Copies (Physical Items)

A copy is one physical item on your shelf. A single book title (e.g. The Great Gatsby) can have many copies — each with its own barcode, location, condition, and status. The Copies section lets you add, track, and manage every individual item.

Navigate to Operations → Library → Copies.

The Copies list. Each row is one physical item. Use the Barcode column to scan directly into the search field using a handheld scanner.

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Adding copies

Add a single copy

1. Navigate to Operations → Library → Copies
2. Click Add Copy
3. Select (or search for) the parent Book
4. Enter identifiers:
   • Barcode (required) — scan or type the barcode printed on the item
   • RFID Tag (optional) — the RFID chip identifier if your library uses RFID
   • Copy Number — auto-assigned in sequence (e.g. Copy #3)
5. Set the initial Status (usually available)
6. Set the initial Condition (excellent, good, fair, or poor)
7. Enter the Shelf Location (e.g. "Shelf B-4")
8. Optionally fill in acquisition details (date, source, cost)
9. Click Save

Add multiple copies at once

When you receive a batch of new books, add them all at once:

1. Navigate to Operations → Library → Copies
2. Click Add Multiple Copies
3. Select the parent Book
4. Enter the quantity to add
5. The system auto-generates sequential barcodes — review and adjust if needed
6. Set the default Status, Condition, and Location (applied to all copies in the batch)
7. Click Add [N] Copies

The copies appear immediately in the list with sequentially numbered barcodes.

From the book detail page

You can also add copies directly from a book's detail page:

1. Open the book from the Books catalog
2. Click the Copies tab
3. Click Add Copy or Add Multiple Copies
4. The book is pre-selected — fill in the remaining fields
5. Save

This is the most convenient way to add copies when you are already looking at a specific title.

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Copy statuses

A copy's status determines whether it can be borrowed:

Status	Available for checkout?	Description
available	✓	On the shelf and ready to borrow
checked_out	—	Currently borrowed; set automatically on checkout
reserved	—	Held at the desk for a reservation pickup
repair	—	Being repaired — temporarily unavailable
lost	—	Reported lost
damaged	—	Damaged beyond normal wear
withdrawn	—	Permanently removed from circulation

Automatic status changes

The system automatically updates a copy's status to checked_out when you process a checkout and back to available when you process a return. You only need to set status manually for repair, lost, damaged, or withdrawn situations.

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Copy conditions

Record the physical condition of each copy:

Condition	Description
excellent	Like new — no visible wear
good	Minor wear — fully functional
fair	Visible wear — covers intact
poor	Heavy wear — still usable

Update the condition whenever you process a return and notice the book's state has changed.

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Editing a copy

1. Find the copy in the list (search by barcode or book title)
2. Click the Edit icon (pencil) in the Actions column
3. Update the fields you need to change
4. Click Save Changes

Changing status manually

1. Find the copy
2. Click More actions (three-dot) → Change Status
3. Select the new status
4. Add a note explaining the reason (recommended for audit trail)
5. Confirm

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Copy table columns

Column	Description
Barcode	The unique barcode identifier — scan with a reader for instant lookup
Book	Parent title (linked to the book detail page)
Status	Current status badge (colour-coded)
Condition	Physical condition badge
Location	Shelf location
Last Activity	Timestamp of the most recent action (checkout, return, etc.)
Actions	Edit · Change status · Checkout · Delete

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Searching and filtering

Filter	How to use
Search	Type a barcode, book title, or shelf location
Status	Filter to one status (e.g. show only available)
Condition	Filter by physical condition
Location	Filter by shelf or section
Book	Show only copies of a specific title

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Batch operations

Select multiple copies using the checkboxes on the left of each row, then use the Batch Actions bar that appears at the bottom:

Operation	Description
Update Status	Change status for all selected copies
Update Condition	Update the condition of all selected copies
Update Location	Move copies to a new shelf location
Delete	Remove multiple copies (use with caution)

Annual condition audit

Use batch operations to update conditions efficiently during a stocktake. Filter to a specific shelf location, select all, then use Update Condition to record the current state of an entire section.

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Barcode and RFID tips

• Print barcodes using the Print Labels button in the Copies list toolbar. Labels include the barcode, copy number, and title.
• Scan directly into the search field — focus the search bar and scan to jump to a copy instantly.
• RFID readers connected to the kiosk station can log checkouts automatically without manual barcode entry.
• If two copies have the same barcode (import error), use Edit to correct the barcode on the duplicate.

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Removing copies from circulation

Do not delete copies if you want to keep the rental history. Instead:

Situation	Recommended action
Book is too worn to lend	Set status to withdrawn
Book is being repaired	Set status to repair
Book was lost by a borrower	Use Mark as Lost in the rental record
Book is permanently gone	Set status to withdrawn, then delete after confirming no active rentals