Setting Up a Location Record

You set up a location record in the location view in the Table Editor. You create additional location records by copying the first record then editing the necessary information.

The location record includes many circulation settings. You need to have an understanding of your library’s circulation policies and statuses to complete it. In addition, several pages of the location record contain fields used by particular features or processes. (For example, the SCKI Location field determines which location checks in another location’s serial issues. You would complete this field only if you use Horizon Serials.) Complete these fields as instructed if the location requires them; otherwise, leave them empty.

To set up a location record

View: location
Process: Administration\System Setup\Location Parameters

1 In these fields, do the following:

Field

Action

Location Code

Type a code that identifies the location.

This code can contain up to seven characters. Do not use the percent ( % ) or underscore ( _ ) SQL wildcard characters as characters in the code, or in any code field you create in Horizon.

Name

Type the full name of the location.

TYpe the location name exactly as you want it to appear on printed items, such as notices and purchase orders.

Always Renew from Now

Do one of these options:

Mark this box if the circulation renewal loan period for this location is based on the current date regardless of the original due date and time.
Clear this box if the circulation renewal loan period is based on the current date only if the item being renewed is overdue; otherwise, the item will be renewed based on the original due date and time.

For more information, see “Setting Renewal Rules” in the Circulation Setup Guide.

Allow PAC Hold Requests

Do one of these options:

Mark this box if you want to let borrowers make hold requests in PAC.

Note: If you allow requests at your library, you must set up request parameters in several different views in Horizon. You also need to do additional setup for this feature to work in Horizon Information Portal.

Clear this box if you do not want borrowers to be able to make hold requests in PAC.

Last Hold Exp. Date

This field is no longer used.

Default Hold Notice Type

If you allow hold requests, mark one of these options to determine how you will notify borrowers of holds:

mail
phone
deliver
SMS text message

When requested items become available and are on hold, Horizon will notify borrowers using this method.

Borrower Barcode Prefix

Type the prefix that you will use for borrower barcodes.

Barcodes may have a set pattern where the leading digits indicate whether a barcode is for an item or a borrower. The prefix should include the institution code of your library. You can use either alpha or numeric characters.

Note: For an example of how the barcode will look after you specify the barcode prefix and length, see the barcode example in Library Locations.

Borrower Barcode Length

Specify the number of characters in borrower barcodes.

Item Barcode Prefix

Type the prefix that you will use for item barcodes.

Note: The item barcode prefix serves the same identification purpose as the borrower barcode prefix. However, the number you use to identify an item barcode should be different from the number you use to identify a borrower barcode.

Item Barcode Length

Specify the number of characters in item barcodes.

PAC Timeout (seconds)

This field is no longer used.

Circ Timeout (seconds)

Specify the amount of time (in seconds) that must elapse while circulation staff is identifying items before Horizon prompts your staff to verify that they are still working with the same borrower.

You should make sure the timeout is long enough that staff are not interrupted while checking out several items to the same borrower. However, do not make the timeout so long that staff accidentally checks out items to the wrong borrower. SirsiDynix recommends using between 40 and 60 seconds.

Calendar Reminder Date

Specify the date when Horizon prompts staff to update the location’s calendar and operation hours for the upcoming year.

Charge for Closed Days

Do one of these options:

Mark this box if you want to charge overdue fines for days on which the library is closed and if you want closed days to count as part of the grace period. (This setting also applies to closed hours, if defined.)
Clear this box if you do not want to charge overdue fines for days on which the library is closed.

Lost to Missing (days)

Specify the number of days that must elapse before Day End changes an item’s status from “Lost” to “Missing.”

Note: The change is necessary to keep the database current. This change in status breaks the link between the item and the borrower who lost it.

Claimed Ret. to Missing (days)

Specify the number of days that must elapse before Day End changes an item’s status from “Claimed Return” to “Missing.”

Note: This change is necessary so that the circulation history data connecting a borrower to that item may be deleted.

2 In these fields, do the following:

Field

Action

On Reshelving Cart (days)

Do one of these options:

Specify the number of days that you want to elapse before Day End changes an item’s status from “Shelving Cart” to “Checked In.”
Type “0” if you do not want checked in items to use the “Shelving Cart” status.

When items are checked in, Horizon assigns a status of “Shelving Cart.” After the number of days specified in this field have elapsed, Horizon changes the item’s status to “Checked In.”

Default Recall Due (days)

This field is no longer used.

Print Return Address

Do one of these options:

Mark this box to print the library’s address on all printed items, such as notices and reminders.
Clear this box if you do not want to print the library’s address on all printed items.

Address Corr. Req.

Do one of these options:

Mark this box to print the message “Address correction requested” on all printed items, such as notices and reminders.
Clear this box if you do not want to print the message “Address correction requested” on printed items.

Note: If you do not print the message “Address Correction Requested” automatically on each notice (because of a contract with the United States Postal Service), you can add the appropriate text when you customize notices and invoices. (For instructions, see “Customizing Notices” in the “Defining Notices, Invoices, and Reminders” section of the Circulation Setup Guide.)

Note: The next four fields determine settings for reminders, invoices, and notices. These notices are not automatically generated but are created when you run a special process to create reminders in Circulation Reports.

Field

Action

Amt. Owed Before Reminder

Specify the amount that a borrower must owe before a reminder is sent.

Specify the amount in this format: “NN.NN”. (For example, type “15.00”, “.00”, or “.75”. Type 14.99 if you want to send a reminder when the amount owed reaches $15.00.)

Reminders are follow-up notices to those created by the Billing Notice Amount.

# Overdue Before Reminder

Specify the number of items that a borrower must have overdue before Horizon generates a notice.

This notice is in addition to the normal overdue notice, and is intended to alert borrowers of accumulating overdue items. The maximum number of reminders is 255.

Reminder Invoice Delay (days)

Specify the number of days that Horizon delays sending a reminder invoice after a regular invoice has been sent and remains unpaid.

Billing Notice Amount

Specify the amount that a borrower owes before a notice is generated.

Type the amount in this format: “NN.NN”. (For example, type “15.00”, “.00”, or “.75”. Type "14.99" if you want to send a reminder when the amount owed reaches $15.00.)

Charges accrued include fines for overdue items, and charges for damaged and lost books. When a borrower’s fine amount equals the value in this field, Day End generates a notice. Any reminder notices depend on the value in the Amount Owed Before Reminder field on the location view.

Sort Notices By

Specify the name of a database column from the borrower table that you want Horizon to sort notices by.

Type each column name separated by commas and with no spaces. The format is “column_name1,column_name2”. (For example, to sort borrower notices by location and then by borrower name, you would type “location,name” with no space between the columns.) When notices are printed from Circulation Reports, they will be printed in the order specified in this field.

Note: For a list of columns in the borrower table, see the Table Structures Guide.

Borrower Mailing Label

Specify the code for the borrower mailing label that you want to use.

Horizon comes with default labels. You can choose one of the default labels or create a new one. This label is used when you send a borrower a notice of items that were purchased through acquisitions, and for hold notices. Horizon comes with several default labels. You can choose one of the default labels, or create a new one.

For more information on labels, see Labels.

Fiscal Year Starts

This field is no longer used.

3 For descriptions about the next few pages, see the following topics:
Specifying Library Hours
Specifying Holiday Hours
Specifying Library Addresses
Specifying Primary and Secondary Locations for Staff Searching
Specifying Serials Checkin Locations
Setting Up Parameters for a Reserve Location
Setting Up Home Service Parameters.
4 In these fields, do the following:

Field

Action

Item Type

Select the code for the item for which you want to create a booking schedule profile.

Calendar

Select the code for the calendar definition you want to use for booking the item type.

Schedule

Select the code for the schedule you want to use for booking the item type.

Generate Billing Notices?

Do one of these options:

Mark this box to generate billing notices for locations every day.
Clear this box to prevent Horizon from automatically generating billing notices every day.

Borr. barcode on CKO window?

Do one of these options:

Mark this box if you want the borrower barcode to display on the Checkout window in Circulation.
Clear this box if you do not want the borrower barcode to display on the Checkout window in Circulation.

Note: By default, the borrower ID, not the barcode, displays on the Checkout window in Circulation. If you choose this option, the label in the Checkout window changes from “ID” to “Barcode” and the borrower barcode is displayed.

5 For information about Other Block Items, see Displaying Blocks from Another Location.
6 In these fields, do the following:

Field

Action

Allow Transit Holds Override

Do one of these options:

Mark this box if you want to fill a hold request with the first available item that is checked in at a specific location even if another copy is in transit from another location to fill the same request.
Clear this box if you do not want to fill a hold request with the first available item that is checked in.

Damaged-Cki Status

Specify the code for the status that you want Horizon to assign to items that are checked in using the Damaged Checkin mode.

If you leave this field empty, Horizon will use the “Damaged” status. (For more information, see “Checking in a Damaged Item” in the “Checkout and Checkin” chapter of the Circulation Guide.)

Damaged-Cki Show Borrower

Do one of these options:

Mark this box if you want Horizon to display the name of the borrower when items are checked in using the Damaged Checkin mode.
Clear this box if you do not want Horizon to display the name of the borrower when items are checked in using the Damaged Checkin mode.

Displaying the borrower’s name lets circulation staff know who had the item checked out so they can enter a block on the borrower record for the damage, if necessary. However, if staff chooses to review damaged items and assess fines later, they can look up the previous borrower of an item in the Item Detail Status window. (For instructions, see “Viewing Detailed Information about an Item” in the “Item and Copy Records” chapter of the Cataloging Guide.)

Charge for Grace Days

Do one of these options:

Mark this box if you want to charge fines for grace days when an item is returned after the grace period ends.
Clear this box if you do not want to charge fines for grace days when an item is returned after the grace period ends.

For more information, see “Setting Up a Grace Period” in the “Setting Up or Editing Basic Circulation Policies” section of the Circulation Setup Guide.

Lost to Staff Only (days)

Do one of these options:

Specify the number of days that you want items to keep the “Lost” status before these items no longer display in your PAC.
Type “1” (one) if you want lost items to become Staff Only the next time Day End processes run.
Type “0” (zero) if you never want lost items to go to Staff Only.

(For more information, see “Automatically Suppressing Items from Public Searches” in the “Preparing Horizon to Work with Item Records” section of the Circulation Setup Guide.)

Claimed Return to Staff Only (days)

Do one of these options:

Specify the number of days that you want items to keep the “Claimed Return” status before these items no longer display in your PAC.
Type “1” (one) if you want Claimed Return items to become Staff Only the next time Day End processes run.
Type “0” (zero) if you never want Claimed Return items to go to Staff Only.

For more information, see “Automatically Suppressing Items from Public Searches” in the “Preparing Horizon to Work with Item Records” section of the Circulation Setup Guide.

Missing to Staff Only (days)

Do one of these options:

Specify the number of days that you want items to keep the “Missing” status before these items no longer display in your PAC.
Type “1” (one) if you want missing items to become Staff Only the next time Day End processes run.
Type “0” (zero) if you never want missing items to go to Staff Only.

For more information, see “Automatically Suppressing Items from Public Searches” in the “Preparing Horizon to Work with Item Records” section of the Circulation Setup Guide.

7 In these fields, do the following:

Field

Action

Hold Shelf Expiry Includes Closed Days

Do one of these options:

Mark this box if you want Horizon to include the library’s closed days as part of the time you keep a requested item on the holds shelf.
Clear this box if you do not want Horizon to include the library’s closed days as part of the time you keep a requested item on the holds shelf.

For more information, see “Including Closed Days in the Hold Shelf Expiry Period” in the “Setting Up Hold Requests” section of the Circulation Setup Guide.

Master Location

Specify the code for the location that will handle the circulation tasks for the location you are specifying.

You may need to do this if you have defined multiple catalogs for collections that you store in the same physical location. (For example, you may have a reserve bookroom collection in the same building as your main collection, but use a separate Horizon circulation system for each collection.) You can set up Horizon so that one central workstation can handle circulation tasks for all collections in one physical location. This can help keep all circulation statistics in a single database. It can also help you avoid having to put items in transit to move them from one part of your library to another.

(For more information, see “Setting Up a Single Circulation Station for Multiple Locations” in the Circulation Setup Guide.)

Self-Registered BType

Specify the borrower type to assign to accounts that patrons create for themselves through Horizon Information Portal.

Self-Registered Borrower Stat Class

Specify the statistical class to assign to accounts that patrons create for themselves through Horizon Information Portal.

All items Out Display type

If you want to change which items display in a borrower’s record when a staff member clicks All Items Out, mark one of these options:

All Items Out. All the items that borrowers have checked out display.
Suppress ‘cr’ and ‘l’ items. Any items that borrowers have claimed returned or that your library has declared lost are not displayed.
Suppress ‘l’ items. Any items that borrowers have claimed are lost are not displayed.
Suppress ‘cr’ items. Any items that borrowers have claimed to have returned are not displayed.

For more information, see “Changing Borrower Display Options for a Location” in the “Changing Circulation Display Options” section of the Circulation Setup Guide.

Allow Renew of Lost and Claimed Return

You can choose whether users can renew items with ‘Lost,’ ‘Lost Recall,’ or ‘Claimed Returned’ statuses. Horizon comes with this functionality turned on. If a staff member renews an item with one of these statuses, Horizon also resolves any Lost or Claimed Returned blocks. Staff can renew items with these statuses from either Checkout or Checkin.

Note: Horizon renews an item with a ‘Lost,’ ‘Lost Recall,’ or ‘Claimed Returned’ status only if library staff confirm that the item is present at the time of renewal.

Overdue To Lost

Specify the number of days that must elapse before Day End changes an item’s status from “Overdue” to “Lost.”

Delete filled requests

Select this option to have Day End delete any hold requests that have been filled.

8 In these fields, do the following:
9

Field

Action

Keep Circ History

Select whether to keep circulation history. You have these options:

Do Not Keep: History records are not kept, regardless of borrower settings.
Always Keep: History records are always kept, regardless of borrower settings.
Borrower's Choice - Default Off: No history is kept unless the borrower chooses to turn it on.
Borrower's Choice - Default On: History is kept unless the borrower selects to turn it off.

History Duration

Specify the number of days you want to retain the circulation history before Day End purges the history records.

Max History Transactions

Specify the maximum number of checked out items you want to retain in the circulation history.

Expiring Borrower CKO Loan Period

Select how Horizon should handle cases where the borrower's card will expire during a loan period. You have these options:

Prompt: notify the borrower that their card expires during the loan period with the option to cancel the checkout.
Truncate: On checkout, reduce the checkout period to end when the borrower's card expires.
Full: Allow the entire checkout period.

Last PreOverdue Date

Displays the last date that SMS pre-overdue processing happened during Day End. This value is used by the system.

Search

Select the code for the borrower search to use by default.

Alt. Search

Select the code for the alternate search to use. For more information, see Limiting Borrower Searches for Specific Locations.

10 In these fields, do the following:

Field

Action

Purchase Alert Ratio

Specify the ratio that, when exceeded, alerts you to titles with a high hold to copy ratio. The default is "3."

Show more information in CKO window

You can choose to display more information in the CKO window by default. Choose one of the following options:

Nothing: Do not show additional information.
Borrower No.: Show the borrower number.
Expiration Date: Show the expiration date of the borrower's record.

Auto-Complete Item Barcode

Determines whether Horizon should auto-complete item barcodes. If this box is marked, Horizon uses the values specified in the Item Barcode Prefix and Item Barcode Length parameters to auto-complete the value the user enters for the item barcode; if this box is not marked, Horizon saves the item barcode as the user entered it.

Allow emailing of CKO receipts

Determines whether users can send checkout receipts via email. If this box is not marked, users cannot send checkout receipts via email, regardless of how the workstation's receipt options are configured.

Show borrower photo in CKO window

Mark this box to instruct Horizon to show the borrower's photo in the CKO window. If a borrower does not have a photo in his or her record and this box is marked, Horizon shows a placeholder image in the place of the photo.

You can override this setting on a basis of BTYPE in the btype table; for more information, see the "Setting Up or Editing a BTYPE" topic of the Circulation Setup Guide.

Users at individual workstations can also choose to override this setting and hide borrower photos by selecting the Hide Borrower Photo option in the CKO menu.

Show email address in CKO window

Mark this box to instruct Horizon to show the borrower's email address in the CKO window, if the borrower has one.

Note: If the Allow Emailing of Checkout Receipts workstation receipt option is marked, the Show email address in CKO window option is ignored; the borrower's email address will always show (if it exists) in the CKO window if the Allow Emailing of Checkout Receipts option is marked.

Address position for Purchase Orders

Determines the position of the shipping address for purchase orders and claim letters for acquisitions and serials. For more information, see "Specifying the Shipping Address Position on Purchase Orders and Claims" in the Acquisitions User Guide.

CKI Location Control

Mark this box to instruct Horizon to display an alert if an item belonging to another location is checked in at this location. Depending on which version of CKI Location Control has been implemented on your library system, checkin of an item from another location is always disallowed or can be allowed with a confirmation by the staff user.

Important: CKI Location Control is feature-activated. If you are interested in having this feature installed on your Horizon system, contact SirsiDynix Customer Support.

Transit Location Group

Select which transit group you want this location to belong to.

The Transit Location Group specifies which location can fulfill a hold through transit. If a transit group is specified for the checkin location and the pickup location belongs to that group, the item is put in transit. If the pickup location is not in the transit group, the hold will only be fulfilled if no other item in the pickup location group can fulfill the hold.

Borrower Duplication Alert

Specify a code to choose which duplicate alert configuration you wish Horizon to use when dealing with duplicate borrowers. For more information see "Setting Up the Duplicate Borrower Alert" in the Circulation Setup Guide.

Hide Family Group

Adds or removes the interface for Family Groups in the Circulation module for the current location. By default, the Family Group interface is hidden for a location.

Although the Family Groups may be enabled for the system, the library at the current location will not be able to manage family groups or perform family group actions unless Hide Family Group is disabled. However, notifications and invoices will function as though family groups were enabled for the library (for more information, see Enabling Family Groups).

11 In these fields, do the following:

Field

Action

Enable Auto-Renew

Specify whether to automatically renew the item on the due date (through the DayEnd Process). If the item cannot be renewed normally for any reason, such as having reached the renew limit or because of pending holds, Auto-Renew will not renew the checkout.

Note: Horizon renews items according to the settings in Setting Renewal Rules.

 


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