Incoming Loan Process

1. Set Up Incoming Loan Documents
   
   

    

   1. Go to "Settings" on the Main Navigation Bar and select "Accessions & Loans Documents"
   2. Click the "Edit" button
   3. Expand the Incoming Loan Agreement Accordion
   4. Customize the form template and insert place holder fields as needed
   5. Expand the Incoming Loan Return Receipt Accordion
   6. Customize the return receipt template and insert place holder fields as needed
   7. Click "Save"

    

    

2. Enter Lender into Contacts, if needed
   
   

    

   1. Go to "Development" on the Main Navigation Bar and select "Contacts"
   2. Check to make sure the contact is not already in PastPerfect by typing the Last Name into the Simple Search Box and scanning through the results
      • If the contact already exists, continue to the next set of steps.
   3. Click "New Record"
   4. Fill in the required fields: ID No, Last Name
   5. Populate the rest of the fields as needed
   6. Click "Add New Record"
   7. Enter in any additional information, including the fields on the Address & Phone Numbers Accordion
   8. Click "Save" in the Edit Bar at the top of the screen

    

    

3. Create an Incoming Loan Record
   
   

    

   1. Go to "Accessions" on the Main Navigation Bar and select "Incoming Loans"
   2. Click "New Record"
   3. Enter in the Loan No and select the lender from Contacts
   4. Click "Add New Record"
   5. Populate additional fields as needed, including the Received Date, Due Date, and Description of Items
   6. Click "Save" in the Edit Bar at the top of the screen

    

    

4. Add Catalog Records to the Incoming Loan
   
   

    

   1. Click "Edit" in the Edit Bar on the Incoming Loan record

   2. Expand the Catalog Records Accordion

   3. Click "Add New Catalog Record"

   4. Select the catalog and populate the required fields: Object ID and Object Name

   5. Fill in the Title and Description if desired

   6. Click "Add New Record"

   7. Repeat steps 3-6 for as many catalog records as you need

   8. Click "Save" in the Edit Bar on the Incoming Loan record

   9. Be sure to go back to the individual catalog records later to fill in further details about each item

    

5. Print Loan Agreement
   
   

    

   1. Click "Edit" in the Edit Bar on the Incoming Loan record
   2. Under the Donors Grid, click the Documents drop-down list and select "Incoming Loan Agreement"
   3. Customize the form on the letter screen as needed
   4. Use the "Email", "Save as PDF" or "Print" options to produce the form in the desired format
   5. Close the pop-up window
   6. Click "Save" in the Edit Bar at the top of the screen

    

    

6. Enter Upcoming Incoming Loan Activities
   
   

    

   1. Click "Edit" in the Edit Bar at the top of the Incoming Loan record
   2. Expand the Activities Accordion
   3. Click "New Activity"
   4. Select the Activity from the authority file
   5. Populate the other fields if desired
   6. Click "Save" on the pop-up window
   7. Repeat steps 3-6 for as many activities as you need
   8. Click "Save" in the Edit Bar at the top of the screen

    

    

7. Return Individual Items
   
   

    

   1. Click "Edit" in the Edit Bar on the Incoming Loan record
   2. Expand the Catalog Records Accordion
   3. Use the check boxes on the left to select which catalog records you want to return
   4. Click "Return Catalog Records"
   5. Enter in the Return Date
   6. Click "Process Return" on the pop-up window
   7. Click "Save" in the Edit Bar at the top of the screen

    

    

8. Return the Incoming Loan
   
   

    

   1. Click "Return to Lender" in the top right of the Incoming Loan record
   2. Enter in the Returned Date
   3. Click "Return Loan"
   4. Click "Edit" in the Edit Bar on the Returned Loan record
   5. Under the Donors Grid, click the Documents drop-down list and select "Incoming Loan Return Receipt"
   6. Customize the receipt on the letter screen as needed
   7. Use the "Email", "Save as PDF" or "Print" options to produce the receipt in the desired format
   8. Close the pop-up window
   9. Click "Save" in the Edit Bar at the top of the screen

    

    

9. Convert to Accession
   
   

    

   1. Click "Convert to Accession" at the top right of the Incoming Loan record
   2. Fill in the Accession No and press "Enter" on your keyboard
   3. Click "Convert Now"
   4. The new Accession record will appear on the screen. Click "Edit" in the Edit Bar.
   5. Populate any additional fields as needed
   6. Under the Donors Grid, click the Documents drop-down list and select "Deed of Gift"
   7. Customize the document on the letter screen as needed
   8. Use the "Email, "Save as PDF" or "Print" options to produce the document in the desired format
   9. Close the pop-up window
   10. Under the Donors Grid, click the Documents drop-down list and select "Thank You Letter"
   11. Customize the document on the letter screen as needed
   12. Use the "Email, "Save as PDF" or "Print" options to produce the document in the desired format
   13. Close the pop-up window
   14. Click "Save" in the Edit Bar at the top of the screen

    

    

For additional information, see Incoming Loans.