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KLAS User's Guide: Circulation

How to use KLAS for staff

Circulation Overview

The purpose of this section is to give you a basic overview of the Circulation Module in KLAS. It includes basic information for navigation and understanding of the parts of the module. Where available, are Guided Practice exercises that can be used to help better understand essential tasks used by staff. Also check the Shortcuts and Tools tab that contains how to use queries and Excel to expand the capabilities of using KLAS.

Circulation Basics

This exercise is designed based on a Guided Practice module, that has been included as a separate document for printout. This only covers the very basics in an organized way to allow you to get up to speed with the Circulation module. As you gain experience by using it in everyday work situation you will discover that there ways beyond what's shown here. As you get more proficient use of the keyboard shortcuts contained in the Shortcuts and Tools tab may be useful.

Let's begin

Log into KLAS with your assigned username and password. For help with this see the note about username and password on the Shortcuts and Tool tab.

From the KLAS desktop - 

select the Circulation button - circulation module button This is the first button on the left. This will open up the Circulation Back-Room Functions panel.

circulation back-room functions panel 

This panel has buttons that open up specific functions within the module. What you choose will depend on the specific circulation function you need to do.

Explore the Circulation Book-Room Functions panel

The circulation module is navigated by the 10 buttons on the Circulation Back-Room Function panel. These buttons open up different circulation functions and allow you to do particular tasks. Starting from top-left and working our way right and then down:

batch check in button‚Äč - Batch Checkin is used when you have a separate file containing barcode of items and you want to check them all in at one time. 

bulk checkout button- Bulk Checkout is used for checking out many items at the same time. This is mainly used for checking out items once the main mail card run has been completed.

mailing cards button - Mailing Cards is used to generate mail cards for patron orders, for books, magazines and videos.

interactive circulation maintenance button- Interactive Circulation Maintenance is used when you want to change a specific item's status to another, such as changing from available to missing. For example, a cartridge case is returned without a matching cartridge. For changing the status of many items at one time, use Batch Circulation Maintenance.

batch add items button- Batch Add Items is generally used to add multiple copies and volumes of items for one holding of a title. Can be very useful with braille where quite often there are multiple volumes for each set.

shelve items button- Shelve Items is used to shift books from one designated shelf (such as turnaround or temporary) to another designated shelf. You can selected individual items or entire shelves and move them as a unit.

change barcode button- Change Barcode is used to change the barcode of an item to a new one. This is typically used when a barcode becomes deteriorated or is lost on an item.

interactive check in button- Interactive Checkin is the main function used to check items back into the library. It allows you to see a description of the item and all pertinent information related to an item. You can also check in items by KLAS ID, using the Checkin by KLAS ID button - check in by KLAS ID button in cases where the barcode is missing or won't scan and reassign items, using the reassign button - reassign button in cases where it is needed.

carousel button- Carousel allows you to designate a subset of items to create another set to hold them. For example you can pull items from a particular turnaround cart by zip code. A mailcard set will be generated as a batch for just the set of zipcodes you designate.

batch circulation maintenance button- Batch Circ Maintenance is used to change the circulation status or change shelves on a batch of items. You scan the barcode of the item and it will be changed in the way that you tell it by the options chosen.

Exporting to Excel from Catalogue

Export allows you to export data to an Excel spreadsheet from any browse table in a screen where available. This is most useful when you want to use data found in title searches or queries, for example to create labels or to manipulate and use data. It's useful to share findings with others, since from Excel you can print off or email results without having to open KLAS to examine them.

To Export use the Export button - ,  Go to the Function menu from a results screen and select Export or the Keyboard shortcut Alt+Ctrl+X.

For more detail on Exporting to Excel see - the Excel section in the Shortcuts and Tools tab.

Some common Catalogue uses of Export

  • Find Title – for example you want to send a patron a listing of author Danielle Steel's (Steel, Danielle) works. Export will create a nice listing of titles. You may need to remove some columns, but this is quick way to get this kind of results
  • Item List Tab – maybe you'd like to see a listing of all of the available copies of a title when doing collections maintenance. Exporting the list can give you a quick way to create a list of barcodes for items you wish to mark lost or missing, when they are showing as available
  • Requests Tab – this is a quick way to create a list of holds placed on titles and their dates, type of hold and such
  • Book Search – this is a quick way to put together a list of books by series, author and subject for patrons and staff
  • Heading Maintenance - create lists for Author, Narrator. Series and Subject heading files to keep them up to date