Selling, Giving and Lending Counted Items
For things you count, such as books and reeds, Sell or give hands one to a student and Lend lets a student borrow one. A sale creates a charge that waits for an admin to invoice. Lending is free and does not record which
Selling or Giving
Choose Sell or give on an item's row, on its page, or on a student's Equipment tab. Then fill in:
- Item. If it has several versions, choose which one.
- Student. Type at least two letters of the name.
- Quantity.
- Type. Sell (creates a charge) or Give (no charge).
- Price each. It starts from the version's own price or the item's usual price, and you can change it for this sale.
- Date and Note (optional). The note is visible to anyone who can see the item's history.
A sale creates one charge, which waits in Waiting to be invoiced for an admin. A give-away creates none.
If you are counting stock and the quantity is more than is on the shelf, an amber warning appears. You can still record it, and the count goes below zero until you receive stock or adjust it.
Cancelling a Hand-out
On the Hand-outs tab, an admin, or the person who handed it out, can cancel it. Its charge is cancelled and the quantity goes back on the shelf. If the charge is already on an invoice, remove the line from the invoice first.
Lending
Items you set up with Lend out and get back and No, just count them can be borrowed. Choose Lend on the item's page, or on the version's page. Then fill in:
- Item (if there are several versions).
- Student.
- Quantity.
- Lent on and Due back. Four weeks is suggested.
- Note (optional).
Lending is free, and there is no photo check. Octavia does not ask which one the student took.
If you are counting stock, the shelf count goes down by the quantity and Out on loan goes up. As with sales, lending more than the count gives a warning but is allowed.
The Loans Tab
The item's Loans tab shows who has how many, since when and when each is due back. Loans past their date show as Overdue. Use Out on loan to see only what is still out, or All loans to see the history.
Recording a Return
Choose Record return beside the loan, enter Returned on and an optional note, and save. The shelf count goes back up.
A loan is returned whole. If a student brings back two of three, record the return and then lend the third again as a new loan.
A Student's Equipment Tab
On a student's page, the Equipment tab shows:
- On loan: instruments they currently have, with the due date
- Borrowed items: counted items they currently have, with the due date
- their hand-out history, with a Sell or give equipment button
Each line links to the item.
Students With Equipment History
A student who has ever borrowed an instrument or a counted item, or has been handed equipment or has equipment charges that are not cancelled, cannot be deleted from your school. The records show who had what and when, so Octavia keeps them. Discontinue the student instead, which keeps their history. See Adding and managing students.
Next: Invoicing equipment charges · Related: Items, versions and stock counts