Textbook Summary & Report

Two complementary reports — a high-level holdings summary and a detailed per-student breakdown — for monitoring textbook distribution across the school.

The Textbook module provides two separate reporting screens. The Textbook Summary (/cloud/backoffice/TBSummary.aspx) gives a high-level view of each title's total stock, how many copies are currently on loan, and how many remain on the shelf. The Textbook Report (/cloud/backoffice/TBSummary3.aspx) provides a detailed breakdown — by student, by class, by subject, or by grade — showing exactly who has which copy, what is outstanding, and what has been returned or lost. Both reports are read-only and do not modify any data.

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Textbook Summary

The Textbook Summary provides a title-by-title overview of the school's textbook stock and its current distribution status. It is the first report to run after a bulk issue to verify that all copies have been correctly assigned.

Column	Description
Title	The full title of the textbook as recorded in the BRN catalogue record.
Subject	The subject to which this title is mapped in Textbook Settings.
Grade	The grade level(s) to which this title is assigned. A title that appears in multiple grades will have a separate row for each grade.
Total copies	The total number of ARNs catalogued for this BRN, regardless of status.
On loan	The number of copies currently issued to students and not yet returned. This figure should match the number of students expected to have received this title.
On shelf	The number of copies currently in stock and available for issue. Ideally this is zero after a complete bulk issue (all copies issued), or a small reserve if spare copies are kept.
Lost	The number of copies currently marked as lost. These are excluded from the On shelf count and cannot be re-issued until the status is resolved.
Returned	The number of copies returned since the last bulk issue. This figure grows throughout the year as individual returns are processed and becomes the full On loan count once the end-of-year bulk return is complete.

Example — Textbook Summary after bulk issue, Grade 8

Title	Subject	Grade	Total	On loan	On shelf
Oxford Successful Mathematics Gr 8	Mathematics	Grade 8	95	91	4
English Today Gr 8	English HL	Grade 8	92	91	1
Platinum Life Sciences Gr 8	Life Sciences	Grade 8	91	91	0
Focus Geography Gr 8	Geography	Grade 8	88	85	3

In this example, the Geography textbook shows 85 on loan against an expected 91 students in Grade 8. The librarian uses the Textbook Report to identify which 6 students have not yet received their Geography textbook.

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Compare the On loan figure to the total number of students in the grade. If On loan is less than the student count for a subject, some students have not yet received their copy — use the Textbook Report to identify who is missing.

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Textbook Report

The Textbook Report provides a detailed, line-by-line breakdown of textbook loans. It can be filtered by grade, class, subject, or individual student, and is used for day-to-day tracking, end-of-year reconciliation, and identifying outstanding loans.

Column	Description
Student name	The full name of the student as recorded in their member record.
Member number	The student's unique member identifier in Papyrus Cloud.
Class	The Category (class group) to which the student belongs, e.g. 9A, 9B.
Subject	The subject for which the textbook was issued.
Title	The full title of the textbook.
Barcode	The barcode of the specific physical copy (ARN) issued to this student. This is the copy the student is expected to return.
Issue date	The date the copy was issued to the student.
Due date	The date by which the copy must be returned.
Return date	The date the copy was returned, if applicable. Blank if the copy is still on loan.
Status	The current status of the loan — On loan, Returned, Lost, or Damaged.
Outstanding	Flagged as Yes if the copy is overdue (past the due date and not yet returned). Useful for generating overdue notices.

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Viewing a single student's loans. Filter by member number or student name to see all textbooks currently issued to a specific student. This is useful when a student claims to have returned a book that still shows as on loan, or when preparing a leaving student's clearance documentation.

Example — Outstanding loans report, end of year

At year end, the librarian filters the Textbook Report to show Status = On loan and Outstanding = Yes for Grade 11. The report lists 7 students who have not returned one or more books. The librarian exports the list to Excel, adds replacement charge amounts from the BRN records, and forwards it to the school bursar for billing.

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Filters & parameters

Both reports share a common set of filter controls at the top of each screen. Filters can be combined — for example, filtering by both Grade and Subject at the same time.

Filter	Report(s)	Description
Grade	Both	Limits the report to a single Member Type (grade level). Leave blank to show all grades.
Class	Textbook Report only	Limits the report to a single Category (class group) within the selected grade, e.g. 10B. Requires a grade to be selected first.
Subject	Both	Limits the report to a single subject. Useful for checking distribution of one title across all classes.
Status	Textbook Report only	Filters by loan status: All, On loan, Returned, Lost, or Damaged. Selecting On loan shows only copies that have not yet been returned.
Outstanding only	Textbook Report only	When checked, shows only loans where the due date has passed and the copy has not been returned. Used for generating overdue lists.
Academic year	Both	Selects which year's textbook issue cycle to report on. Defaults to the current year. Historical years can be selected to view previous-year records.

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To produce a complete reconciliation report at year end, run the Textbook Report with no filters (all grades, all subjects, Status = On loan). This gives the full list of unreturned copies across the entire school in a single report.

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Printing & export

Both reports can be printed directly from the browser or exported to Excel for further processing.

Option	Description
Print	Opens the browser print dialog. The report is formatted for A4 paper in portrait orientation. Long reports will paginate automatically. It is advisable to set the browser to print background colours for best readability.
Export to Excel	Downloads the current filtered view as an `.xlsx` file. All visible columns are included. Use this option when the report data needs to be further sorted, filtered, or shared outside Papyrus Cloud (e.g. with the school bursar for billing outstanding replacement charges).
Export to CSV	Downloads the data as a comma-separated values file. Suitable for import into other systems or for mail-merge operations (e.g. generating personalised overdue notices).

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Exported data reflects current filters. Only the rows visible in the filtered report are included in the export. Apply all desired filters before exporting to ensure the file contains the correct data.

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Next steps

The Textbook Summary and Report are typically used at two key points in the school year:

Start of year — immediately after the bulk issue, to verify all students have received their books and to identify any stock shortfalls.
End of year — during and after the bulk return process, to identify outstanding loans, generate replacement charges for lost books, and confirm that all copies have been accounted for.

For the operational issue and return process, see the Textbooks screen. To adjust subject mappings or issue rules, see Textbook Settings.

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Save the exported year-end reconciliation report as a record for the school's asset register. It provides a point-in-time record of every copy's disposition at the close of the academic year.