Field Name

Description

Additional Carriers

Enter the names of other companies or entities that will be involved in the transportation of the shipment.

Address 1

Mailing address for the outgoing loan's main contact.

Address 2

Secondary line in the mailing address for the outgoing loan's main contact.

Arrive Date

The Arrive Date field is used to record the date upon which the items on loan reached their destination.

City

City portion of the main contact's address.

Contact Name

Enter the name of your contact at the borrowing institution or the representative of the borrowing institution.

Country

Country portion of the main contact's address. This field is controlled by an authority file.

Crate List

The Crate List is used to list the number and description of crates in the shipment.

Crate Types

The Crate Types field is used to enter the type of crate used. For example: Wood, Plastic, Metal, or Cardboard.

Dataset

The Dataset field is a way to indicate which records are part of certain groups. It is a remnant field from older versions of the software. This field is controlled by an authority file.

Description of Items

Enter a brief description of the outgoing loan items in this unlimited notes field. For example, you may describe the group of items as:20 black and white photographs2 books1 rhinestone bracelet6 letters from Helen Johnston to her husband, General Albert Johnston Since each item's catalog records will be attached to the loan record, a detailed description is not necessary.

Due Date

Enter the date on which the outgoing loan is due to be returned.

Email

Use this field to record the loan contact's email address.

Entered

The date and time the record was added is automatically entered in this field.

Entered by

The name of the person who added the record is automatically entered.

Form of Transportation

Use this field to describe the form of transportation for the items. For example, "truck."

Handlers

List the person or people responsible for handling the outgoing loan materials during shipping.

Insurance Company

Insurance Company is used to record the name of the insurance company which insures the outgoing loan items.

Insurance Phone No

Insurance Phone No is used to record the phone number of the insurance company that insures the items.

Insurance Policy Expiration Date

Use this field to record the date upon which the policy will expire.

Insurance Policy No

Policy No is used to record the insurance policy number covering the items.

Insurance Premium

Insurance Premium is used to record the dollar amount of the insurance policy.

Insurance Representative

Insurance Representative is used to record the name of the insurance agent responsible for the policy insuring the items.

Insured Value

Insured Value is used to record the amount of insurance coverage on the items.

Insured by

Select the radio button to indicate whether the outgoing loan items are insured by the borrower or the lender.

Last modified

The last date and time the record was changed is automatically entered in this field.

Last modified by

The name of the last person to edit the record is automatically entered in this field.

Loan No

Each new Outgoing Loan must have a unique identifying number. When you click on the New Record button, PastPerfect will alert you of the last outgoing loan number used and invite you to assign the next number in the sequence. You may use the suggested number or assign any other unique number to the loan.

Loaned To

Fill in the name of the borrowing institution.

Location

Enter the location where the borrowed materials will be housed. Example: "Chrysler Building Lobby."

Notes

The Notes field may be used to record any additional information. There is no limit to the number of lines or the type of information recorded in this field.

Number of Crates

Enter the number of crates in the shipment comprising the outgoing loan.

Other Phone Number

Use this field to record the loan contact's other phone number.

Out Date

Record the starting date of the loan.

Primary Carrier

Enter the name of the company or entity that is primarily responsible for the transportation of the shipment.

Primary Phone Number

Use this field to record the loan contact's primary phone number.

Purpose

Give a short description of the purpose of the loan. Example: "Museum Exhibit, Treasures of the West."

Renewal Date

Enter the date upon which the loan was renewed for an additional term.

Renewed Until

Enter the new due date for the loan.

Renewed By

Enter the name of the person who renewed the loan. This field is controlled by an authority file.

Return Date

Use this field to indicate the actual date that the loan was returned.

Secondary Phone Number

Use this field to record the loan contact's secondary phone number.

Ship Date

The Ship Date field is used to record the date upon which the loan materials were shipped.

Shipped from

Enter the name of the institution from which the loan items were shipped.

Shipped to

Enter the name of the institution to which the loan items were shipped.

Shipping Notes

Use the Shipping Notes field to record additional information about the shipping that may be relevant to this outgoing loan that has not been covered in the other fields.

State

Enter the two character state code for the loan contact's address.

Tracking No

Record the shipping tracking number in this field.

Transportation cost paid by

Select whether the transportation costs for outgoing loan items will be paid for by the borrower or lender.

Website

Use this field to record the loan contact's website address.

Zip

Enter the ZIP Code or Postal Code for the loan contact.