Overview
The Loans feature helps you track items you’ve lent to people, with return dates, borrower information, and automatic notifications when items are overdue.Creating a Loan
Select the Item
Click Select Item to choose what you’re lending:
- A dialog shows all available items in the container
- Items display their current stock quantity
- Click an item to select it
Add Borrower Information
Fill in the borrower’s details:
- Name (required): Who is borrowing the item
- Email: For notifications (optional)
- Phone: Contact number (optional)
Set Return Date
Click the date selector to choose when you expect the item back (optional but recommended).
Automatic Stock Adjustment: When you create a loan, the system automatically decrements the item’s quantity by the loan amount. The quantity is restored when the loan is returned.
Loan Status
Each loan has a status that tracks its lifecycle:Active
The item is currently lent out and not yet returned.- Shows in the active loans list
- Quantity is deducted from available stock
- Can trigger overdue alerts
Returned
The item has been returned to inventory.- Marked when you process the return
- Quantity is added back to stock
- Includes actual return date
Overdue
An active loan where the expected return date has passed.- Automatically flagged by the system
- Can trigger alert notifications
- Shows prominently in the loans list
Tracking Loan Status
The Loans screen shows all loans with:- Item name: What was lent
- Borrower name: Who has it
- Quantity: How many units
- Loan date: When it was lent
- Expected return date: When it should come back
- Status: Active, Returned, or Overdue
- Voucher ID: Unique identifier (format: V-000001)
Filtering Loans
Use the filters to view:- Active loans only
- Overdue loans only
- Returned loans (history)
- Loans for specific items
- Loans to specific borrowers
Returning Items
Setting Return Dates
Return dates help you:- Track when items should come back
- Get notifications for overdue items
- Plan equipment availability
Choosing a Return Date
When creating a loan:- Click the date selector field
- A calendar appears
- Select the expected return date
- The system will calculate if the loan becomes overdue
You can only select future dates. Past dates are not allowed since you can’t schedule a return in the past.
Getting Notifications
Invenicum can send alerts for loan-related events:Overdue Alerts
When an active loan’s return date passes:- An alert is automatically created
- If the borrower has an email, a notification can be sent
- The loan appears in the overdue filter
Return Reminders
You can set up alerts to notify you before return dates:- See Alerts for configuring notifications
Loan History
View past loans to:- See who borrowed items previously
- Track return patterns
- Verify item lending history
Viewing History
- In the Loans screen, toggle to show Returned loans
- View all completed loans with:
- Who borrowed the item
- When it was lent and returned
- How long it was out
- Any notes from the loan period
Borrower Information
Store key details about who you lend to:Name (Required)
The person or department borrowing the item. Examples:- “John Smith”
- “Marketing Department”
- “Conference Room Setup”
Email (Optional)
Used for:- Automated overdue notifications
- Return reminders
- Receipt confirmations
Phone (Optional)
A backup contact method if email doesn’t work.Notes (Optional)
Any relevant details:- Special instructions
- Conditions of the loan
- Purpose of borrowing
- Damage or wear notes
Best Practices
Quantity Handling
Available Stock
When selecting an item to loan, you see:- Total quantity in inventory
- Currently available (not loaned out)
- Maximum you can loan
Partial Loans
For non-serialized items:- Loan any quantity up to available stock
- Multiple loans can exist for the same item
- Stock is split across active loans
- You have 10 HDMI cables
- Loan 3 to John, 2 to Jane
- Available stock is now 5
- When John returns his, available becomes 8
Serialized Items
For serialized items (laptops, monitors):- Each item can have one active loan at a time
- Quantity is always 1
- Item is either available or loaned out
Common Scenarios
Employee Equipment Loans
Scenario: An employee needs a laptop for remote work.Short-Term Equipment Checkout
Scenario: Someone needs a camera for the day.Bulk Supply Lending
Scenario: A department needs 50 pens.Common Questions
What if someone returns an item late?
Simply click Return when they bring it back. The system records the actual return date, so you can see it was overdue.Can I edit a loan after creating it?
You can view loan details, but editing active loans is limited. To modify, return the old loan and create a new one.What if an item is lost?
You can:- Leave the loan active (it will remain overdue)
- Create an alert to track the missing item
- Adjust the item’s quantity manually if needed
- Add notes documenting the loss
Can I loan items across containers?
No, loans are container-specific. Items can only be loaned from the container they belong to.What happens if I delete an item with active loans?
Typically, the system will prevent deletion if there are active loans. Return all loans first, then delete the item.How do I see all items a person has borrowed?
Filter the loans list by borrower name to see all active and past loans for that person.Can I generate a report of loans?
Yes, the Reports feature includes loan reports showing active, overdue, and historical loan data. See Reports.Related Topics
- Managing Items - Understanding item quantities
- Alerts - Set up overdue notifications
- Reports - Generate loan reports