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  3. How do I set-up ‘Permanent Loans’ / add a new location in KnowAll Matrix?
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  3. How do I set-up ‘Permanent Loans’ / add a new location in KnowAll Matrix?

How do I set-up ‘Permanent Loans’ / add a new location in KnowAll Matrix?

Introduction

This help topic explains how to handle long-term loans to a person or team, which in other library systems may be called “permanent loans.”

KnowAll Matrix does not support the concept of indefinite or permanent loans in the same way as other library systems. If an item is permanently on loan, it can’t be lent out to anyone else – but in practice, a book on long-term loan can be lent to another person. We show this in KnowAll Matrix by using the Copy Location to indicate where an item is normally kept, while still allowing it to be borrowed if required.

Adding a new location

  • Log in as a Library Admin user.
  • Click on the Library Admin menu, then click Catalogue.
  • Under the Authority Lists heading, click Locations. This opens the Locations screen (as below).
Locations screen
  • Click Add New to open the Add New Location window, as below.
Add New Location window
  • Type in the name of the new Location, then click Save.
  • Note that it’s possible to arrange locations hierarchically. To set another location as this location’s ‘parent’, use the Belongs To drop-down menu.

Changing the location of a copy

  • Log in as a Library Admin user.
  • Find the title you wish to edit. There are a number of ways to do this. One method is to click on the Library Admin menu, then Catalogue, then Title Details View/Edit. Start typing in the title name to retrieve a list of close matches, then click on the correct one to open the Title Details View/Edit screen, as below.
Title Details screen with Copies tab
  • Click on the Copies tab (shown above). To edit a copy, click on the copy number or the pencil (edit) icon on the correct row. This opens the Copy Details screen, as below.
Copy Details screen with Location highlighted
  • Use the Location drop-down menu (highlighted above) to change the copy’s location, then click Save Copy Details.

The advantage of using Locations to record long-term loans is that you can run a report to see a list of everything in that Location.

Updated on February 6, 2020

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