Converting a Temporary Custody Record to an Incoming Loan

Your institution may decide to accept some or all of the items as a loan. Converting a Temporary Custody record to an Incoming Loan will create a new record in the Incoming Loans catalog with all the donor information you already entered, linking the contacts in the Donors Grid to the new incoming loan.

Convert All Temporary Custody Items to Incoming Loan

1.Click "Convert to Incoming Loan" at the top right of the Temporary Custody screen

2.Fill in the Loan No

3.Select "Convert all items"

4.Click "Convert Now"

5.The new Incoming Loan record will appear on the screen. For more information about Incoming Loan records, see Incoming Loans.

•The Temporary Custody receipt number will appear in the Receipt No field on the Incoming Loan record.

Convert Some Temporary Custody Items to Incoming Loan

When a partial conversion to an Incoming Loan is performed, the Temporary Custody record is split, resulting in two Temporary Custody records: one for the items still on Temporary Custody with their original Receipt No, and the other for the items that have moved to the Incoming Loan, which has the original Receipt No plus a decimal (.1, .2, etc) as the new Receipt No. This process allows easy tracking for all parts of the original Temporary Custody items.

1.Click "Convert to Incoming Loan" at the top right of the Temporary Custody screen

2.Fill in the Loan No

3.Select "Convert some items"

4.Edit the text in the Items to convert and Items to not convert fields so each field lists the appropriate items

5.Click "Convert Now"

6.The new Incoming Loan record will appear on the screen. The Receipt No field on the Incoming Loan record will display the original Temporary Custody Receipt No plus a decimal. Items on the Incoming Loan will display in the Description of Items field.

7.A new Temporary Custody record will also be created displaying only the items converted to the loan in the Description of Items field.  The Receipt No for the new Temporary Custody record will match the Receipt No on the Incoming Loan record (the original Receipt No plus a decimal), and the Status will be Loaned.

•Items not converted to the Incoming Loan will remain on the original Temporary Custody record with the original Receipt No.