Harnett County

 V-Smart Quick Reference Guide                                                 

Harnett County

 

Selecting items & shortcuts

combo/lists

Select multi boxes

Shortcuts

Items

Edit Items (AFO423)

Item Details (AFO423)

Item List (AFO423)

Modify status of items on loan

Borrower

Borrower details (AFO431)

Borrower Maintenance (AFO 431)

Lost Items (AFO431)

Circulations

Accept Payment (AFO414)

Loans AFO411

Renewals (AFO413)

Reservations (AFO421)

Return Lost Items  (AFO412)

Sales (AFO416)

 

Use the status line displayed at the top right of the screen to verify user and branch location and the current AFO.

You can enter the AFO shortcut if you know it from almost any screen and press <ENTER>. Text will appear below the toolbar and the current AFO will appear in the status line. Click on the house icon beside the AFO Access in the lower left screen to return to the main screen.

 

 

Use the AFO access and Favourites menus (left side of screen) to navigate V-smart as usual. You can hide and restore the menus and status line using these icons:

Hide frame by clicking this icon.

Restore the shortcut frame by clicking this icon.

 

From the toolbar on the main screen, you can change branch locations using the “Change location/institution” icon.

Shortcuts:

The following keys have a special meaning within V-smart:

 

Icon

Key

Meaning

 

<ENTER>

OK, or confirmation

<ESC> or F9

Cancel, or Go back (works from most screens)

 

F12

Shortcut to all options

CTRL+F12

Help

 

§         Hover over any icon to view its name. An icon cannot be used if the pointer does not turn into a hand and the icon is greyed out.

§         Use F12 to pull up a list of keyboard shortcuts for any screen. Press the <ESC> key to exit the shortcut menu. You can click on any of the blue highlighted items listed in the shortcut menu to follow that action.

§         An asterisk represents the line number of the item. In this example, you can type S1+ENTER to cancel the reservation for the item at line number 1.

Combo / Lists:

§         In fields marked as Combo/Lists  you can switch between a pre-defined drop-down list and text entry.

§          When the pencil icon is visible, you must select from a pre-defined list. Clicking on the pencil icon changes it to a list icon, allowing you to enter any value into the text field.  

§         In this example, “Country” has been converted to allow text entry while “County/state/province” remains restricted to the drop-down list.

Multiple selection listboxes:

§         The list icon  designates an entry as a multiple selection listbox. Click on the icon and it will turn into a checkmark and a drop-down list will appear. Multiple selections are done by pressing the <CTRL> key while clicking on each entry. Click on the checkmark icon to save selections.

§         To clear entries, click on the listbox icon, deselect each selected item, and click on the checkbox icon.


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AFO 431 – Borrower Maintenance

 

Icon

Definition

 

 

Details

 

 

Copy

 

 

PIN code

 

 

Renewing memberships: If the account has expired, click on the 31 icon at the top of the screen to generate a 1-year renewal date. If the account has NOT expired, first click on Membership Fee, then change the expiry date to any date in the past, and then click on the 31 icon. Note: If you are updating an expired subscription account, you will need to first go into Membership Fee and then change the date manually (unless the patron has paid for an entire year).

AFO 431 – Borrower Details

 

Icon

Definition

 

 

Loans

 

 

Reservations

 

 

Accept payments

 

 

List items on loan

 

 

Transaction History

 

 

Loans: click on “Loans” or use the icon to view the loans screen.

Reservations: click on “Reservations” or use the icon to view the reservations screen.

Payments: click on “Unpaid balance” or use the icon to view the payments screen.

Abnormal transactions: the total number of any lost/missing/claimed returned items will appear next to both “Abnormal transactions” and the “Current special loan status” category heading.

Current special loan statuses: If any special loan statuses exist, click on the “Current special loan status” heading to view the details. The current status of an item is shown so that you can see if an item has been cleared.

Invoices: the total number of invoices attached to a borrower account will appear next to the “Invoices” category heading. Click on the heading to view invoice details.

 

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AFO 421 – Reservations

 

§         Reservations can also be made through AFO 421 – Place reservations.

§         New reservation: to create a new reservation for the patron, use the “New reservation” icon.

§         Modify reservation: to modify a reservation, click on the item or type the line number and <ENTER>.

§         Cancel reservation: to cancel a reservation, select it and click on the “Cancel reservation” icon.

§         Item overview: to view the details of an item, select it and click on the “Item overview” icon.

§         Modify Pickup Location After Item is Trapped: This procedure only works at the branch where the item is waiting on the shelf or you can use the “change location/institution” icon to change branch locations. To modify a reservation, click on the item or type the line number and press <ENTER>. On the next screen, use the drop down menu beside “Pickup Location” to change the patron’s pickup location. Click on “OK” or press <ENTER> to submit change.

Icon

Definition

 

 

New reservation

 

 

Modify reservation

 

 

Cancel reservation

 

 

Item overview

AFO 411 – Loans

 

Icon

Definition

Icon

Definition

 

 

 

 

Standard renewal of 1 item

Stop and renew nothing (undo of all actions)

 

 

 

 

Standard renewal of all items

Undo renewal of 1 or more items

 

 

 

 

Non standard renewal of 1 item

Switch to item information

 

 

 

 

Non standard renewal of all items

Modify status

 

Renewals:

§         Renewals can also be completed using AFO 413 – Renewals.

§         Renewal of one item: click on an item to renew it, or select it and use the “Standard renewal of 1 item” icon, or type the line number of the item and then <ENTER>.

§         Renewal of multiple items: select items and use the “Standard renewal of 1 item” icon.

§         Undo renewals: select items to undo and use the “Undo renewal of 1 or more items” icon or use the “Stop and renew nothing” icon to cancel all renewals.

 

Modifying the status of items on loan:

§         To access the modify status screen, select the item and click on the “Modify status” icon.

§         From the drop-down list, select the appropriate status category and click on OK.

§         For lost items, accept the message that pops up asking if you want to see the invoice for the transaction.

 

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AFO 431 – Lost Items

 

Icon

Definition

 

 

Modify price of selected item

 

 

Close invoice

 

 

Delete invoice

 

 

Cash receipt

 

§         From the Loans screen, set the status of the item to lost and accept the message to view the invoice.

§         Ensure that the item is listed with the appropriate fee under the “Amount” column. If item price is incorrect (i.e. zero dollars), please modify item price.

§         Modify item price: select the item and use the “Modify price of selected item” icon or type the line number and <ENTER>.

§         Saving the invoice: you MUST click on the “Close invoice” icon to save the changes or the amount will not be applied to the borrower’s account. Accept the message to close the account. Now you can exit out of the screen or update the status of another item.

 

Returned Lost Items:

 

Return the lost item:

§         Check item in at AFO 412 – Returns.

§         Record the borrower information and accept the message that pops up asking if you want to remove the item status.

§         Access the borrower account by clicking on the “Borrower maintenance” icon  from the Returns screen and entering the borrower information.

 

Remove the unpaid balance:

§         From the Borrower’s account, click on the Details icon  and then click on the “Unpaid balance” category heading.

§         Click on the returned lost item and in the screen that appears choose “Waived” from the drop-down list. Press OK to submit and when prompted enter the override code.

 

Delete the loan special status:

§         Return to Borrower Details (go back one screen) and click on the “Current special loan status” category heading. The current status of an item is shown so that you can see if an item has been cleared; therefore the status will be “in the library.” Click on the returned lost item and record the invoice number.

§         To remove the unpaid balance, select the returned lost item and click on the Delete icon.

 

Delete the invoice:

§         Return to Borrower Details (go back one screen) and click on the “Invoice” category heading. Click on the invoice number (recorded in the previous step).

§         To remove the invoice, select it and click on the Delete icon  . Replace the “N” with a “Y” in the screen that appears and click OK.

 

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AFO 414 – Accept Payments

 

Icon

Definition

Icon

Definition

 

 

 

 

Select no.

Accept total payment in cash + print receipt

 

 

 

 

Accept total payment in cash

Payment history

 

 

 

 

Select payment type for all amounts

No payment

 

 

 

 

Partial payment history

Output outstanding payments

 

Accept payments:

§         Payments can also be accepted through AFO 431 – Borrower Maintenance by going into Details and then “Unpaid balance”.

§         Use the “No payment” icon to exit the screen with payments remaining.

§         Payment of one item: click on the item or select it and use the “Select no.” icon to make a payment. Choose the appropriate payment type from the list.

§         Payment of multiple items: select the items and use the “Select no.” icon to make the payment.

§         Payment of all items: for cash payments of all items, use the “Accept total payment in cash” icon. For non-cash payments, use the “Select payment type for all amounts” icon.

§         Partial payments: click on the “Select payment type for all amounts” icon and then select “Partial payment” from the drop-down list. In the screen that appears, enter the partial payment amount. To make a partial payment for one or more specific items, select them and click on the “Select no.” icon.  Choose “Partial payments’ from the drop-down list and then enter the payment amount.

 

AFO 416 – Sales

 

§         Add payments to account: Search for a patron. In the “Sales – 1-item(s)” pop-up window, select “FI * Fines” from the Sale Item drop down menu. Leave the Number as 1. In the box for Total Amount, enter the payment amount (for example, enter the amount of fines that you accidentally erased). Click OK. The window will pop back up; click Stop Sales. Always add a Maintenance Note explaining what the payment is for. In this example, fines are no longer connected to a specific overdue charge.

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AFO 423 – Edit Items

 

Icon

Definition

 

 

Add/Display items

 

 

Return to search screen

 

  

AFO 423 –Item List

 

Icon

Definition

 

 

Modify item detail

 

 

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AFO 423 – Item Detail

 

Icon

Definition

 

 

Modify status

 

 

Borrower

 

 

Reservation queue

 

 

 

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