Library

The Library module runs a school library inside EDUBase: a catalogue of every book copy, library membership for students and staff, issue and return at the desk, overdue fines, library cards and five reports. Open it from New → Library; the Library page links to its six screens.

Before the first issue: Settings

New → Library → Settings holds the rule for each kind of member — Students and Staff: how many books they may have out at once, for how many days, how many times a loan may be renewed, the fine per late day, the grace days and an optional maximum fine. You can also choose to stop issuing to anyone who has an overdue book or unpaid fines. Set it once for the whole school; a campus that needs different rules gets its own. Until you save a rule, students may borrow 2 books for 14 days and staff 5 books for 30 days, and no overdue fine is charged — the fine stays at zero until you set one.

Catalogue

New → Library → Catalogue lists titles with how many copies are on the shelf and out. Add title records the book once (title, author, publisher, ISBN, edition, category, price) and can add its first copies in the same step. Every physical copy gets its own accession number — the number written inside the book. Type the first number (for example B-0041) and the rest follow on (B-0042, B-0043…); leave it empty to continue from the last copy added. Accession numbers use letters, digits, “-”, “.” and “/” so they can be printed as barcodes. Tick titles and press Print labels for spine labels with the barcode; a barcode scanner reads them straight into the Issue and Return screen.

A copy that was never lent can be deleted. A copy with loan history cannot — mark it Withdrawn instead, so its history stays. Lost, Damaged and Withdrawn copies can be set back to Available when they are found or repaired.

Members

New → Library → Members: press Enrol members, choose Students (filter by campus, class and section) or Staff, tick the people and enrol them. Nobody is typed in twice — a member is the student or employee already in EDUBase, so names and classes stay current after promotion. Each member gets a card number (S- plus the student ID, or E- plus the employee ID) unless you type your own. Tick members and press Print cards for library cards with photo and barcode. Suspend stops borrowing for a while; Close ends the membership (only once every book is back) and enrolling the same person later reopens it.

Issue and Return

New → Library → Issue and Return is the desk.

Issue: scan or type the member's card number (or search by name, roll number or employee code). Their books out, due dates and unpaid fines appear. Scan the book's accession number and press Issue; the due date follows the member's rule unless you change it.
Return: scan the book in the Return a book box — no need to find the member first. If it is late, the overdue fine is charged automatically. If the fine should be forgiven (illness, for example), write the reason and it becomes a waiver request.
Renew gives a book one more loan period from today, up to the renewals allowed. An overdue book cannot be renewed: return it (the fine is charged) and issue it again.
Lost closes the loan and charges the copy's price (you can change the amount); Damaged closes it and charges only what you enter.

The desk can charge fines and ask for a waiver, but it cannot take money or forgive a fine.

Fines

New → Library → Fines lists every fine with what is paid, forgiven and still due. Record payment takes cash (in full or in part) and issues a receipt number. Waive forgives what is left — it approves a waiver request from the desk, or needs a reason of its own. Reject waiver leaves the fine due. A payment entered by mistake is voided with a reason, never deleted, so every receipt number stays accounted for. Add fine charges a member for something else, such as a torn page noticed later.

Give the Fines privilege to the person who handles money (the accounts office or the principal) and the Issue and Return privilege to the librarian: that way nobody forgives a fine they charged themselves. Library fines are collected here in cash; they do not yet appear on fee challans or in the general ledger.

Reports

New → Library → Reports has five reports, each filterable by campus and exportable to Excel or PDF:

Books Issued — every book out now, with borrower and due date.
Overdue — late books with days overdue, the fine so far and a contact number, for follow-up calls.
Stock Summary — titles and copies by category or campus: on the shelf, out, lost, damaged, withdrawn, and their value.
Most Borrowed — the titles read most in a date range.
Fine Collection — receipts by date with the total collected and the total waived.

Who can use what

Each screen has its own privilege under Library: Catalogue, Members, Issue and Return, Fines, Reports and Settings. The school's administrator grants them per user. Staff limited to certain campuses only see and change their own campuses' copies, members, loans and fines.

The New menu is between General and Core. It appears only when at least one new module is enabled for your institute, and shows only enabled modules. Your user privileges still control which screens you can open. Ask EDUBase support about enabling a module.