Running the overdue report with filters

This document will outline how to use filters for the Overdues report under the Circulation module. This document assumes that the FilterBeforeOverdueReport system preference has been set to Require. This document is intended to outline how these filtering options can be made available automatically, so the report cannot run by default and instead the option to apply limitations to the report will be available from the outset.

For more information on how to set the overdues report to use filters by default, please check our Help Centre or contact Interleaf Technology directly.

How the report runs by default

To run the report go to Circulation > Overdues > Overdues.

On the left hand side of the screen, there will be filtering options which need to be set before the report can be run. 

Options to filter

There are a large amount of filters that can be enabled. Multiple filters can be enabled at the same time or only one at a time. In addition to the standard fields that appear on the filter, additional patron attributes will also appear. These are custom entries for each library, so they will vary from system to system. 

For more details on additional patron attributes, please contact Interleaf Technology directly.

Example of filtered report results

This report has been set to find items with due dates between two dates which are checked out to patrons in the patron category, Graduate. The only overdues that will be returned from these filters will be ones with due dates between the specified dates that are also checked out to patrons in the patron category Graduate. Items that are overdue within the specified date range but are not checked out to a patron in the Graduate patron category will not be returned. 

Show any items currently checked out

Ticking this box will change the function of the report from an overdues report to a report which shows all items that are currently checked out on the site, even if they are not overdue. 

Please be aware that this report will likely bring back a large amount of results which may slow the system. An alternative to running the overdues report to investigate all currently checked out items would be to create a custom SQL report that can use limitations so as to not overload the system. Please contact Interleaf Technology for further details. 

Before Show any items currently check out is ticked:

After Show any items currently check out is ticked:

Date due: From:/ To:

This option allows a date range to be set for the time period the checked out items are due for.

Name or cardnumber:

This field allows the report to search for overdues associated with a specific patron with using either their name or cardnumber.

For more details on identifying a patron cardnumber, please check our Help Centre or contact Interleaf Technology directly.

The other option is to search the patron name, however, only the firstname or surname as recorded in the respective fields on the patron account can be searched and only one at a time.

For example, if Andrew is searched then the associated patron will come up.

Or if the second name Peters is searched then the associated patron will come up.

However, if the full name is searched all at once, no results will be found. This is also the case if only part of the first or surname are searched.

Patron category:

This allows the report to be limited to a specific group of patrons. This means only overdues checked out to patrons in the defined category will be returned by the report.

For more information on patron categories, please check our Help Centre.

Patron flags:

This options allows only overdues associated with patrons with specific flags on their accounts to be searched for.

For more information on patron flags, please contact Interleaf Technology directly.

Item type:

This allows the report to be limited to a certain item type. This means the report will only show items with the specified item type.

For more information on item types, please check our Help Centre.

Item home library:

This allows the report to be limited to a specific home library for an item. This means the report will only show items with a specific home library.

Item holding library:

This allows the report to be limited to a specific holding library for an item. This means the report will only show items with a specific holding library.

Library of the patron:

This allows the report to be limited to a specific library for the patron who has the item checked out. This means the report will only show items checked out to patrons in the specified library.

In addition to the standard filter option, if extended patron attributes are enabled on your site then some of these may appear as options to filter the report with. This options will appear if the patron attribute has the Searchable option ticked.

For more information on patron attributes, please check our Help Centre.

Version	Date	Detail	Author
1.0	07/12/21	Document created	Holly Cooper
1.2	31/03/22	Adding information	Holly Cooper
1.3	28/01/26	Updating information for newer version of Koha	Holly Cooper
1.4	29/01/26	Adding details	Holly Cooper

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