Overdues

Use Circulation Manager > Overdues as the daily attention list for active circulation work. It uses circulation loans, due dates, copy conditions, reservations, and pending circulation-charge decisions—not general catalogue totals.

The count beside the page title belongs to the current view and filters. It resets while you move between circulation views, then updates with the newly loaded rows; an empty attention list shows 0.

What To Review

• Items due today and active loans already overdue.
• Lost, missing, damaged, repair, blocked, or other exception copy statuses.
• Lost-item responsibility that still needs payment, external settlement, or an authorized waiver.
• Loans affected by reservation or policy warnings.
• Pending rental or deposit decisions created during Issue.
• Rows whose current due date, member, copy, or transaction data needs correction.

When an item has been renewed, the renewed due date is the active due date. The old due date remains in Circulation History but must not keep the current loan in the overdue list or produce late calculations after a valid renewal.

Find Attention Rows

1. Open Overdues.
2. Use Smart List for Due today, Overdue, Lost, Damaged, or Attention needed.
3. Search by member, title, accession, barcode, or RFID.
4. Narrow the database-backed table by status, material type, library, or other available filters.
5. Open the single row action menu. On desktop, you can also right-click anywhere on the row to open the same menu. It contains Circulation 360 and, for a member-linked row when you have permission, Send Notification.

The selected library in the application header scopes the result. Staff see only libraries allowed by their account. Search, sorting, filters, and pagination run against the active data source rather than loading every circulation row into the screen.

Use the compact page-size selector and previous/next controls below the result to move through larger circulation lists.

Send Notifications

1. Select one or more member-linked records. The action remains available whenever at least one selected record identifies a member.
2. Choose Send Bulk Notification on the right side of the selection bar. For one row only, open its action menu and choose Send Notification.
3. Review the member and item context, then select one or more channels: App notification, Email, SMS, or WhatsApp. In a Local setup, selecting WhatsApp also requires you to confirm that the selected member or members consented to receive WhatsApp messages at their saved mobile number. Do not select this confirmation without the member's permission. Overdue rows use the active Overdue Reminder template; other rows use the Circulation Exception Notice template. Only selected channels that are also enabled and configured are queued.
4. Wait for the queued result. If no notification can be queued, check the member's contact details, enabled channels, and the matching circulation notification template before trying again.

When several selected records belong to the same member, Libcodesk groups them by notification type instead of sending one message per row. A zero-delivery result is shown as requiring attention and keeps the selection available for correction or retry. Successfully processed rows are removed from the selection without clearing unrelated selections.

The notification uses the matching Overdue Reminder or Circulation Exception Notice event rules and templates in Notification Management. Cloud setup can use its enabled cloud channels, including app notifications. WhatsApp also requires an approved Meta template, a verified WhatsApp gateway, a valid member mobile number, and the member's explicit WhatsApp opt-in. In a Local setup, the consent confirmation records WhatsApp permission for each selected member before the message is queued. Local setup uses only supported configured local channels and visibly marks OPAC app notification unavailable. Notification History records channel, time, recipient context, and delivery result; the audit event identifies the staff member who started the batch.

The exception row menu intentionally keeps attention-list decisions focused. Use Circulation 360 to review the full member, item, and transaction context. Complete Return, Renew, found-item check-in, lost-cost collection, external settlement, or waiver through the relevant Circulation Desk, Accounts, or collection workflow rather than from the Overdues row menu.

Pending Rental And Deposit Decisions

When the effective Membership Plan or Borrowing Rule requires rental or deposit handling, Issue records the circulation charge as pending for operational review. It does not silently finalize a payment.

• Use Mark collected after the amount has genuinely been received through the permitted counter workflow.
• Waive requires Circulation Override permission and a meaningful reason.
• Both decisions record the responsible staff member, time, amount, reason when applicable, member, item, library, and transaction context.
• Final invoice, tax, refund, payment allocation, regenerated Transaction Memo, and financial ledger remain Accounts responsibilities.

Return, Renew, And Condition Actions

Use Circulation 360 to review the row, then open the relevant Circulation Desk workflow for Return or Renew. Returns remain allowed even when the member is expired or blocked. Renewals still respect current Membership Plan, Borrowing Rule, reservation, status, fine, and access restrictions.

Do not clear a lost, missing, damaged, or repair exception merely to remove it from this list. Use the proper copy-condition workflow and record the responsible decision. Circulation History remains the immutable sequence of earlier actions.

Report loss or damage while an item is on loan

For an active or overdue loan, open the row action menu in Circulation Desk and choose Report lost by member or Report damaged by member. Confirm the action only after checking the member and item shown in the row. The Standalone app closes the active loan, marks the copy lost or damaged, records the member as responsible, and preserves the acting librarian and time for audit.

Do not report an issued item from the Accession Register. The Accession Register rejects an on-loan copy so its member responsibility cannot be accidentally removed.

Lost Item Recovery And Settlement

Open Circulation 360 to confirm the member, item, and loss history before taking action. If the physical item is found, use the dedicated found-item check-in workflow. If it remains lost, complete cost collection, external settlement, or an authorized waiver in the appropriate Accounts or collection workflow. These actions are not offered directly in the Overdues row menu.

Do not use a general status editor to change a lost loan to Available. The dedicated recovery workflow updates the loan and physical copy together while retaining the original loss record. Financial resolution does not make the physical copy available; its history, responsible member, decision, acting staff member, and time remain available for review.

Fine Estimates

Fine values on this screen are estimates for staff attention unless an Accounts workflow has produced an authoritative charge. The estimate should use the active loan's current due date, including a renewed date, and the effective calendar/fine policy.

Good Practices

• Review Due today and Overdue every working day.
• Confirm renewed dates before sending a reminder.
• Combine member reminders instead of sending repeated messages.
• Use condition workflows for lost or damaged copies and Accounts for money records.
• Confirm the stored replacement-cost suggestion before charging it; use the library's approved amount when the stored value is missing or outdated.
• Keep external settlement references and waiver reasons specific enough for a later audit.
• Never waive a pending charge without permission and a clear reason.
• Do not mark a lost copy Available merely because its financial responsibility was resolved.
• Use Circulation History before correcting incomplete legacy transactions.

Troubleshooting

Problem	What to check
Renewed item remains overdue	Refresh and verify the active loan stores the new due date; the earlier date should exist only in history.
Send Bulk Notification is unavailable	Select at least one member-linked row and check the signed-in staff member's circulation permission and event configuration.
App notification is unavailable	App notifications require Cloud setup; use a supported configured channel in Local setup.
WhatsApp was not sent	Confirm the member has a valid mobile number and WhatsApp opt-in, then check the enabled event rule, approved template mapping, and verified WhatsApp gateway in Notification Management.
No notification was queued or delivered	Review Notification History, member contact details, the matching Overdue Reminder or Circulation Exception Notice template, gateway, enabled channel, and retry result.
Right-click does not open the row menu	Right-click inside a result row rather than the heading or empty table area. You can always use the visible action menu at the end of the row.
Mark collected or Waive is unavailable	Check the pending charge status and the signed-in staff permissions; Waive requires Circulation Override.
A recovery or settlement action is not in the row menu	This is expected. Open Circulation 360, then use the relevant Circulation Desk, Accounts, or collection workflow.
The replacement cost is blank or outdated	Enter the library-approved replacement amount before confirming. The suggested amount is editable and is not a substitute for staff review.
The row disappeared after settlement	This is expected. Resolved responsibility leaves the active Exceptions list but remains in Circulation History and reporting; the physical copy remains Lost.
Fine estimate looks wrong	Check the active due date, renewal history, library calendar/holidays, grace period, and effective fine rule.

Frequently Asked Questions

Does collecting or waiving the charge make the item available?

No. The copy remains Lost. Use Check in found item only if the physical item is later recovered.

Can a resolved lost item still be reviewed later?

Yes. Resolution removes it from the active attention list, not from circulation history, financial records, or lost-item reporting.

What should I do when no replacement cost is suggested?

Enter the amount approved by your library before confirming collection or external settlement. The dialog does not invent a replacement value.

Cloud setup and Local setup expose the same attention workflow but keep their circulation rows, notifications, charge decisions, histories, and audit records separate.