Current Checkouts/Fines

Important: Textbooks checked out by ISBN appear on this report.

Current Checkouts/Fines helps you keep track of all the unresolved transactions in your library or school. You can report information as broadly or as narrowly as you want. The report can include checkouts, overdues and fines.

If you have Follett Destiny® Resource Manager, you can notify custodians of the resources assigned to them.

Create a Report or Notice

Go to Reports > Library Reports and select Current Checkouts/Fines under Circulation.
On the first page, Format:
1. Select the types of transactions to include:
  - All checkouts (overdue or not)
  - Resources assigned to a custodian
    (Destiny Resource Manager™ only)
  - Outstanding fines and refunds
2. Choose a format from the following:
  - Report—A report to distribute to your teachers and library staff. Either:
    - Generate the report in Adobe® PDF format by selecting PDF.
    - Generate the report in Microsoft® Excel® format by selecting Microsoft Excel.
  - Email to homerooms—Lists for teachers sent by email. You need to have a configured email server and at least one patron assigned to a homeroom.
  - Notices— Reminders for your patrons about checkouts, overdue materials or outstanding fines. If you have allowed your library patrons to view Catalog pages in French or Spanish, you can select a language for the notices.
3. When you are ready, click Continue.
On the second page, Limit, you can limit the report, list or notices to certain Patron Types, Statuses or both.
1. To select the Patron Types, click Update.
2. Select the types of checked out/overdue items to include: Library materials, textbooks, resources or any combination. Your options depend on the Destiny Resource Managers you have.
3. To select the library Circulation Types you want to include, click Update.
  My Materials refers to the items in your collection.
4. When you are ready, click Continue.
On the third page, Details, first select the patrons or homerooms.
- Select & Sort by
  - For reports or notices, select a method for identifying the range of patrons:
    - You can leave from and to boxes blank to include all patrons.
    - If you leave the from box blank and enter a name or number in the to box, it includes all those up to and including the name or number in the to box.
    - If you enter a name or number in the from box and leave the to box blank, it includes that name or number and all those after it.
    - If you enter the same name or number in both boxes, it is limited to that one name or number.
      Note: Destiny does not support the use of wildcards (?, *) in ranges.
  - For homeroom emails, click Update. A Select Homerooms page appears. Click OK after making selections.
- Start a new page for each group— In the reports, groups are determined by the criterion you identified in the Select & Sort by list.
- Distributed—For notices, decide whether you will distribute them internally, mail them or email them. (The mailed format includes the patron's address.)
  - For email notices or homeroom lists, verify or change the emails' From name and address.
  - For internal (hand-distributed) or mailed notices, select the number of notices per page (1, 2 or 4).
  - For any type of notice, customize the salutation before the patron's name and the message, if desired.
  - If you want mailed notices addressed to the parent, select the Address Label checkbox. Otherwise, it is addressed to the patron.
- Also Display …To add more information to the report, notices or list, select or deselect any of the checkboxes under
Title Info:
Title for library materials
Cover image
Price of checked out/overdue materials

Patron Info:
Barcode
Phone number
Subtotal items/fines for each patron
Grade Level, Homeroom, User Defined 1 or User Defined 2
To generate the report, notices or list, click Run Report or Run Notices. If you will be running this same report or notice periodically, you can save the setup by clicking Save Setup.
For overdue notices and reports to run only on open days, use the Schedule Report drop-down to select the frequency.
Select the Do not run on closed days (Closed: <days closed>) checkbox.
Select to either Save Setup or Save and Run.

How do I set up emails?

For the email options to appear, you will need to have a mail server configured.
In addition, your patrons or homeroom supervisors must have a valid email address (Email 1 or Email 2, or both) in their records.
If any of them do not, you can print the skipped or failed notices for patrons without valid email addresses by clicking the Skipped/Failed Notices link in the job summary.

Skipped indicates that the email address was missing or defective.

Your Destiny Administrator can set up an email server under SMTP Settings on the District Options sub-tab of Update District Sites.

You can create homerooms and assign supervisors to them on the Site Administration sub-tab of Site Configuration on the Admin tab.

Emailed notices display the Subject, Checked Out/Overdue/Fines, and contain the checkout/overdue information in the body of the email message.

Homeroom emails display the subject <Homeroom>: Checked Out/Overdue/Fines, and contain the checkout/overdue information in a PDF attachment.

Can I save and rerun a customized report?

If you need to run the same report or batch of notices periodically, you can save a setup for future use. You can create and save several setups, each with its own appropriate message.

On the Details page, after you have set up your report, notice or list, click Save Setup.
Enter a name for this setup.
To automatically run it periodically, select your preferences from the Schedule Report list and the Day/Time lists that appear.
Click either Save Setup or Save and Run.

The name appears on the Format page in the Saved Report / Notices list.

To change the day or time that it runs, or to stop it from running automatically, click the link next to Scheduled.
To open the latest report or notice, click the date under Last Run.
To add the saved report or notice to your My Favorites list, click Add to Favorites. Saved reports and notices already in your My Favorites list have a Favorite icon.
To run, edit or delete the saved report or notice, click the appropriate icon.

For example, you can create a list of customized reports and notices, such as these:

Checkout lists for first grade teachers
Overdue lists for homeroom teachers
Fine notices for items more than 5 days overdue - students A-L
Bill notices for books presumed lost - students A-Z
Resource lists for teachers with custody of resources

What kinds of reports can I get?

There are several reports you can create with Current Checkouts/Fines. For instance, depending on how you format, limit and sort the report, you can generate lists like the following:

Patrons with overdue copies and outstanding fines, grouped by homeroom
Graduating patrons with any checkouts, alphabetically by name
Only patrons with outstanding fines.

What kinds of notices can I get?

There are several notices you can create with the report builder. For instance, depending on how you limit the patrons and materials, and word the notice, you can generate any of the following:

Overdue notices
Fine notices
Bills for books presumed lost

You can create and save several types of notices, each with their own appropriate message.

What is included on a report?

For each patron, a report or homeroom email includes the following information:

Header

Title
School name

Patron information

Full name
Phone number (if selected)
Barcode number (if selected)
One or both optional fields: Grade Level, Homeroom, User Defined 1, User Defined 2 (if selected)

Checkout information

For each overdue copy:

Due date
Call number (library materials only)
Barcode number
Title (if selected)
Copy price (if selected)
Estimated fine (if charged)

For each copy checked out (if included):

Materials type
Due date
Call number (library materials only)
Barcode number
Title (if selected)
Total checkouts

For each outstanding fine (if included):

Reason for fine
Date fine assessed
Call number (library materials only)
Barcode number
Title/Description (if selected)
Replacement or purchase price
Fine amount
Total fine amount

For assigned resources (if included)

Date due (if any)
Item status
Barcode number
Resource description (and component if needed)

What is included on a notice?

Each notice includes the following information:

Header

School name
School address (if Mailed is selected)
Date generated
Patron's full name
Patron's mailing address (if Mailed selected)
One or both optional fields: Grade Level, Homeroom, User Defined 1, User Defined 2 (if selected)
Phone number (if selected)
Barcode number (if selected)
Notice title
Salutation
Message

Checkout information

For each overdue copy:

Due date
Call number (library materials only)
Barcode number
Title (if selected)
Copy price (if selected)
Estimated fine (if charged)

For each copy checked out (if included):

Due date
Call number (library materials only)
Barcode number
Title (if selected)
Copy price (if selected)
Total checkouts

For each outstanding fine (if included):

Date fine assessed
Reason for fine
Call number (library materials only)
Barcode number
Title (if selected)
Fine amount
Total fine amount

For assigned resources (if included)

Date due (if any)
Item status
Barcode number
Resource description (and component if needed)
Total items assigned

How does limiting help me?

Limiting the information on a report helps you extract just the information you need — certain transactions, patrons and materials. Keep in mind who needs the information and what they need to know.

For example, to limit the report or notices to patrons in a specific grade, select the Graduating in checkbox on the Limit page, and enter the desired year.

When materials or textbooks have been overdue for a substantial period of time and you assume that the patrons will not be returning them, generate bill notices:
Limit the materials on the Format page to those overdue by 30 days, and select the format of Notices.
On the Details page, enter a bill message (for example, The following items are long overdue and assumed to be lost. Please pay the amount listed below as soon as possible.). Be sure to select the Price of checked out/overdue materials checkbox.

How does sorting help me?

Sorting the information on the report and creating page breaks between groups lets you produce reports in batches, for specific recipients.

For example, sort your overdue reports (and select page breaks) by Homeroom for easy distribution to homeroom teachers.
To include all homerooms, leave the fields empty.
To run notices for only homerooms A through G, select Homeroom from the list, and enter a and g in the fields.

If you created a User-Defined field for library period, provide the 4th period teacher with a list of her students' checkouts. On the Format page, select All that are checked out. On the Details page, select Library period from the Select & Sort by list, and enter 4th in the boxes.

Can I generate notices in Spanish or French?

If you have chosen to allow guests and patrons the option of viewing Catalog pages in French and/or Spanish, you can choose to generate notices in that language.

On the Format page, select the language for the notices next to Notices.

Remember that Destiny does not translate the message you enter on the Details page or any information from the database.