Transaction means a specimen loan, gift (donation) or an exchange. Kotka can be used to keep track of in- and outgoing transactions, print out dispatch sheets and generate reports about them.
Transaction list shows the transactions that have been saved into Kotka. You can filter the list to show only your group's transactions and/or one type of transaction (e.g. outgoing loans). You can also sort the list byt any column. The list remembers your preferences as long as you stay logged in.
Creating a transaction
To create a new transaction, select Loans > Add loan from the menu, and fill in the form.
Required fields for a transaction are:
- Transaction type
- Loan sheet organization (which is printed on the dispatch sheet)
- Received date (when loan request, incoming loan or such was first received)
- Correspondent organization
The correspondent organization is selected from a dropdown list. You can look for an organization by typing part of it's name or abbreviation on the list. If the transaction goes to a private person, select "private person" as the organization.
If the organization is not found on the list, you have to add it by yourself. Click Organizations > Add Organization on the menu.
Adding specimens to transaction
Specimens can be added to transaction in three ways:
A) Copying or writing the specimen ID's to the upper field, one per row (see image). This method should be used when specimen data not stored in Kotka. Then click the Add-button: this adds the specimens to the form.
B) Giving range of specimen ID's to the lower field. This method should be used when specimen data is already stored in Kotka. This way the specimens are connected to the transaction. Then click the Add-button: this adds the specimens to the form.
C) If you don't wish to specify which specimens belong to the transaction, you can just write their amount to "# of other" -fields. This could be done when transaction contains thousands of specimens, or some of them don't have an identifier.
Finally, click Save to save the changes.