Where do I set up the “next barcode” if I’m importing items without barcodes?
While importing items, look at the Barcode Handling section on the Settings tab. Add a Starting Item Barcode and select Always Assign New Barcodes.
Operations
Is Patron History changed or modified when updating with an import file?
If a patron’s information is updated with an import file, all of their historical information will remain on the record as-is. Historical data is only removed from a patron record if the individual patron is completely removed from the system.
This means that if you’re recycling barcode numbers, you’ll need to permanently remove the record of the patron who was previously assigned the barcode before you assign that barcode to another patron record.
What information can be updated with a patron import file?
Patron imports can be used to change any field in patron records except for the Barcode field.
Over the summer our IT department wants to add or re-add the Chromebooks and iPads to our catalog. What are the recommended methods of doing this correctly?
If you have used Alexandria or Textbook Tracker to catalog non-book items such as laptops, chargers and other technology it is a good idea to use a specific item policy or policies to manage them. In most cases you will want a title record for something like a Chromebook to include all of the copies instead of 1/1 with titles/copies.
If you are using an import file, you will need to create a title record with an ISBN first so the import setting “Title update matching” works for title and ISBN/LCCN.
Read Best Practices for Cataloging to learn how to catalog equipment in Alexandria.
If you have any questions please call Customer Support at 1-800-347-4942 to get help with importing files.
How do I forgive charges?
To forgive a charge for an individual patron, use Circulation.
- Make the patron current and go to the Charges tab.
- Select the charge (or by holding <shift> or <command> you can select more than one).
- Click Make Payment. (Or Forgive Charge.)
- Click the box to Forgive remaining balance, and click Process.
To forgive charges in batches, use the Forgive Charges utility.
- Go to Operations > Utilities > Patrons > Forgive Charges.
- Use the Selections tab to choose who you are forgiving the charges for.
- Use the Options tab for what type of charges to forgive, or in a specific date range.
- Click Run.
Why isn’t my zipped or compressed file importing patron pictures?
Usually, this means the file is larger than 50mb. You need to separate the file into smaller sizes in order to import them.
Can Alexandria assign barcodes to imported patrons?
Yes, if a barcode is not included within the import file, Alexandria will automatically assign a barcode to those patrons.
How do I remove items that I have discarded, and do they count in my system?
- a. To remove Items that you have discarded, you can run the Remove Discarded Copies utility. We recommend running the Discarded Copies report first, to get a list of which items will be removed.
- b. Discarded Items in your database do count in your system counts, as they are still in your database. This is also true for lost items. They are in a pending status until they are removed.
Why does it say my Import file is not the correct file type, even though they are .mrc?
Usually this means the wrong import type is selected on the left. Make sure you have Items selected, and the import should run correctly.
When running a utility, how can I make sure that only the items or patrons I want affected are removed?
We recommend running a report, first! The Copy Information Report and Patrons Information Report can show you exactly which items and patrons will be affected–just make sure the selections in the report match the selections in the desired utility. When in doubt, reach out to our support team at support@goalexandria.com.