
6. Select Return Selected at the far right.
7. Review the completion message and any overdue, fine, condition, rental, or deposit attention.

Scanning the member does not select every loan automatically. This prevents an item that was not physically returned from being closed by mistake. Clear Selection unchecks all rows but keeps the member and active-loan list visible.

Return Items By Copy

1. Select Return.
2. Scan one issued item's barcode, accession number, or RFID value in Item lookup.
3. Libcodesk selects that item automatically, identifies its borrower, displays the member card, and loads the borrower's other active loans.
4. Scan more returned copies or select additional checkboxes when the member brought several items.
5. Select Return Selected.

If no active loan exists for a scanned copy, the item is not added as returnable and the reason appears beside Item lookup. A return is never blocked merely because the member has since expired, become inactive, reached a limit, or lost collection access: the library must always be able to receive its property.

The return records the applicable Membership Plan and fine context so later fine processing and audit review remain accurate. Lost/damaged condition decisions and final account collection follow the configured circulation and Accounts workflows rather than silently changing money records during scanning.

Renew An Item

1. Select Renew in the Scan Desk header.
2. Scan an issued item's barcode, accession number, or RFID value in Item lookup. Member lookup is optional; the item is the authoritative starting point.
3. The desk automatically loads the member who borrowed that copy and displays all of that member's active loans. The scanned loan is selected.
4. Review the current due date and proposed New due date, then select any additional eligible loans to renew.
5. Ineligible loans remain visible but cannot be selected. Use their reason button to see why renewal is blocked.
6. Use the heading checkbox when every eligible loan should be selected, or clear the selection and choose individual loans.
7. Select Renew Selected at the far right. Only checked, eligible loans are submitted; another visible loan is not renewed merely because it belongs to the same member.
8. Review the completion message and refreshed Current Loans tab.

Unless another authorized workflow supplies a date, the proposed renewal date is calculated as the current due date plus the effective renewal duration from the Membership Plan and matching Borrowing Rule. It is not calculated from today. The queue therefore shows the current and proposed dates before staff confirm the renewal.

Renewal may be blocked by the renewal limit, an overdue restriction, another member's reservation, membership expiry, blocked member status, fines, item condition, lending restriction, or Collection/Facility Access. Reference-only material also requires Reading Room Access.

After renewal, the new due date becomes the active loan's authoritative due date. Dashboard totals, overdue lists, reports, return warnings, reminders, and late calculations use the renewed date. The earlier due date remains in the separate renewal history entry for audit purposes; it must not continue to mark the renewed loan overdue.

Current Loans And Copying Accessions

The member card's Current Loans tab refreshes immediately after a successful return or renewal when automatic clearing is disabled. Its table has bounded vertical scrolling and a draggable horizontal scrollbar for wide columns.

Each available accession number includes a copy button. After copying, the icon becomes a tick for a few seconds so staff can confirm the action. Copying an accession does not select, return, or renew its row.

Transaction History

Libcodesk records every circulation action separately. Issue starts the loan; each renewal adds an entry containing the previous and new due dates; return adds another entry without replacing Issue or Renew. Reservations, cancellations, fines, and fine payments follow the same chronological model.

The active-loan view shows only the present state for fast desk work. Use Circulation History for the complete sequence, including the responsible staff member, library, time, transaction identifier, and due-date change. Historical entries are not rewritten by later actions.

Transaction Memos

Open Scan Desk Settings and use Transaction memo to enable Print transaction memo or automatic printing. Use Printer setup to select printer behavior and a format independently for Issue, Return, Renew, and Reserve.

• 60 mm thermal roll grows vertically for compact counter printers.
• A4 transaction memo provides a full-page copy suitable for filing or signatures.

The memo uses the completed transaction result and includes organization, library, member identity, Membership Plan, responsible staff, memo and transaction identifiers, item/accession, status, relevant dates, totals, and failed-row messages. A renewal memo shows both the previous and new due dates.

The Libcodesk WebApp opens the browser-managed print dialog without depending on a popup window. The Standalone app opens the native system print dialog. With automatic printing, the Standalone app sends the PDF to the system default printer when available and otherwise opens the print dialog.

Good Practices

• Select only the copies physically present before returning.
• Use the heading checkbox only after confirming the displayed borrower and loan list.
• Check the proposed new date before renewing.
• Read a blocked-renewal reason instead of repeatedly rescanning the item.
• Use item condition and Accounts workflows for damage, loss, fines, deposits, and receipts.
• Use Circulation History when staff or members need a complete explanation.

Troubleshooting

Problem	What to check
Member loans do not load in Return	Confirm the member has active loans in the selected library and refresh or rescan the member.
Scanned item does not become selected	Confirm the copy has an active loan and that its barcode, accession, or RFID is unique.
Return Selected is disabled	Select at least one returnable checkbox. Blocked or already returned copies cannot be selected as active returns.
Renew shows the wrong member	Stop and verify the scanned copy identifier and active-loan record before continuing.
New due date looks wrong	Check the current due date, effective renewal duration, matched Borrowing Rule, library calendar, and holidays.
Renewed item still appears overdue	Refresh the view and verify the active loan stores the renewed date. Historical overdue dates remain only in history.
Transaction Memo print dialog does not open	Check memo settings, printer/template selection, browser print permission, and the operating-system printer configuration.

Cloud setup and Local setup expose the same workflow but keep their transactions, policies, histories, fine context, and audit records separate.