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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
Editing a Loan form which appears, enter the individual Catalog Numbers and/or ranges of numbers to be added. When the list is complete, press to add the records to the loan and return to the menu. Note that MUSE checks for and does not add duplicate Catalog Numbers on a loan. You may wish to edit a loan in order to loan partial lots, to include special instructions, to delete records from the loan, or to correct information about the loanee. 1) Choose "Edit" from the "Invoices" menu. Choose "Records" to edit individual loan records, or "Master" to edit the information in the Loan Master data file. At the prompt, type in the Loan Number. Either the loan master form or the first record for that loan (see Figure 7) will appear on screen. Figure 7 Loan Record Form To edit a record, you may page forward or backward through adjacent records (lots or specimens) by pressing the and keys, respectively. Note that you can page through the records of all other loans as well. Before editing, be sure to select the appropriate record with care. To delete a record (lot or specimen) from the loan, press and respond to the prompt with a . You can edit the number of specimens actually to be loaned for each of three types of specimen preparations (initially, the specimen counts for the lot are automatically obtained from the Primary data file). You can type in an outgoing comment about a lot or specimen (e.g., information about physical condition, special instructions, preservation fluids, permission to dissect, clear and stain, or make skeletal preparations). Any data in the Type Status field in the Primary data file is automatically entered in this comment field at the time the record is added. To search for a particular Catalog Number, pick any loan record to edit 10-2 10 Processing Loans
Page 1 and 2: Tutorial and Reference Manual Julia
Page 3 and 4: The MUSE Project Building 3, Resear
Page 5 and 6: iii About This User's Guide This ma
Page 7 and 8: List of Figures Figure 1 Partial da
Page 9 and 10: 7 Adding New Records to the Databas
Page 11 and 12: Hardware Required Installing MUSE M
Page 13 and 14: 5) Check CONFIG.SYS file 1-4 a) Typ
Page 15 and 16: Hierarchical Taxonomic Dictionary T
Page 17 and 18: 1The two groupings are "entities" i
Page 19 and 20: using that combination. For example
Page 21 and 22: NOTE: If, at your site, data for tw
Page 23 and 24: Answering Prompts Configuration Exi
Page 25 and 26: Locality 1) To view Locality or Sit
Page 27 and 28: Move below the bottom margin of the
Page 29 and 30: IF THEN Generic and specific MUSE a
Page 31 and 32: Return to Primary Next Primary Reco
Page 33 and 34: In certain cases, a field may be se
Page 35 and 36: Proofing Locality Records Figure 3
Page 37 and 38: Figure 4 Deaccession Screen The dea
Page 39 and 40: . Figure 6 Print List Form a line i
Page 41: first retrieve the list with that n
Page 45 and 46: 2) For complete or partial returns,
Page 47 and 48: select "Fix Mistake" from the "Loan
Page 49 and 50: Name line TL|Tiny Labels/Laser * de
Page 51 and 52: Forms per Page in the "Attribute" c
Page 53 and 54: Optional Parameters form_x_gap# - S
Page 55 and 56: ox - Print graphic block or line Sy
Page 57 and 58: to be printed on the line or form;
Page 59 and 60: RREPORT.EXE (Part of Fixddf) HTDXPO
Page 61 and 62: -: To view other files while adding
Page 63 and 64: APPENDIX D: Sample FORMCAP File Sam
Page 65 and 66: small_step#3.5 (left_margin, 6.4) "
Page 67 and 68: (left_margin + 16.0, *) "Count" (le
Page 69 and 70: Figure 1 Jar Label/Dot Matrix Figur
Page 71 and 72: Figure 5 Multi-lot label for tank,
Page 73 and 74: APPENDIX E: Configuration Items Sys
Page 75 and 76: APPENDIX F: Creating Site Names In
Page 77 and 78: of data is identical for all such s
Page 79 and 80: Help ii, iii, iv, 1-3, 3-1, 5-1, 5

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