Reference Manual

New Loans
Existing Loans
Adding Additional Records to a Loan
10-1
10 Processing Loans
The loan-management portion of MUSE stores information about loans, prints
loan invoices, and manages loan returns, gifts and deaccessions.
1) Choose "New" from the "Invoices" menu, to create a new loan. In the
form that appears, you will see that a new Loan Number and today's
date have been entered automatically. If necessary, you may edit either
of these fields. Enter the last name of the loanee. A menu will appear
listing all occurrences of individuals in the names database with that last
name. If the appropriate person is on the list, cursor to that name and hit
return. If the loanee is not on the list select "Enter a new name" and you
will be presented with a form on which to add that person to the names
data file (see Chapter 2). After completing that step enter a student
name, if appropriate. Press or and respond to the
prompt with a to save and exit the form. The loan will be created,
i.e., a record will be added to the Loan Master data file
(LOANMAST.DAT).
2) A list form, similar to the Print List used in printing specimen labels
(see above) will appear. Just as described for labels, enter individual
Catalog Numbers and/or ranges of numbers. All specimens with these
Catalog Numbers will be included in the loan.
If a requested Catalog Number is not found in the Primary data file, you
will be informed and it will not be included in the list. Also, duplication
of Catalog Numbers is not allowed on a loan.
If part of a loan is a gift or exchange, you will need to see the
documentation on Loan Returns (page 10-3) to complete deaccessioning
of the material. You will also want to edit the loan record to reflect that
part or all of the material is to be retained by the loanee (with a
comment). However, print all labels and invoices prior to
deaccessioning the material.
3) Press to add the listed Catalog Numbers (lots or specimens) to
the loan and return to the menu. For each Catalog Number, a new
record is automatically added to the Loan Records data file. Also for
each Catalog Number loaned, data in the On Loan? field in the Primary
data file, is automatically changed from "N" to "Y".
Choose "List" from the "Invoices" menu to see a list of existing loans
(showing, for each, the Loan Number, recipient, date, and whether the loan is
open or closed). This feature is useful for quickly finding the Loan Number of
a loan for which you wish to add lots, edit data, print an invoice, or record
returned specimens.
Choose "Add" from the "Invoices" menu to add additional lots (specimens) to
an existing loan. When prompted, type in the Loan Number desired. In the list
10 Processing Loans