COBISS3 software, version V Description of new features in the COBISS3/Loan software module

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1 Date: 30 June 2015 No.: 182/02-dso (enclosure) COBISS3 software, version V Description of new features in the COBISS3/Loan software module The following changes and updates were added to version of the COBISS3/Loan software module: 1. Calculation of costs of overdue notices Upon the library's request, a special parameter can be set so that when calculating the costs of overdue notices a previous overdue notice is replaced by a new, higher overdue notice costs (for example, costs of the 2nd overdue notice is overwritten by the cost of the 3rd overdue notice). 2. Calculation of costs of fine Upon the library's request, a special parameter can be set so that fine is calculated only for the days until the 3rd overdue notice is received. 3. Overview of overdue notices The Deletion of individual overdue notices method has been renamed to the Overdue notices overview method. From now on, the method enables you only to overview overdue notices for the selected member. 4. Partial debts settlement A library can enter a partial debt settlement if a member does not have enough money to settle the entire debt. In that case, under»amount due«, enter the amount a member will settle on this visit. After the settlement is confirmed, the debt will be reduced for the settled amount, and the number of units will change accordingly. The rest of the unsettled debts will remain entered for the member. 1

2 5. Entering debts settlement for non-members A library can enter debts settlement also when a payable service is performed for a person who is not a library member (e.g. photocopying). In the Invoice class, select the Enter debts settlement for non-member method. In contrast to entering debts for library members, debts must be settled immediately for the non-member. The amount settled will be added to the total cash register balance and will appear on the report when you close out the cash register and on the reports LOAN-CRO-01: List of invoices and LOAN-CRO-02: List of invoices incl. VAT. 6. Debts settlement In the Debts settlement window, the Send button is now active. This means that after you enter the debts settlement data, the invoice will be printed immediately and you will no longer need to click the Send button. 7. Price list validity in libraries with departments In libraries with departments, the standard price list defined for home library is valid, except in departments where a different price list is defined. From now on, you no longer need to enter the price list for each individual department. First, enter the price list that is valid for home library, and after that, based on the home library price list, create a price list for departments where the price list is different. From now on, the parameter you had to turn on to create different price lists by departments is no longer required. 8. Reservation of material in the Home library window Until now, you could enter a reservation of material only if you searched for the material and selected it in Catalogue first. From now on, if you have a physical copy of the material in front of you, you can enter the reservation of material also by entering or reading the identification number of the copy in the Home library material window and clicking the Reserve button. According to the loan status, the corresponding reservation of material will be entered. 9. Creation of lending forms and invoices Libraries that print lending forms and invoices for their members can create different lending forms and invoices according to their needs. They are taken into account when issuing a lending form for a member in the Home library material window and clicking the Lending form button or when issuing an invoice for a member in the Entering and settling debts window and clicking the Settle debts button. You can activate the creation of lending forms and invoices by using the Home library / Create lending forms and invoices method. You can create several different lending forms and invoices, which can be activated by using a special method if required. 2

3 Lending forms and invoices can be issued in two different formats (narrow format and A4 format). They can be created also for individual library departments. If a library has no departments, create lending forms and invoices for Home library. From now on, lending forms can be sent also to a member's , which can be activated by a special setting. You can issue a lending form simultaneously in the following two ways by sending it to printer and to a member's address. A new functionality of the lending form enables you to display only the selected material, material that was borrowed today and material that was borrowed in all departments. You can customize the lending form to display additional data on material and to display unsettled debts. You can customize an invoice so that a list of borrowed material for the member is displayed at the end of the invoice, and you can further define whether cash and change will be displayed. From now on, a library can edit four types of data (department under library name, additional data under the member's name, note on the invoice, and additional data at the end of the lending form). When editing a lending form, you can use variables, which show the corresponding value on the lending form or invoice. NOTE: From now on, IZUM will sort all customized texts after the implementation of the new version of the COBISS3 software for libraries that had texts customized in the COBISS3/Reports software module under variable definitions (Signature on lending form and Note on lending form). IZUM will take into account the current settings (parameters) that in any way influence the display of data on a lending form or invoice (e.g. display of membership expiry data, display of the member's faculty, display of note on invoice, etc.) for individual libraries. New forms for these libraries will be entitled»customized forms (IZUM)«and will be available for further customizing. All other libraries will initially have only default forms. 10. Note indicator CIR In the Home library material window, a new note indicator CIR is added, which will be displayed when material is entered for a member in at least one of the library departments that is different from the login department. 11. Refreshing data For members (and departments for interlibrary loan) for whom a significant number of copies is entered, refreshing data simultaneously when carrying out individual transactions in the Home library material environment can take longer. For this reason, a library that has such members or departments can decide to turn on the parameter that enables refreshing data manually in this window. In this way, carrying out procedures for these members can be done more quickly. 3

4 12. Reports for loan purposes The following reports for loan purposes are added: LOAN-Mb-08: List of members with debts Is a report of the list of members with unsettled debts that were entered in a certain period. The start and end of the period is defined when creating the report. In libraries with departments you can create a list for each individual department by entering the Library department parameter. If the parameter is not defined, a list will be prepared for all departments. LOAN-EXP-03: List of uncollected debts (expanded) By creating the report, data for all entered material for which the last overdue notice was entered is prepared. The report is created in a form to export data. The file is saved in a text form (txt) so that it is ready for further data processing in other programmes (e.g. Excel). The report includes data that refer to entered copies under the last overdue notice, data on members who received the last overdue notice and data on entered debts or current fine for material for which the last overdue notice was entered (situation on the day of creating the report). LOAN-CRO-02: List of invoices incl. VAT Is a report of the list of all transactions of settling debts (cash and non-cash) in the selected period including data on VAT. LOAN-CRO-03: Summary of list of invoices incl. VAT Is a report of the list of all transactions of settling debts (cash and non-cash) including data on VAT by individual days in the selected period. 13. Loan statistics The following statistics are added: LOAN-STA-Mt11: Loan by mobile library stops/member category/active months; LOAN-STA-Mb09: Active members by mobile library stops/member category; LOAN-STA-Mb10: Visit by members by mobile library stops/member category. Mira Folnovič Marko Kušar Zdenka Kamenšek, MSc 4

5 COBISS3 software, version V Description of new features in the COBISS3/Acquisitions and COBISS3/Serials software module The following new feature was added to version of the COBISS3/Acquisitions and COBISS3/Serials software module: 1. Sorting item templates You can sort item templates that are used when editing items in an acquisition document. By using an item template, data on the apportionment of copies and funds is transferred to the item in the acquisition document. You can sort items by highlighting the Item template class and selecting the Class / Sort item templates method. A window will open, where you can select an individual item and move it up or down. Each user can set up their own order of item templates. Tanja Turšek 5

6 COBISS3 software, version V Description of new features in the COBISS3/Holdings software module The following new features were added to version of the COBISS3/Holdings software module: 1. Expanded accession book The new report H-L-13: Accession book (expanded) is prepared, where in addition to the data displayed in the report H-L-01: Accession book, the name of the publisher, data on the series, and COBISS.SI-ID are displayed. 2. Statistics of growth of material by item language The new report H-L-07: Growth of material by item language is prepared, where data on the library material, according to the language of the text in the first subfield 101a, is displayed. 3. Statistics of growth of material by financier The new report H-L-08: Growth of material by financier is prepared, where data is sorted vertically by financier from the first subfield 996/997 of the holdings data. 4. Updated procedure of performing inventory In the new environment for performing inventory, you will be able to select the numbering of publications that you will read while carrying out an inventory, when there is no data on numbering on the level of an issue of a serial. The reading that will be listed will include the numbering on the level of an issue and will not be included in the exceptions list. Also, you will be able to put the serial, where the numbering does not match the holdings data or the serial is not part of the library holdings, off the shelf as this publication will be included in the Inventory surplus report. Renata Habjanič 6

7 COBISS3 software, version V Description of new features in the COBISS3/Cataloguing software module The following new feature was added to version of the COBISS3/Cataloguing software module: 1. Creating parameter files For bibliographies from groups BIB2XX personal bibliographies, BIB5XX group bibliographies and BIB6XX institution bibliographies, an option of creating parameter files type sel is added, where you can enter a longer search request or a request that you want to use several times. Simona Tušek, MSc 7