FAQ

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.

When a date is entered to the Advance After field in Grade Table preferences, will grades advance automatically after that date?

Entering a date will not automatically advance the Patron Grades. Learn more about Grade Table preferences.

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.

How do I add a new librarian/admin account?

An admin account is simply a patron account with a different security group set (like District Administrator). New librarians should set their security group accordingly, usually as high as they are allowed to select.

Can I choose the next patron barcode Alexandria will assign?

You can! First, navigate to Preferences > Patrons > Patron Defaults tab. In the Barcode Settings section, specify the beginning number for auto-assigned barcodes – choose a number that doesn’t conflict with your item barcodes and has enough room to continue sequentially for all future patrons. Learn more in Patron Preferences.

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 can I easily change the copy location or copy shelving?

The easiest way is by using the Set All Copy Locations or CH command in Circulation. This is much quicker than going into each item to change copy locations. Make sure to clear the command line when you’re done! You can also run the Copies Information Report to help view and sort your items.

How are lost or discarded items handled in Alexandria?

Lost and discarded items are checked out to System Patrons 1(lost) and 2(discarded). Read more on Best Practices for Lost and Returned Items.

How can I see how many Items and Patrons are in each site within a Centralized Catalog?

Go to Tools>Sites, and click on the gear icon and select Site Record Counts.

Why are copies being randomly added that can’t be selected or modified?

If you have overlapping call numbers in Maps, Alexandria will display a duplicate title or a duplicate copy. If the copies can be modified but were not intentionally added, this may be from an import running too many times and adding a new copy each time. You can solve this issue by separating your Maps so they do not have overlapping call numbers. (This will also ensure the correct map displays in Researcher.)