Adding Shelf Items

A catalogue record must have an attached shelf item record that includes a barcode and loan availability status in order to process loans and returns for the item via the FIRST circulation module.

To add a Shelf Item to a Catalogue record

Search and display the full Catalogue record
Right mouse click on the shelf item summary window at the bottom of the Shelf tab screen and select Add Shelf Item
The Shelf Item screen is displayed
Enter or scan Barcode
Enter Year, Volume, Part (for serials)
Enter Edition (for monographs)
Enter Copy number
Select a location from the Location pop-up list
Select a library collection from the Collection pop-up list
Select current availability of item from the Status pop-up list as follows:

Status	Meaning
On Shelf	Available for immediate loan
On Loan	Currently on loan
On Permanent Loan	Item issued permanently to a Patron
Received	Records post-acquisition processing
Not Received	Ordered but not received
Routed Out	Item currently routed out
Missing	Lost item
At Binders	Item sent to binders

Select loan category from Loan Category pop-up if required
Add location code or copy number to Item Call No stem if required. If the CallNumberMapping system property is set to TRUE, the initial value in the Item Call No field is populated from the Call No field on the Catalogue tab screen

Tip:

Refer to Setting System Property Preferences for more information about setting the CallNumberMapping system property

Format is used when the shelf item requires a secondary GMD or classification below the main Catalogue record GMD.

Link Category, Link Type and Link Address are used when a shelf item is linked to a web site, electronic file or network application

Tip:

Refer to Adding Links from Shelf Item Records for more information about linking to web sites, files and applications.

Enter shelf list Notes as required
Close and save

The system will generate a prompt requesting confirmation to save. Click Yes
The system will generate a prompt reminding you to update holdings data when the Catalogue>HoldingPrompt system property setting is set to TRUE. Click OK

Tip:

To activate the 'Update holdings' prompt when deleting shelf item records:

Select UTILITIES>Preferences>System Properties
Select 'Holding Prompt' from the Property filter list
Enter 'TRUE' in the Value text box
Click SAVE

The Created By/On and Modified By/On fields are populated automatically by the system. This data is displayed at the bottom of the Shelf Item Display screen

The system displays the new shelf item information at the bottom of the Shelf tab screen.