> ## Documentation Index
> Fetch the complete documentation index at: https://mintlify.com/lopiv2/invenicum/llms.txt
> Use this file to discover all available pages before exploring further.

# Loans

> Track items you lend out and manage returns

## 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

<Steps>
  <Step title="Navigate to Loans">
    From your container sidebar, click on **Loans**.
  </Step>

  <Step title="Click Register New Loan">
    Click the button to create a new loan entry.
  </Step>

  <Step title="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
  </Step>

  <Step title="Enter Quantity">
    Specify how many units you're lending (must not exceed available stock).
  </Step>

  <Step title="Add Borrower Information">
    Fill in the borrower's details:

    * **Name** (required): Who is borrowing the item
    * **Email**: For notifications (optional)
    * **Phone**: Contact number (optional)
  </Step>

  <Step title="Set Return Date">
    Click the date selector to choose when you expect the item back (optional but recommended).
  </Step>

  <Step title="Add Notes">
    Use the notes field for any special conditions, terms, or instructions (optional).
  </Step>

  <Step title="Save the Loan">
    Click **Register Loan** to create the entry.
  </Step>
</Steps>

<Note>
  **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.
</Note>

## 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

<Steps>
  <Step title="Find the Loan">
    Locate the loan entry in the active loans list.
  </Step>

  <Step title="Click Return">
    Click the **Return** button on the loan.
  </Step>

  <Step title="Confirm Return">
    Confirm that the item has been returned.
  </Step>

  <Step title="Stock Updates Automatically">
    The system:

    * Marks the loan as returned
    * Records the actual return date
    * Adds the quantity back to available stock
    * Updates the item status
  </Step>
</Steps>

<Tip>
  **Always process returns promptly** to keep your inventory counts accurate. If you receive an item back, mark the loan as returned immediately.
</Tip>

## 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:

1. Click the date selector field
2. A calendar appears
3. Select the expected return date
4. The system will calculate if the loan becomes overdue

<Note>
  You can only select future dates. Past dates are not allowed since you can't schedule a return in the past.
</Note>

## 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](/guides/alerts) for configuring notifications

<Tip>
  Ask borrowers for email addresses. This enables automated reminders and reduces the number of overdue items.
</Tip>

## Loan History

View past loans to:

* See who borrowed items previously
* Track return patterns
* Verify item lending history

### Viewing History

1. In the Loans screen, toggle to show **Returned** loans
2. 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

<Tip>
  **Set Realistic Return Dates**: Give borrowers enough time, but don't make dates so far out that you forget about the loan.
</Tip>

<Tip>
  **Collect Contact Info**: Always get at least a name and email. This makes following up on overdue items much easier.
</Tip>

<Tip>
  **Check Stock Before Lending**: Make sure you have available units before promising to lend something out.
</Tip>

<Tip>
  **Use Notes for Conditions**: Document any existing damage or special instructions in the notes field.
</Tip>

<Tip>
  **Review Overdue Loans Weekly**: Set aside time each week to follow up on overdue items before they become lost.
</Tip>

<Tip>
  **Return Items Promptly**: When items come back, process the return immediately to keep inventory accurate.
</Tip>

## 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

**Example**:

* 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.

<Steps>
  <Step title="Create Loan">
    Select the laptop, enter employee name and email.
  </Step>

  <Step title="Set Return Date">
    Set return date to when they're back in office.
  </Step>

  <Step title="Add Notes">
    "Remote work setup - returns when back from assignment."
  </Step>
</Steps>

### Short-Term Equipment Checkout

**Scenario**: Someone needs a camera for the day.

<Steps>
  <Step title="Create Loan">
    Select camera, enter borrower's name.
  </Step>

  <Step title="Set Return Date">
    Set to end of day or next morning.
  </Step>

  <Step title="Quick Return">
    Mark returned as soon as camera comes back.
  </Step>
</Steps>

### Bulk Supply Lending

**Scenario**: A department needs 50 pens.

<Steps>
  <Step title="Create Loan">
    Select "Pens" item, set quantity to 50.
  </Step>

  <Step title="Department Info">
    Enter department name as borrower.
  </Step>

  <Step title="No Return Date">
    Leave return date empty if these are consumable supplies.
  </Step>
</Steps>

## 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:

1. Leave the loan active (it will remain overdue)
2. Create an alert to track the missing item
3. Adjust the item's quantity manually if needed
4. 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](/guides/reports).

## Related Topics

* [Managing Items](/guides/managing-items) - Understanding item quantities
* [Alerts](/guides/alerts) - Set up overdue notifications
* [Reports](/guides/reports) - Generate loan reports