Use the following procedure to add a new (non-assignment) patron contract:
1. From the Patron menu, select Search for Patron and perform a search for a patron.
2. From the Patron List grid, click a row to select a patron.
3. Select the Contracts tab. The List of Patron Contracts grid displays all contracts associated with the patron.
4. From the List of Patron Contracts grid, click Add, and select Add New Contract. A contract details window will be displayed.
5. Enter or select the Expected Start date and Expected End date.
Alternatively, select a term from the Term drop-down menu. The Expected Start and Expected End dates will be populated with the term’s date range.
6. Select the Status of the contract:
•Preliminary: The Preliminary state is an initial state and is used to indicate a contract item that has not been committed to yet. The Preliminary state counts against asset, asset type, and facility usage.
For example: An assignment in the Preliminary state will mark the space as occupied.
•Active: The Active state represents a contract that has been committed to. The active state counts against asset, asset type, and facility usage.
Note: Refer to the Process Contract Items section for information about how contract item states are affected by contract item processing.
7. If necessary, select the contract’s Expiration Date.
8. Select the Asset Group and corresponding Asset Type.
Note: If an Asset Type is set to not appear on a patron contract (configured via the Inventory module in Odyssey HMS), it will not be displayed in the list of Asset Types available.
9. To add an item that does not need to be tracked by a serial number, select Add Asset Type. Skip to step 11.
To add an item that should be tracked by serial number, check the Add Asset with Serial Number checkbox. This allows searching for the item by asset type.
10. If Add Asset with Serial Number is checked, enter all or part of the inventory item’s serial number in the empty field, and click Lookup. Alternatively, leave the field blank and click Lookup to search for the item using more criteria. The Find Available Assets window will be displayed.
a. Select options from the Use Dates, Condition, and Serial Number menus to search for the inventory item, and click Search. Search results will be displayed in the Asset Lookup Results grid.
If no options are selected, all assets for the selected Asset Type will be displayed.
b. Click Select next to the asset to add, and then click OK. The asset’s serial number will be entered under the Add Asset with Serial Number field.
11. If necessary, click the Details button to add Contract Details or Charge Schedules to the contract. Refer to the Edit a Contract and View Linked Charge Schedules for a Contract sections for more information about Contract Details and Charge Schedules.
12. Click Save. The contract will be added to the List of Patron Contracts grid.
13. Continue by editing the contract to add more details to the contract.