Franciscan Solutions Pvt Ltd

                                         Library  Manager Manual 

1- Master Setting

1.1  Change Academic Year

🔍 Purpose

This page is designed to provide user-specific control over academic year selection. Changing the academic year here:

• Only impacts the logged-in user's view.
  
  

• Does NOT alter the system-wide academic year for the school or for other users.
  
  

🧭 Where to Find It

Navigate to:

Library Module  < Master Setting < Change Academic Year

 🖥️ Field Discription

• Dropdown Menu (Academic Year):
  Select the desired academic session from the list (e.g., 2025–2026, 2024–2025, etc.).
  
  

• Change Button:
  Applies the selected academic year for the current user session.
  
  

• Reset Button:
  Reverts the selection back to the default academic year (usually the currently active year in the system).
  
  

✅ Use Case (Library Module)
If a librarian, teacher, or admin wants to:

• View book issue and return history for a previous academic year
  
  

• Track fines or overdue records from earlier sessions
  
  

• Check book availability or circulation data based on a specific year
  
  

• Generate session-wise library usage reports
  
  

...they can simply change the academic year using this page without affecting data views for other users or modules.

⚠️ Important Notes

• This action is session-specific and user-specific.
  
  

• No global or permanent change is made to the overall software settings.
  
  

• After logging out, the system may reset to the default academic year unless the selection is stored per user profile.

1.2  Quick Links-

🔍Purpose

The Quick Link feature allows users to create shortcuts for frequently used pages or actions in the Library module. This enhances workflow efficiency by reducing navigation time and making commonly used features instantly accessible.

📍 Where to Find It

• Menu Path: Master Settings > Quick Link
  
  

 🖥️ Field Discription

🧑‍💼 Use Case

The Quick Link feature is ideal for:

• Librarians who repeatedly access certain pages.
  
  

• Streamlining daily library tasks like book entries, issuing, and returns.
  
  

• Minimizing the need to navigate through multiple menu levels.
  
  

⚠️ Important Notes

• Only frequently used pages should be added as Quick Links to avoid clutter.
  
  

• Removing a link from the list only deletes the shortcut—not the functionality.
  
  

• Quick Links are user-specific and can be customized as per role/access level.

1.3 Library Global Settings - 

🔍 Purpose

The Library Global Settings page provides configurable options that define how certain key behaviors function within the library system. These settings help streamline operations related to book entry, issuing, returning, fines, and periodical management, ensuring the system works as per your institution’s policies.

🧭 Where to Find It

Go to:
Library Module → Master Settings → Library Global Settings

🖥️ Field Discription

1. 📚 Accession Number Setting
   
   

• Option 1: Generate the accession number related to the category in a sequential format
  
  

• When selected, the system generates a continuous series of accession numbers across all categories (e.g., 123, 124, 125...).
  
  

• Option 2: Separately generate accession numbers for each category
  
  

• Generates independent accession number sequences for each category. (e.g., Category A: 123, Category B: starts from 001, etc.)
  
  

2. 📅 Disable Book Return Date
   
   

• Enables/disables the return date option on the return book page.
  
  

• When ON: Return date can be selected/modified while returning the book.
  
  

• Purpose: Useful when adjusting return records or handling special return cases.
  
  

3. 💰 Disable Fine Calculation on Back Date
   
   

• When enabled, no late fine is calculated if the return date is changed to a past date.
  
  

• Purpose: Avoids incorrect fine imposition during data corrections or retroactive entries.
  
  

4. 🗞️ Save Periodical as an Issuable Item After Receiving
   
   

• When this setting is enabled, received periodicals will be treated like books and can be issued to users.
  
  

• The periodicals appear in the Library Entry list as issuable items.
  
  

• Purpose: Enables circulation of periodicals like magazines or journals if your institution allows them to be borrowed.
  
  

5. 🔄 Update Button
   
   

• Applies and saves any changes made to the global settings.
  
  

✅ Use Cases

• A librarian wants to maintain separate accession number ranges for different book categories.
  
  

• Admin wants to allow users to modify return dates during book return for correction purposes.
  
  

• An institute decides not to penalize students for back-dated returns in special circumstances.
  
  

• Schools or colleges that allow magazines or journals to be issued like regular books.
  
  

⚠️ Important Notes

• Changes made here apply system-wide and affect all users of the Library Module.
  
  

• These settings should be reviewed and updated by authorized personnel only.
  
  

• Always click the Update button to save any configuration changes.
  
  

• Misconfiguration may lead to inconsistent records or fines, so verify settings carefully.

1.4 Define Author 

🔍 Purpose:

The Define Author section allows library administrators to create and manage a list of authors. This setup is essential for cataloging books accurately by linking them with their respective authors, improving searchability and organization within the system.

🧭  Where to Find It:

• Navigate to: Library Module → Master Settings → Define Author
  
  

🖥️ Field Discription

✅  Use Cases :

Suppose the librarian is entering a new book into the library system. To maintain consistency and accuracy, the author must already exist in the system. This page enables the librarian to add a new author if it's not already defined.

⚠️ Important Notes:

• Avoid duplicate entries; check using the View option before adding a new author.
  
  

• Author names should be entered in a standard format (e.g., "J.K. Rowling", not "Rowling, J.K.") to ensure uniformity.
  
  

• This is a mandatory master field required for book entry, issuing, and searching.

1.5 Define Subject 

The system allows users to create and manage subject names based on their library or school needs. Users can manually enter subjects like Science, History, or Literature, which help in organizing and classifying books properly. This ensures that the library is in line with the school’s curriculum or categorization system.

🔍 Purpose:

The "Define Subject" feature allows the user to manually create and manage subjects used in the library database. This helps in categorizing books and other resources by academic subjects (e.g., Mathematics, Physics, History) for better organization and searchability.

📍 Where to Find It:

Library Module → Master Settings → Define Subject

🖥️ Field Discription

1. Text Field (Define Subject):
   
   

• A single input field where the subject name is entered.
  
  

2. Action Buttons:
   
   

• 🟩 Save – Stores the newly entered subject in the system.
  
  

• 🟦 View – Displays a list of previously defined subjects.
  
  

• 🟪 Print – Prints the list of defined subjects for record-keeping or review.
  
  

• 🟨 Reset – Clears the text input field.
  
  

📌 Use Case:

Used by Library Admins or ERP Admins to:

• Add new subject categories for book entries.
  
  

• Maintain standardized subject naming across the library system.
  
  

• Facilitate accurate filtering, searching, and reporting.
  
  

⚠️ Important Notes:

• Avoid duplication: Check existing subjects using the View option before adding.
  
  

• Enter clear and commonly used subject names.
  
  

• This setup impacts how books are categorized in the library inventory, so changes 

1.5 Define Category

 This feature allows the user to define and manage different categories for library items

✅ Purpose:

The “Define Category” option allows users to create custom categories for library items. Categories help in grouping books and resources based on type, genre, or content (e.g., Fiction, Reference, Biography, Textbook), making them easier to manage, locate, and report on.

📍 Where to Find It:

• Library Module → Master Settings → Define Category

🖥️ Field Discription

1. Text Field (Define Category):
   
   

• A single input field where the user types the name of the category to be created.
  
  

2. Action Buttons:
   
   

• 🟩 Save – Adds the entered category to the system.
  
  

• 🟦 View – Displays a list of all existing categories.
  
  

• 🟪 Print – Prints the list of defined categories for reference.
  
  

• 🟨 Reset – Clears the input field for fresh entry.
  
  

📌 Use Case:

Used by Library Admins to:

• Classify books based on content type (e.g., Novels, Study Material, Encyclopedias).
  
  

• Streamline search, shelving, and reporting.
  
  

• Maintain consistency in how resources are grouped in the system.
  
  

⚠️ Important Notes:

• Make sure the category name is clear and widely understood.
  
  

• Avoid duplicates by checking the View list before adding a new category.
  
  

• These categories will reflect in other library sections during book entry or reporting.

• should be done carefully.
  
  

1.6 Define Language -

 This user is allowed to define Language.

🎯 Purpose:
The Define Language feature allows users to manually add languages into the system. These entries help in classifying and organizing library items based on the language in which they are written.

📍 Where to Find It:
Go to the Library Module → under Master Settings, click on Define Language.

🧩Field Discription :

• 📝 Text Box: Enter the name of the language (e.g., English, Hindi, French).
  
  

• 💾 Save: Stores the new language.
  
  

• 👁️ View: Displays all previously defined languages.
  
  

• 🖨️ Print: Prints the list of defined languages.
  
  

• 🔄 Reset: Clears the input field.
  
  

📘 Use Case:
This feature is useful in schools or institutions that maintain a multilingual collection of books. By tagging books with specific languages, users can filter and locate them easily.

⚠️ Important Notes:

• Avoid duplicates (e.g., “Hindi” vs “hindi”).
  
  

• At least one language must be defined to classify books effectively.
  
  

• Enhances accuracy in search and cataloging.

1.7 Define Publisher-

 In this user can define the publisher.

🔍 Purpose

The Define Publisher option allows users to manually enter and manage the names of book publishers. This helps maintain a consistent and searchable record of publishers for all library items, improving catalog accuracy and reporting.

📍 Where to Find It
Library Module → Master Setting→ Define Publisher

🧩 Field Discription

• 📝 Input Field: Type the name of the publisher (e.g., Penguin Books, Oxford University Press).
  
  

• 💾 Save: Adds the publisher to the library database.
  
  

• 👁️ View: Displays a list of all defined publishers.
  
  

• 🖨️ Print: Allows printing the publisher list.
  
  

• 🔄 Reset: Clears the field for a new entry.
  
  

📘 Use Case

Useful when cataloging books, ensuring that each entry has the correct publisher linked. This is especially beneficial for schools with a wide variety of books from multiple sources, as it helps in filtering and organizing inventory efficiently.

⚠️ Important Notes

• Enter publisher names accurately to avoid duplicates.
  
  

• Consistency in naming (e.g., "Macmillan" vs. "MacMillan") is essential.
  
  

• Helps generate reports sorted by publisher.
  
  

1.7 Define Currency

🔍 Purpose

The "Define Currency" function allows users to configure the currency used for library-related financial records such as fines, book costs, supplier transactions, and more. This ensures consistency across all monetary entries.

📍 Where to Find It

• Path: Library Module > Master Settings > Define Currency
  
  

• Located in the left-hand sidebar under the Master Settings section.
  
  

🧩Field Discription

💼 Use Case

A school librarian wants to ensure all fine-related entries reflect the local currency. By defining the currency here (e.g., "INR"), all related reports and transactions in the library system automatically adopt this format.

⚠️ Important Notes

• Ensure only standard or relevant currency codes are used (e.g., INR, USD, EUR).
  
  

• Defining the currency once is typically sufficient unless the system allows multiple or regional settings.
  
  

• This configuration may impact reports and financial summaries, so changes should be made cautiously.
  
  

1.10 Define Supplier-

🎯 Purpose

The Define Supplier feature allows users to store and manage detailed information about vendors who supply books and other library materials. This ensures smooth procurement, tracking, and communication with library vendors.

🔍 Where to Find It

📂 Navigation Path:
Library Module <Master Setting < Define Supplier

🧩 Field Discription

💡 Use Case

• Schools can register multiple book suppliers.
  
  

• Track supplier history for purchases.
  
  

• Communicate easily with vendors for reordering or queries.
  
  

• Ensure accountability by linking suppliers to invoices and receipts.
  
  

📝 Important Notes

• All fields should be filled with accurate and up-to-date information.
  
  

• Avoid duplication by checking existing suppliers using the View option.
  
  

• Changes in contact details must be promptly updated to avoid communication gaps.
  
  

• Printing supplier details can be useful during audits or for physical documentation.

1.10 Define Master Resource 

🔍 Purpose

The Define Master Resource feature is used to categorize and manage the various sources from which library resources are acquired, such as donations, purchases, gifts, or institutional contributions. This helps in tracking the origin of books and materials in the library inventory.

🔍 Where to Find It

📂 Navigation Path:
Library Module → Master Settings → Define Master Resource

🧩 Field Discription

💡 Use Case

• Schools can record and classify how each book/item entered the library.
  
  

• Useful for audits and reporting — especially to distinguish purchased items from donated ones.
  
  

• Supports transparency and accountability in library inventory management.
  
  

📝 Important Notes

• Ensure consistency in naming (e.g., always use “Donation” instead of sometimes “Donated”).
  
  

• Avoid duplicate source names by reviewing existing entries using the View option.
  
  

• Recommended before entering new books so that acquisition sources can be selected accurately.

1.11 Define Fine Head- In define fee head we can define the Library book fine.

🔍 Purpose

The Define Fine Head section is used to set up categories for fines in the library system. These heads represent different types of penalties, such as late return, lost book, or damaged book, and help in organizing and applying fines appropriately.

🔍 Where to Find It

📂 Navigation Path:
Library Module → Master Settings → Define Fine Head

🧩 Field Discription

💡 Use Case

• Create distinct categories for applying fines in different scenarios.
  
  

• Allows for easy identification and reporting of fine types.
  
  

• Ensures standardization across all library fine entries.
  
  

• Helpful during fee collection or dispute resolution.
  
  

📝 Important Notes

• Always use clear and descriptive names for fine heads.
  
  

• Avoid duplicating similar fine heads with slightly different names.
  
  

• Fine heads must be defined before configuring fine policies or rules elsewhere in the system.

1.12 Define Periodical Source

🔍 Purpose

The Define Periodical Source section allows users to register sources of periodical materials—such as magazines, journals, and newspapers. This helps in tracking their origin, publisher, or vendor, and facilitates organized cataloging and management of recurring library materials.

🔍 Where to Find It

📂 Navigation Path:
Library Module → Master Settings → Define Periodical Source

🧩 Field Description

💡 Use Case

• Define periodical sources once and reuse across subscriptions.
  
  

• Enables efficient tracking of recurring materials from specific providers.
  
  

• Supports reports generation for periodical transactions.
  
  

• Helps maintain consistency and accuracy in periodical records.
  
  

📝 Important Notes

• Avoid creating multiple entries for the same source under slightly different names.
  
  

• Ensure spelling and naming conventions are standardized across records.
  
  

• Define periodical sources before recording subscriptions or library receipts.
  
  

1.12 Define Verification Master- 

🔍 Purpose

The Define Verification Master feature allows the library admin to create custom verification stages or checkpoints (e.g., “Principal Approved”, “Librarian Verified”) to ensure tracking and validation of library items or processes. This helps maintain accountability, audit readiness, and process integrity.

📍 Where to Find It

📂 Navigation Path:
Library Module → Master Settings → Define Verification Master

🧩 Field Discription

💡 Use Case

• To define custom approval levels in the library transaction process.
  
  

• Helps manage a multi-level checking system before issuing/returning high-value or rare items.
  
  

• Supports workflow documentation and internal control mechanisms.
  
  

• Can be referred to during stock verification or audits.
  
  

📝 Important Notes

• Ensure that titles are clear and specific to avoid confusion during verification.
  
  

• Only active titles are shown in workflows—keep unused ones inactive.
  
  

• Can be reused across different academic years once defined.
  
  

1.13- Define Holiday List -

🔍 Purpose

The Define Holiday List feature allows the library admin to define holidays when the library will remain closed or unavailable for transactions. This ensures proper planning for library activities and helps the team avoid scheduling errors during these periods.

📍 Where to Find It

📂 Navigation Path:
Library Module → Master Settings → Holiday List

🧩 Field Discription

💡 Use Case

• To create and maintain an accurate list of holidays for the library, ensuring that it is properly reflected in the library system.
  
  

• Helps library staff and students keep track of when the library is closed and plan activities accordingly.
  
  

• Can be integrated with library scheduling tools for advanced planning.
  
  

📝 Important Notes

• Multiple holidays can be defined for each year, ensuring full coverage.
  
  

• Only active holidays are reflected in the system during library transactions.
  
  

• Ensure that holiday dates do not overlap with other critical library events to avoid confusion.

1.14 Define Storage Hint-

🔍 Purpose

The Storage Hint feature helps users provide brief location-based or categorization hints for storing books and other library materials. It ensures that physical resources are placed systematically and retrieved efficiently.

📍 Where to Find It

📂 Navigation Path:
Library Module → Master Settings → Storage Hint

🧩 Field Discription

💡 Use Case

• Helps library staff and students locate books faster using consistent naming.
  
  

• Can be used to categorize storage areas like sections, shelves, or racks.
  
  

• Enhances inventory tracking by linking storage hints with books.
  
  

📝 Important Notes

• Use clear and short names for easy understanding and quick recall.
  
  

• These hints can be reused across resources to maintain consistency.
  
  

• Avoid special characters or ambiguous naming.

1.15 Define Member Group-  

🔍 Purpose

The Define Member Groups feature allows the creation and management of different member categories—such as students, staff, or guests—with specific borrowing rules like item limits, issue duration, and fines. This helps in applying customized library policies for each group.

📍 Where to Find It

📂 Navigation Path:
Library Module → Master Settings  → Define Member Groups

🧩 Field Discription

💡 Use Case

• Assign different borrowing rules to different member types.
  
  

• Manage late fines based on group-specific rules.
  
  

• Enable efficient reporting and tracking by member group.
  
  

📝 Important Notes

• Defining clear group names helps in easy allocation and management.
  
  

• Ensure item limits and fine policies match your institution's library rules.
  
  

• Use this in conjunction with the “Assign Group to Members” option for full functionality.

1.16 Add Member-  

🔍 Purpose

The Add Member module is used to activate any user (student or staff) for library transactions. Only members added through this screen can issue or return books. It ensures that the selected users are recognized as library users within the system.

📍 Where to Find It

📂 Navigation Path:
Library Module → Master Settings → Add Member

🧩 Field Discription

💡 Use Case

• Make a new batch of students or incoming staff eligible for library usage.
  
  

• Selectively activate only a few sections or types of users as needed.
  
  

• Keep inactive users hidden from issue/return screens.
  
  

📝 Important Notes

• Members must be activated here before issuing/returning books.
  
  

• Deactivated users will not appear in transaction-related lists.
  
  

• Best practice: update the list at the start of every academic session.
  
  

1.17. Assign Members to group.-

🔍 Purpose

The Assign Group to Members module allows the user to assign predefined library member groups (e.g., Student Group, Staff Group) to active library users. This grouping is essential for applying issue rules, late fines, and borrowing limits.

📍 Where to Find It

📂 Navigation Path:
Library Module → Master Settings → Assign Group to Members

🧩 Field Discription

💡 Use Case

• Assigning all Class 8 students to a "Student Group" with specific book issue policies.
  
  

• Assigning non-teaching staff to a separate group with a limited issue quota.
  
  

• Differentiating library policies per group by linking them with member profiles.
  
  

📝 Important Notes

• Users must be added as members first using the "Add Member" module.
  
  

• Group assignment controls borrowing rules, fines, and access restrictions.
  
  

• Groups can be reassigned later if needed.
  
  

1.18 Periodical Details- In this user allows to define periodical details like. Newspapers etc.

🔍 Purpose

The Periodical Details module allows users to record and manage information about periodicals such as newspapers, magazines, journals, etc., that are subscribed to by the library. This helps in organizing regular publications and tracking their frequency and issues.

📍 Where to Find It

📂 Navigation Path:
Library Module → Periodical Details

🧩 Field Discription

💡 Use Case

• Adding the “The Hindu” daily newspaper to track delivery and issues.
  
  

• Recording monthly science magazines for student references.
  
  

• Tracking the number of copies received of weekly journals for internal circulation.
  
  

📝 Important Notes

• Periodicals added here are informational only, they are not issued like books.
  
  

• Helps in subscription renewal tracking and inventory planning.
  
  

• Ensure accurate frequency selection for proper documentation.
  
  

• Can be cross-linked with reports to analyze periodical usage trends.

1.19- Restrict items to members - In this  user can restrict  some of library items to a member.

🔍 Purpose

This module is used to limit access to specific library items for certain groups or individual members. It ensures that sensitive, high-value, or specialized materials are issued only to authorized users.

📍 Where to Find It

Navigation Path:
Navigation Menu → Restrict Items for Member

🧩 Field Discription

📌 Use Case Example

Let’s say you want to restrict final-year thesis books to only faculty members:

1. Go to “Restrict Items for Members”.
   
   

2. Select Group Name as "Faculty".
   
   

3. Choose Rule as “Block”.
   
   

4. Set Subject to “Research” or search directly by title.
   
   

5. Select the required books from the list.
   
   

6. Click Save. ✅
   
   

Now, non-faculty members will be unable to issue those items.

⚠️ Important Notes

• Restrictions apply only at the circulation level (issue/return), not to catalog viewing.
  
  

• Admin rights may be needed to change existing rules.
  
  

• Use View to regularly audit active restrictions.
  
  

• Ensure Group-Member mapping is correctly done under Assign Group to Members.

1.20 Reset Cover Image FTP - In this user can set the exact cover image from ftp.

🔍 Purpose

This feature is designed to reset or refresh the cover image of a library item by fetching the image directly from the FTP (File Transfer Protocol) server. It’s particularly useful when:

• The cover image is missing or outdated.
  
  

• Manual cover image updates are needed in bulk from the FTP directory.
  
  

📍 Where to Find It

Navigation Path:
Library → Reset Cover Image FTP

🧩 Page Element Overview

⚙️ Use Case Example

Scenario: You have recently uploaded updated book cover images to your FTP server, but they aren’t reflecting in the library system.

1. Navigate to Reset Cover Image FTP.
   
   

2. Click on the 🔁 Reset FTP Cover Image button.
   
   

3. Wait a few moments as the system fetches and updates the cover image(s).
   
   

4. The library catalog now reflects the correct covers from FTP.
   
   

⚠️ Important Notes

• Ensure that the FTP configuration is correctly set and accessible.
  
  

• Only use this option if:
  
  

• Automatic image syncing failed.
  
  

• You uploaded updated images via FTP.
  
  

• The reset process might take time depending on the number of items.
  
  

• Recommended to avoid repeated resets in short intervals to reduce server load.

2- Manage Library-

 2.1 Library Entry- Library Items Entry Page: This page allows for the entry of all the Below-mentioned items. It generates an Accession Number and captures essential details like ISBN for books or ISSN for magazines and periodicals.

🔍 Purpose

The Library Entry page is used to enter, register, and catalog all library items (Books, Magazines, Periodicals, etc.) into the system.
It helps generate a unique Accession Number, captures key bibliographic and classification details, and provides integration tools for faster entry.

📍 Where to Find It

Navigation Path:
Manage Library → Library Entry

🧩 Field Discription

🧠 Use Case Example

Scenario: New Book Entry

1. Select Collection Type → "Book"
   
   

2. Enter or generate Accession Number
   
   

3. Enter Title, Author, Publisher, and ISBN
   
   

4. Upload a Cover Image
   
   

5. Toggle Issuable ON if the book can be borrowed
   
   

6. Click Save
   
   

⚠️ Important Notes

• 📌 Always ensure the Accession Number is unique for every entry.
  
  

• 🔗 ISBN fields help to auto-fill details using the "Import from ISBN" button.
  
  

• 📥 Use Excel import for bulk data entry to save time.
  
  

• 🖼️ If cover image doesn't display properly, try "Reset Cover Image FTP" from the tools menu.
  
  

• 🧾 Don’t forget to add online URLs for e-books or digital resources.
  
  

• ✅ Make sure the "Issuable" toggle is enabled for borrowable items.

2.2 Issue Library Items- In this tab, users can quickly issue library items to members, making it easy to manage and track checkouts efficiently.

🔍 Purpose

The Issue Library Items tab allows librarians to issue books and other resources to library members (students/staff).
It ensures quick, accurate tracking of who has borrowed which item and when it is due for return, streamlining library operations.

📍 Where to Find It

Navigation Path:
Manage Library → Issue Library Items

🧩 Field Discription

🧠 Use Case Example

Scenario: Issue a Book to a Student

1. Select Member Type → Student
   
   

2. Choose Class, then enter Admission No. or Name
   
   

3. Member info loads automatically
   
   

4. Choose Collection Type → Book
   
   

5. Enter Title / Accession No. / Barcode
   
   

6. Verify the auto-filled details
   
   

7. Set Return Date (if different from default)
   
   

8. Click Issue Book
   
   

9. The item will now appear in the Member Account Details table
   
   

⚠️ Important Notes

• 📌 Ensure the Return Date is set appropriately to avoid overdue fines.
  
  

• 🧾 Only issuable items (marked as such in Library Entry) will be eligible.
  
  

• ⛔ The system may prevent issuing if the member exceeds the allowed limit.
  
  

• 🔄 Use the Reset button before switching between members to avoid data mix-up.
  
  

• 📅 Dates should be checked carefully before confirming issuance.
  
  

• 📑 History section below helps track and validate already issued items.

2.3 Return Library Items-  In this tab, users can return library items that have been checked out. This feature allows for the seamless processing of item returns, updating the inventory, and ensuring that all items are accurately tracked within the library 

System.

Purpose-

The Return Library Items tab enables the return process of previously issued library items. It ensures:

• Accurate inventory updates
  
  

• Calculation and collection of late fines
  
  

• Management of lost or damaged resources
  
  

• Seamless tracking of user borrowing history
  
  

📍 Where to Find It

Navigation Path:
Manage Library → Return Library Items

🧩 Field Discription

🧠 Use Case Example

Scenario: Returning a Book

1. Enter the Accession No. / Title / Barcode in the search field
   
   

2. The system auto-fills book details, issue date, and expected return date
   
   

3. Set Return Date (usually today's date)
   
   

4. If the return is late, a Late Fine appears automatically
   
   

5. Optionally, enter Waive Off Amount and Reason
   
   

6. If item is lost or damaged, check the appropriate option and update cost/fine
   
   

7. Click Return Book to complete the process
   
   

8. The system updates the inventory and logs the transaction in Item History
   
   

⚠️ Important Notes

• 🧾 Late fine calculations are automated; verify before waiving
  
  

• 📘 All returns should be confirmed under the correct member account
  
  

• 🔃 “Reissue Book” is helpful when a student continues needing the book
  
  

• 🚫 For lost/damaged items, ensure correct cost and reason fields are filled
  
  

• 🧾 Always check Member Account at the bottom to avoid duplications or errors
  
  

2.4 Rapid Issue -  The Rapid Issue tab lets users quickly issue multiple items with fewer steps, making it ideal for fast checkouts during busy times or for large groups.

🔍 Purpose

The Rapid Issue tab is designed to speed up the book issuing process, allowing librarians to issue multiple books to students in bulk with minimal clicks. It's best used during:

• High-traffic periods (e.g., start of term)
  
  

• Classroom-based book distribution
  
  

• Bulk textbook distribution events
  
  

📍 Where to Find It

Navigation Path:
Manage Library → Rapid Issue

🧩 Field Discription

🧠 Use Case Example

Scenario: Distributing English textbooks to Class 7A

1. Select Class 7A from the dropdown.
   
   

2. Enter Issue Date (default: today) and Expected Return Date.
   
   

3. The system loads the list of students (Roll No. & Name).
   
   

4. In the Book Search column, scan or enter the Accession No./Barcode for each student.
   
   

5. Optionally, use Select All if issuing the same book to all.
   
   

6. Click Rapid Issue to confirm and complete issuing in bulk.
   
   

⚠️ Important Notes

• 📌 Ensure books are scanned/entered for the correct students to avoid inventory mismatches.
  
  

• 🔁 Use Reset to clear selections before processing a new class.
  
  

• 🚨 This module doesn’t support advanced checks (e.g., max issue limit) — ideal for controlled group distributions only.
  
  

• ⏳ Rapid Issue logs are stored in the regular issue history for each student.

2.5 Rapid Return- The Rapid Return feature allows quick return of multiple items in just a few steps, making it easy to handle large volumes and update the system efficiently.

🎯 Purpose

The Rapid Return feature enables librarians to process the return of multiple library items in bulk with just a few clicks. Ideal for:

• End-of-term book collection
  
  

• Whole-class returns
  
  

• Mass check-ins after school events or exams
  
  

📍 Where to Find It

Navigation Path:
Manage Library → Rapid Return

🧩 Field Discription

🧠 Use Case Example

Scenario: Collecting all books from Class 9B at session-end

1. Choose Class wise option.
   
   

2. Select Class 9B from the dropdown.
   
   

3. All issued books for the selected class will appear in the list.
   
   

4. Review each entry’s expected return date and late fine (if any).
   
   

5. If needed, waive off fines and provide a reason.
   
   

6. Click Rapid Return to return all books in one go.
   
   

7. Books are now marked as returned in the system and ready for reissue.
   
   

⚠️ Important Notes

• ✅ Return Date is auto-filled with today’s date but can be modified.
  
  

• 🧾 Fine is auto-calculated based on late return policy; always double-check before processing.
  
  

• 🚫 Waive off should be done responsibly and always with a documented reason.
  
  

• 📚 Returned books immediately become available for the next issue.
  
  

• 🔁 Use Reset if you're switching to a different class or need to clear all selections.

2.6 Fine Receiving - The Fine Receiving feature allows users to efficiently process and record payments for overdue library items. This functionality ensures accurate tracking of fines, providing a streamlined process for settling dues and maintaining the financial integrity of the library system.

🔍 Purpose

The Fine Receiving feature allows the librarian to process and record overdue fine payments from students or staff. It helps in:

• Ensuring timely settlement of dues
  
  

• Tracking waived amounts and reasons
  
  

• Maintaining transparent financial records
  
  

📍 Where to Find It

Navigation Path:
Manage Library → Fine Receiving

🧩 Field Discription

🧠 Use Case Example

Scenario: A student from Class 10A has returned a book late and must pay a fine.

1. Select Student from the "Member Type" dropdown.
   
   

2. Choose Class 10A and enter the student’s admission number or name.
   
   

3. The fine details will be auto-populated.
   
   

4. If a part of the fine is waived, enter the waive-off amount and reason.
   
   

5. Click Pay Fine to process the transaction.
   
   

6. The entry is saved, and a receipt is generated in the Collected Fines list.
   
   

⚠️ Important Notes

• 🔍 Ensure accurate search using multiple ID fields (Name / Adm. No. / Bill No. / Mobile No.)
  
  

• 📝 Always input reason when waiving off any part of a fine for auditing.
  
  

• 💳 Receipts are generated automatically and can be reviewed under Collected Fines.
  
  

• ❌ Cancelled receipts are retained for transparency and can be viewed anytime.
  
  

• ♻️ Use Reset to refresh the form when moving to a new user.
  
  

2.7 Discard Item - The Discard Item feature enables users to remove outdated, damaged, or no longer needed library items from the system. This process ensures that the library's inventory remains current and relevant, helping maintain the quality and usability of the collection.

🎯 Purpose

The Discard Item feature is used to remove outdated, damaged, lost, or irrelevant library materials from the system. It ensures:

• Better space utilization
  
  

• Updated and relevant collections
  
  

• Accurate inventory and catalog management
  
  

📍 Where to Find It

Navigation Path:
Manage Library → Discard Items

🧩 Field Discription

🧠 Use Case Example

Scenario: A textbook from the 2015 syllabus is torn and outdated.

1. Navigate to Discard Items.
   
   

2. Search using Accession No. or Title.
   
   

3. Confirm details like Cost, Author, and Title.
   
   

4. Enter the Discard Date and select Reason (e.g., Outdated or Damaged).
   
   

5. Assign a Withdrawn Number for internal record-keeping.
   
   

6. Click View to preview or Submit (if available) to finalize.
   
   

⚠️ Important Notes

• 📚 Only users with discard rights can process this operation (based on role settings).
  
  

• 🗑️ Discarded items are permanently removed from circulation and visible in discard logs.
  
  

• 🧾 Maintain a physical record or log of discard activity for audit or stock verification.
  
  

• 🕵️ Double-check the Accession No. before discarding to avoid mistakes.
  
  

• 📝 A reason is mandatory for transparency and future reference.

📚 2.8 Periodical Subscription

This module is designed to manage subscriptions of newspapers, magazines, and journals. It helps libraries streamline delivery tracking, renewal management, and recordkeeping for periodicals.

📰 A. Newspaper Subscription

🔍 Purpose

To efficiently manage newspaper subscriptions, including tracking delivery days, subscription periods, language, and cost per copy.

📍 Where to Find It

Navigation Panel → Manage Library → Periodical Subscription → Newspaper Subscription

🧭 Page Element Overview

• Dropdowns:
  
  

• Newspaper
  
  

• Language
  
  

• Currency
  
  

• Date Fields:
  
  

• Subscription Date
  
  

• De-Subscription Date
  
  

• Weekly Grid:
  
  

• Days of the week (Sunday to Saturday)
  
  

• Input fields for:
  
  

• Number of Copies
  
  

• Cost per Copy
  
  

• "Copy" Button (to duplicate values across all days)
  
  

• Action Buttons:
  
  

• Save, View, Print, Reset
  
  

💡 Use Case

A librarian wants to subscribe to 3 copies of The Hindu in English from 14 June 2025. They set the same copy count for all days and record the cost per copy.

⚠️ Important Notes

• Ensure the subscription and de-subscription dates are accurate.
  
  

• Use the Copy button to avoid redundant entries for all days.
  
  

• Subscription details are crucial for billing and delivery audits.
  
  

📖 B. Magazine Subscription

🔍 Purpose

To manage magazine and journal subscriptions by tracking supplier details, payment info, print frequency, and issue availability.

📍 Where to Find It

Navigation Panel → Manage Library → Periodical Subscription → Magazine Subscription

🧭Field Discription

• Dropdowns:
  
  

• Magazine/Journal
  
  

• Title, Language, Author, Source
  
  

• Supplier, Publisher
  
  

• Print Frequency, Access Type, Currency
  
  

• Payment Mode, Publication Country
  
  

• Input Fields:
  
  

• Subscription & De-subscription Dates
  
  

• No. of Copies, Cost/Copy, Total Amount
  
  

• Publication Year, Cheque No., DD No., Ref. No.
  
  

• Contact Phone, Email, Address, Website
  
  

• Bank Name, Bill No., Bill Date
  
  

• Upload Option:
  
  

• Upload Bill Proof (file upload)
  
  

• Action Buttons:
  
  

• Save, View, Print, Reset
  
  

💡 Use Case

A library subscribes to India Today, receives 2 copies every month, and uploads the bill proof for tracking payments. All supplier and publisher details are recorded.

⚠️ Important Notes

• Print Frequency and Access Type determine availability to patrons.
  
  

• Use bill upload to maintain transparent documentation.
  
  

• Ensure contact and billing details are filled for auditing.
  
  

2.9 Library Items Status - The Library Items Status feature provides users with real-time updates on the availability and condition of all library items. This tool allows for easy tracking of items currently checked out, reserved, or under maintenance, ensuring patrons have up-to-date information on the library's inventory.

🔍 Purpose

The Library Item Status module offers real-time tracking of the availability, issue history, and current status of each library item. It helps librarians and users quickly check if a book is available, issued, reserved, or overdue.

📍 Where to Find It

Navigation Panel → Manage Library → Library Item Status

🧭 Field Discription

History Table Columns:

• Sr. No.
  
  

• Class (was issued to)
  
  

• Admin.
  
  

• Member Name
  
  

• Issued Date
  
  

• Expected Return Date
  
  

• Returned Date
  
  

💡 Use Case

A student inquires if the book “Wings of Fire” is available. The librarian uses Library Item Status, selects Book, enters the Accession Number, and finds it is currently issued to Class X-B, due on 20 June 2025.

⚠️ Important Notes

• Enter Accession No. or Barcode for most accurate search results.
  
  

• If Status is blank, the item may be unregistered or discarded.
  
  

• Always check the Returned Date in the history to avoid duplicate entries.
  
  

• Useful during audits to track usage and item flow.

📰 2.10 Periodical Receiving

🔍 Purpose

The Periodical Receiving module ensures the systematic entry, tracking, and storage of incoming periodicals like newspapers and magazines, ensuring timely updates in the library system and availability to readers.

🅰️ Newspaper Receiving

📍 Where to Find It

• Navigation Panel → Manage Library → Periodical Receiving → Newspaper Receiving
  
  

📄 Field Discription

• 🔽 Collection Type
  
  

• 🔍 Search Field
  
  

• 📊 Status Section (as in Library Item Status)
  
  

• 🧾 History Table (Issued and Returned details)
  
  

💡 Use Case

• When a new newspaper arrives, log it for tracking and archival.
  
  

• Keep an accurate record of daily/weekly newspapers.
  
  

⚠️ Important Notes

• Make sure to select the correct collection type.
  
  

• Useful for record keeping, especially in institutions requiring daily logbooks.
  
  

✅ Icon Suggestions

• 📰 for Newspaper
  
  

• 📅 for Daily Logs
  
  

• 📦 for Receiving
  
  

• ✅/❌ for Availability
  
  

🅱️ Magazine Receiving

📍 Where to Find It

• Navigation Panel → Manage Library → Periodical Receiving → Magazine Receiving
  
  

📄 Field Discription

• 📌 Subscription No., Title, Language, Periodical Type
  
  

• 🧾 ISSN, Volume, Date of Receiving
  
  

• 🔢 No. of Copies, Barcode
  
  

• 📦 Storage Hint
  
  

• 💾 Save, 🔍 View, 🖨️ Print, ❌ Reset buttons
  
  

💡 Use Case

• Helps log newly received magazines by volume and ISSN.
  
  

• Keeps magazine inventory organized and traceable.
  
  

⚠️ Important Notes

• Must be linked to an existing subscription.
  
  

• Double-check ISSN and Volume to avoid duplicate entries.

Library Verification

The Library Verification feature enables users to validate and confirm the details of library items and transactions. This tool helps ensure the accuracy of item records, including checkouts, returns, and status updates, maintaining the integrity of the library’s inventory and operations.

🔍 Purpose

The Library Verification feature enables users to validate and confirm the accuracy of library items and their records. It ensures that:

• All items are correctly logged in the system.
  
  

• Missing or misplaced books are detected.
  
  

• Inventory matches the digital records.
  
  

• Checkouts, returns, and status updates are consistent.
  
  

This helps maintain the integrity of the library’s inventory and supports periodic audits.

📍 Where to Find It

• Navigation Panel → Manage Library → Library Verification
  
  

📄 Field Discription

• 🔠 Verification Title: Displays the currently active verification session.
  
  

• 🔍 Search Field: Search by Title / Accession No. / Barcode.
  
  

• 🚫 "No Verification Master is active" message appears when no session is set up.
  
  

• 📋 Existing Non-Verified Library Items Table:
  
  

• Columns: Select, Sr. No., Accession No., Barcode, Author, Title, Storage Hint.
  
  

• 🔘 Buttons:
  
  

• ✅ Verify: Confirms and verifies selected items.
  
  

• 🔄 Reset: Clears selections and resets the search.
  
  

💡 Use Case

• During a library audit or stock check, staff can verify physical items against system records.
  
  

• Quickly identify lost, misplaced, or unlogged books.
  
  

• Ensure periodic inventory validation is streamlined.
  
  

⚠️ Important Notes

• A Verification Master must be created and activated before use. If not, the system will display: "No Verification Master is active."
  
  

• Unverified items will be listed until manually verified.
  
  

• It helps with accurate reporting and accountability.

3- TOOLS

3.1 Bulk Image Upload Guide:

🎯 Purpose

The Bulk Image Upload feature is designed to:

* Allow multiple images to be uploaded simultaneously.

* Improve efficiency and organization  within the library system.

* Streamline the cataloging process for assets like book covers, author photos, event posters, etc.

* Ensure media consistency across the platform.

📍 Where to Find It

You can access the Bulk Image Upload feature through:

Media Library Menu → “Bulk Upload”

* Or via the Dashboard shortcut tile labeled “📁 Bulk Upload Images”

* Also accessible through the Upload’ button in image gallery views.

📑 Field Description

 Element                            Description                                              

🖼️ Drag-and-Drop Zone        Main area to drag multiple files at once.               

📂 File Selector Button        Alternative to browse and select files from your system. 

📋 Upload Queue                 List of images queued for upload with file size & name.  

🛠️ Metadata Editor (optional)  Enter optional info such as title, tags, categories.     

📤 Start Upload Button          Initiates the batch upload process.                      

🔄 Progress Bar                     Shows real-time progress of uploads.                     

✅ Success/Error Logs          Displays results of each upload (success/failure).       

💼 Use Case 

Librarians uploading multiple book cover images to new catalog entries.

Content managers updating author profile images in bulk.

Archivists digitizing and uploading event images from past library programs.

Marketing teams adding promotional graphics for upcoming events.

3.2 Upload Data in Global Library Guide

🎯 Purpose

The Upload Data in Global Library feature allows users to:

• Upload and integrate bulk data records into the centralized Global Library database.
  
  

• Add entries like books, journals, metadata, catalog information, or other structured data.
  
  

• Ensure uniformity and accessibility of content across multiple libraries or institutions using the system.
  
  

📍 Where to Find It

Users can access the Upload Data in Global Library tab via:

• Main Navigation Menu → “📥 Global Library” → “Upload Data”
  
  

• Or from the Global Library dashboard under the “📤 Upload Section”
  
  

• Also linked within admin or cataloging tools menus
  
  

📑 Field Description

💼 Use Case

• Library administrators uploading a new catalog of titles for system-wide sharing.
  
  

• Institutions contributing metadata records to the shared Global Library database.
  
  

• Data migration teams transferring existing records into a modern digital system.
  
  

📝 Important Notes

• Accepted file types: .csv, .xlsx, .xml
  
  

• All fields must match Global Library schema for successful upload.
  
  

• Review validation errors carefully before finalizing uploads.
  
  

• Duplicates will be flagged—review warnings before proceeding.
  
  

• User must have Admin or Cataloging privileges to access this tab.

3.3 Search Book Guide

🎯 Purpose

The Search Book feature allows users to:

• Search book records across both the Global Library and Online Library.
  
  

• Access detailed book metadata such as title, author, ISBN, publisher, availability, and more.
  
  

• Find resources quickly for borrowing, referencing, or cataloging purposes.
  
  

📍 Where to Find It

The Search Book functionality is available through:

• Top Navigation Bar → “🔍 Search” or “Search Book”
  
  

• Dashboard Shortcut → “📚 Book Search”
  
  

• Within the Global Library and Online Library tabs
  
  

📑 Field Description

💼 Use Case 

• Students or researchers searching for academic books in both online and global catalogs.
  
  

• Librarians verifying catalog entries or metadata consistency.
  
  

• Users checking book availability for borrowing or reserving.
  
  

• Cataloging staff comparing local entries with global records.
  
  

📝 Important Notes

• Use advanced filters for more accurate results.
  
  

• Scope toggle helps refine results between Global and Online records.
  
  

• System highlights duplicates or similar titles if found in both libraries.
  
  

• Internet connection is required for accessing Online Library results.
  
  

• Search history may be saved depending on user permissions.
  
  

🌟 Effective Icons for Each Topic

3.4 Create List:

🎯 Purpose

The Create List feature allows users to:

• Compile a customized list of library items, such as books.
  
  

• Easily group and manage items for printing, reporting, or reference.
  
  

• Filter, view, and export selected book records for inventory, cataloging, or administrative purposes.
  
  

📍 Where to Find It

Navigate through:

• Main Menu → Tools or Utilities → Create List
  
  

• Or access from the Cataloging Section or Reports Module, depending on system setup.
  
  

📑 Field Description

💼 Use Case 

• Librarians generating a list of books for stock-taking or reporting.
  
  

• Teachers preparing reading lists for classes.
  
  

• Administrators compiling book lists by accession or barcode for audits.
  
  

• Cataloging teams reviewing newly added resources.
  
  

📝 Important Notes

• You must select a Collection Type before searching.
  
  

• The search accepts multiple criteria (title, accession, barcode).
  
  

• You can remove individual entries from the list using the Remove option.
  
  

• The Print button prepares the list in a printable/exportable format.
  
  

• Use Reset to clear all entries and start fresh.
  
  

🌟 Effective Icons for Each Topic

3.5 Replace Duplicate Masters:

🎯 Purpose

The Replace Duplicate Data feature is designed to:

• Identify and replace duplicate records in the library system.
  
  

• Ensure the accuracy and integrity of cataloged data.
  
  

• Reduce redundancy and eliminate inconsistent entries in the Global or Online Library.
  
  

• Allow authorized users to merge or overwrite duplicates with the correct data.
  
  

📍 Where to Find It

You can access the Replace Duplicate Data feature via:

• Admin Tools → “🗃️ Data Management” → “Replace Duplicates”
  
  

• Cataloging Section → “Duplicate Checker”
  
  

• Or from the Search Book results, if a duplicate is detected
  
  

📑 Field Description

💼 Use Case 

• Cataloging staff cleaning up newly uploaded or imported records.
  
  

• Librarians reviewing records flagged by the system as duplicates.
  
  

• Data migration teams resolving duplicate entries after large imports.
  
  

• System administrators merging book metadata from multiple sources.
  
  

📝 Important Notes

• Only users with admin or cataloging privileges can perform replacements.
  
  

• The system uses match logic based on key fields like title, ISBN, and author.
  
  

• Backups are automatically created before replacements.
  
  

• Changes are irreversible once confirmed unless undone from the history log.
  
  

• Avoid replacing if the duplicate holds unique borrowing or usage history—review carefully.
  
  

🌟 Effective Icons for Each Topic

4- REPORTS

4.1-Member Account Overview

📌 Purpose

A Member Account serves as a personalized user profile that stores key information such as login credentials, preferences, and interaction history. It enables secure access to services, personalized experiences, and easy management of personal data within the platform.

🔍 Where to Find It

The Member Account can typically be accessed:

• By clicking the user avatar or name on the top-right corner of the website or app.
  
  

• Through a “Sign In” or “Account” button in the main navigation bar.
  
  

• On mobile apps, often found within a menu or tab labeled “Profile” or “Account.”
  
  

📄 Field Description

Key components of a Member Account page include:

• Profile Information: Name, email, phone number, and photo.
  
  

• Security Settings: Password management, two-factor authentication.
  
  

• Preferences: Notification settings, language, and display options.
  
  

• Activity Log: Login history or recent actions.
  
  

• Subscription & Billing: Plan details, payment methods, and invoices.
  
  

💼 Use Case

The Member Account is used to:

• Log in and out of the platform securely.
  
  

• Manage and update user profile data.
  
  

• Adjust preferences for personalized usage.
  
  

• Review and manage subscription or payment info.
  
  

• Track account-related activity and ensure security.
  
  

⚠️ Important Notes

• Always log out from public/shared devices to protect your account.
  
  

• Keep contact information updated for recovery and notifications.
  
  

• Enable multi-factor authentication for enhanced security.
  
  

• Regularly review account activity to identify unauthorized access.
  
  

✅ Effective Icons for Each Section:

4.2 Accession Register Overview

🎯 Purpose

The Accession Register is a formal log or record used primarily in libraries, museums, archives, and inventory systems to document the acquisition of items (books, artifacts, records, etc.). It provides a permanent, traceable history of each item’s entry into the collection.

🔍 Where to Find It

The Accession Register can typically be found:

• In the cataloging section of a library or institution.
  
  

• Within library management systems (LMS) or collection management software.
  
  

• As a physical ledger or digital record under the acquisitions module.
  
  

📄 Field Description

A standard Accession Register includes:

• Accession Number: A unique ID assigned sequentially.
  
  

• Date of Accession: When the item was added.
  
  

• Title/Description: Title of the book, artifact, or document.
  
  

• Source/Vendor: Where or from whom it was acquired.
  
  

• Cost/Value: Price or estimated worth.
  
  

• Remarks: Notes on condition, edition, or restrictions.
  
  

💼 Use Case

• Libraries: Track and manage new book acquisitions.
  
  

• Museums: Record incoming artifacts with historical provenance.
  
  

• Archives: Log new documents, records, or media.
  
  

• Auditing: Provide a verified trail for asset management or inventory checks.