1 Circulation - Patron Record
2 ---------------------------
4 [[circulation_searching_patrons]]
8 indexterm:[patrons, searching for]
10 To search for a patron, select the Patron Search option from the toolbar,
11 _Search -> Search for Patrons_ from the menu bar, or *F4*.
13 The Patron Search screen will display. The orientation of the search pane may
14 be vertical or horizontal, depending on your library’s configuration. It will
15 contain options to search on the following fields:
31 Use the options above the search fields to include patrons marked ``inactive''
32 in your search results or to limit results to patrons in a specific library
33 branch or in a specific permission group.
35 image::media/circulation_patron_records-1.png[circulation_patron_records 1]
40 * Search one field or combine fields for more precise results.
41 * Truncate search terms for more search results.
44 Once you have located the desired patron, highlight the entry for this patron in
45 the results screen. A summary for this patron will display in place of the
48 image::media/circulation_patron_records-2.png[circulation_patron_records 2]
50 Use the _Retrieve Patron_ button to retrieve the patron for circulation or
53 image::media/circulation_patron_records-3.png[circulation_patron_records 3]
55 The _Search Form_ button may be used to resume searching for patrons.
57 Registering New Patrons
58 ~~~~~~~~~~~~~~~~~~~~~~~
60 indexterm:[patrons, registering]
62 To register a new patron, select _Patron Registration_ from the toolbar,
63 _Circulation -> Register Patron_ from the menu bar, or *shift + F1*. The Patron
64 Registration form will display.
66 image::media/circulation_patron_records-4.png[Patron registration form]
68 Mandatory fields display in yellow.
70 image::media/circulation_patron_records-5.png[circulation_patron_records 5]
72 The _Show Only Required Fields_ and _Show Suggested Fields_ may be used to limit
73 the options on this page.
75 image::media/circulation_patron_records-6.png[circulation_patron_records 6]
77 When one of these options is selected, it is possible switch to the other
78 limited view or to revert to the original view by selecting _Show All Fields_.
80 image::media/circulation_patron_records-7.png[circulation_patron_records 7]
82 When finished entering the necessary information, select _Save_ to save the new
83 patron record or _Save & Clone_ to register a patron with the same address.
84 When _Save & Clone_ is selected, the address information is copied into the
85 resulting patron registration screen. It is linked to the original patron.
86 Address information may only be edited through the original record.
88 image::media/circulation_patron_records-8.png[circulation_patron_records 8]
91 ============================================================================
92 * Requested fields may be configured in the _Library Settings Editor_ (_Admin ->
93 Local Admin -> Library Settings Editor_).
94 * Statistical categories may be created for information tracked by your library
95 that is not in the default patron record.
96 * These may be configured in the _Statistical Categories Editor_ (_Admin ->
97 Local Admin -> Statistical Categories Editor_).
98 * Staff accounts may also function as patron accounts.
99 * You must select a _Main (Profile) Permission Group_ before the _Update Expire
100 Date_ button will work, since the permission group determines the expiration date.
101 ============================================================================
103 New Patron Duplicate Search
104 ^^^^^^^^^^^^^^^^^^^^^^^^^^^
106 As a new patron is being registered Evergreen checks some of the information entered against existing patrons to catch duplicate registrations.
108 The fields that are checked are patron name (_First Name_ and _Last Name_), _Email_, _Daytime Phone_, _Evening Phone_, and _Other Phone_. Both active and inactive patrons are checked.
110 When a match is found a link will appear indicating how many duplicate patrons there are and what information they match on.
112 image::media/patron-reg-duplicate-search-1.png[patron registration]
114 To view the duplicate matches click on the link. This performs a patron search in a new tab.
116 WARNING: This search only includes inactive patrons if the _Include inactive patrons?_ check box is checked.
118 image::media/patron-reg-duplicate-search-2.png[patron search]
121 Patron Self-Registration
122 ~~~~~~~~~~~~~~~~~~~~~~~~
125 Patron Self-Registration allows patrons to initiate registration for a library account through the OPAC. Patrons can fill out a web-based form with basic information that will be stored as a “pending patron” in Evergreen. Library staff can review pending patrons in the staff-client and use the pre-loaded account information to create a full patron account. Pending patron accounts that are not approved within a configurable amount of time will be automatically deleted.
127 *Patron Self-Registration*
129 . In the OPAC, click on the link to *Request Library Card*
131 . Fill out the self-registration form to request a library card, and click *Submit Registration*.
133 . Patrons will see a confirmation message: “Registration successful! Please see library staff to complete your registration.”
135 image::media/patron_self_registration2.jpg[Patron Self-Registration form]
137 *Managing Pending Patrons*
139 . In the staff client select *Circulation* -> *Pending Patrons*.
141 . Select the patron you would like to review. In this screen you have the option to *Delete* a pending patron account or *Load* the pending patron information to create a permanent library account.
143 . To create a permanent library account for the patron, click on the patron’s row, right-click and select *Load Patron* or click on the *Load Patron* button at the top of the screen. This will load the patron self-registration information into the main *Patron Registration* form.
145 . Fill in the necessary patron information for your library, and click *Save* to create the permanent patron account.
151 Three new Library Settings have been created to manage patron self-registration:
153 * *OPAC: Allow Patron Self-Registration* must be set to ‘True’ to enable use of this feature.
155 * *OPAC: Patron Self-Reg. Expire Interval* allows each library to set the amount of time after which pending patron accounts should be deleted.
157 * *OPAC: Patron Self-Reg. Display Timeout* allows each library to set the amount of time after which the patron self-registration screen will timeout in the OPAC. The default is 5 minutes.
159 Several existing Library Settings can be used to determine if a field should be required or hidden in the self-registration form:
161 * *GUI: Require day_phone field on patron registration*
163 * *GUI: Show day_phone on patron registration*
165 * *GUI: Require dob (date of birth) field on patron registration*
167 * *GUI: Show dob field on patron registration*
169 * *GUI: Require email field on patron registration*
171 * *GUI: Show email field on patron registration*
173 * *GUI: Require State field on patron registration*
175 * *GUI: Show State field on patron registration*
177 * *GUI: Require county field on patron registration*
179 * *GUI: Show county field on patron registration* [New Setting]
181 Several existing Library Settings can be used to verify values in certain fields and provide examples for data format on the registration form:
183 * *Global: Patron username format*
185 * *GUI: Regex for phone fields on patron registration* OR *GUI: Regex for day_phone field on patron registration*
187 * *GUI: Regex for email field on patron registration*
189 * *GUI: Regex for post_code field on patron registration*
191 * *GUI: Example for email field on patron registration*
193 * *GUI: Example for post_code field on patron registration*
195 * *GUI: Example for day_phone field on patron registration* OR *GUI: Example for phone fields on patron registration*
199 [[updating_patron_information]]
200 Updating Patron Information
201 ~~~~~~~~~~~~~~~~~~~~~~~~~~~
203 indexterm:[patrons, updating]
205 Retrieve the patron record as described in the section
206 <<circulation_searching_patrons,Searching Patrons>>.
208 Select _Edit_ from the options that display at the top of the patron record.
210 image::media/circulation_patron_records-9.png[Patron edit with summary display]
212 Edit information as required. When finished, select _Save_. If you attempt to
213 close out of the patron account before the information is received, an alert
216 image::media/circulation_patron_records-10.png[circulation_patron_records 10]
218 Select _OK_ to continue or _Cancel_ to return to the editing form.
220 After selecting _Save_, the page will refresh. The edited information will be
221 reflected in the patron summary pane.
225 * You can resize the patron summary pane, or collapse and expand it using
226 the button on the right border of the pane.
227 * To quickly renew an expired patron, click the _Update Expire Date_ button.
228 You will need a _Main (Profile) Permission Group_ selected for this to work,
229 since the permission group determines the expiration date.
232 Renewing Library Cards
233 ~~~~~~~~~~~~~~~~~~~~~~
235 indexterm:[library cards, renewing]
237 Expired patron accounts display with a black box around the patron’s name, a
238 note that the patron is expired, and – when initially retrieved – an alert
239 stating that the ``Patron account is EXPIRED.''
241 image::media/circulation_patron_records-11.png[circulation_patron_records 11]
243 Open the patron record in edit mode as described in the section
244 <<updating_patron_information,Updating Patron Information>>.
246 Navigate to the information field labeled _Privilege Expiration Date_. Enter a
247 new date in this box. When you place your cursor in the _Patron Expiration Date
248 box_, a calendar widget will display to help you easily navigate to the desired
251 image::media/circulation_patron_records-12.png[circulation_patron_records 12]
253 Select the date using the calendar widget or key the date in manually. Click
254 the _Save_ button. The screen will refresh and the ``expired'' alerts on the
255 account will be removed.
260 indexterm:[library cards, replacing]
262 Retrieve the patron record as described in the section
263 <<circulation_searching_patrons,Searching Patrons>>.
265 Open the patron record in edit mode as described in the section
266 <<updating_patron_information,Updating Patron Information>>.
268 Next to the _Barcode_ field, select the _Replace Barcode_ button.
270 image::media/circulation_patron_records-13.png[circulation_patron_records 13]
272 This will clear the barcode field. Enter a new barcode and _Save_ the record.
273 The screen will refresh and the new barcode will display in the patron summary
276 If a patron’s barcode is mistakenly replaced, the old barcode may be reinstated.
277 Retrieve the patron record as described in the section
278 <<circulation_searching_patrons,Searching Patrons>>. Open the patron record in
279 edit mode as described in the section <<updating_patron_information,Updating
280 Patron Information>>.
282 Select the _See All_ button next to the _Replace Barcode_ button. This will
283 display the current and past barcodes associated with this account.
285 image::media/circulation_patron_records-14.png[circulation_patron_records 14]
287 Check the box(es) for all barcodes that should be ``active'' for the patron. An
288 ``active'' barcode may be used for circulation transactions. A patron may have
289 more than one ``active'' barcode. Only one barcode may be designated
290 ``primary.'' The ``primary'' barcode displays in the patron’s summary
291 information in the _Library Card_ field.
293 Once you have modified the patron barcode(s), _Save_ the patron record. If you
294 modified the ``primary'' barcode, the new primary barcode will display in the
295 patron summary screen.
297 Resetting Patron's Password
298 ~~~~~~~~~~~~~~~~~~~~~~~~~~~
300 indexterm:[patrons, passwords]
302 A patron’s password may be reset from the OPAC or through the staff client. To
303 reset the password from the staff client, retrieve the patron record as
304 described in the section <<circulation_searching_patrons,Searching Patrons>>.
306 Open the patron record in edit mode as described in the section
307 <<updating_patron_information,Updating Patron Information>>.
309 Select the _Reset Password_ button next to the _Password_ field.
311 image::media/circulation_patron_records-15.png[circulation_patron_records 15]
313 NOTE: The existing password is not displayed in patron records for security
316 A new number will populate the _Password_ and _Verify Password_ text boxes.
317 Make note of the new password and _Save_ the patron record. The screen will
318 refresh and the new password will be suppressed from view.
322 =======================
323 If you need to change a patron or staff account password without using the staff client, here is how you can reset it with SQL.
325 Connect to your Evergreen database using _psql_ or similar tool, and retreive and verify your admin username:
328 ------------------------------------------------------------------------------
329 psql -U <user-name> -h <hostname> -d <database>
331 SELECT id, usrname, passwd from actor.usr where usrname = 'admin';
332 ------------------------------------------------------------------------------
334 If you do not remember the username that you set, search for it in the _actor.usr_ table, and then reset the password.
337 ------------------------------------------------------------------------------
338 UPDATE actor.usr SET passwd = <password> WHERE id=<id of row to be updated>;
339 ------------------------------------------------------------------------------
341 The new password will automatically be hashed.
343 =======================
348 indexterm:[patrons, barring]
350 A patron may be barred from circulation activities. To bar a patron, retrieve
351 the patron record as described in the section
352 <<circulation_searching_patrons,Searching Patrons>>.
354 Open the patron record in edit mode as described in the section
355 <<updating_patron_information,Updating Patron Information>>.
357 Check the box for _Barred_ in the patron account.
359 image::media/circulation_patron_records-16.png[circulation_patron_records 16]
361 _Save_ the user. The screen will refresh.
363 The patron account will now display an alert stating that the patron account
366 Additionally a red box and note will indicate the patron’s barred status.
368 image::media/circulation_patron_records-17.png[circulation_patron_records 17]
370 NOTE: Barring a patron from one library bars that patron from all consortium
373 To unbar a patron, uncheck the Barred checkbox.
378 indexterm:[patrons, barring]
380 *Barred*: Stops patrons from using their library cards; alerts the staff that
381 the patron is banned/barred from the library. The ``check-out'' functionality is
382 disabled for barred patrons (NO option to override – the checkout window is
383 unusable and the bar must be removed from the account before the patron is able
384 to checkout items). These patrons may still log in to the OPAC to view their
387 indexterm:[patrons, blocking]
389 *Blocked*: Often, these are system-generated blocks on patron accounts.
393 * Patron exceeds fine threshold
394 * Patron exceeds max checked out item threshold
396 A notice appears when a staff person tries to checkout an item to blocked
397 patrons, but staff may be given permissions to override blocks.
400 Staff-Generated Messages
401 ~~~~~~~~~~~~~~~~~~~~~~~~
403 [[staff_generated_messages]]
404 indexterm:[patrons, messages]
406 There are several types of messages available for staff to leave notes on patron records.
408 *Patron Notes*: These notes are added via _Other_ -> _Notes_ in the patron record, and create a clickable (See Notes) message beneath the patron name on the patron record screen. These notes can be viewable by staff only or shared with the patron. Staff initials can be required. (See the section <<circulation_patron_notes,Patron Notes>> for more.)
410 *Patron Alerts*: This type of alert is added via _Edit_ button in the patron record. It creates a non-blocking alert message which displays when the patron is retrieved. It also creates a clickable (Alert) message beneath the patron name on the patron record screen. There is currently no way to require staff initials for this type of alert. (See the section <<circulation_patron_alerts,Patron Alerts>> for more.)
412 *Staff-Generated Penalties/Messages*: These messages are added via the _Messages_ button in the patron record. They can be a note, alert or block. Staff initials can be required. (See the section <<staff_generated_penalties,Staff-Generated Penalties/Messages>> for more.)
414 *Patron Message Center*: The Patron Message Center provides a way for libraries to communicate with patrons through messages that can be accessed through the patron's OPAC account. Library staff can create messages manually by adding an OPAC visible Patron Note to an account. Messages can also be automatically generated through an Action Trigger event. Patrons can access and manage messages within their OPAC account. (See the section <<patron_message_center>> for more.)
419 [[circulation_patron_alerts]]
420 indexterm:[patrons, Alerts]
422 When an account has an alert on it, a Stop sign is displayed when the record is
425 image::media/circulation_patron_records-18.png[circulation_patron_records 18]
427 Navigating to an area of the patron record using the navigation buttons at the
428 top of the record (for example, Edit or Bills) will clear the message from view.
430 If you wish to view these alerts after they are cleared from view, they may be
431 retrieved. Use the Other menu to select _Display Alert_ and _Messages_.
433 image::media/circulation_patron_records-19.png[circulation_patron_records 19]
435 There are two types of Patron Alerts:
437 *System-generated alerts*: Once the cause is resolved (e.g. patron's account has
438 been renewed), the message will disappear automatically.
440 *Staff-generated alerts*: Must be added and removed manually.
442 To add an alert to a patron account, retrieve the patron record as described
443 in the section <<circulation_searching_patrons,Searching Patrons>>.
445 Open the patron record in edit mode as described in the section
446 <<updating_patron_information,Updating Patron Information>>.
448 Enter the alert text in the Alert Message field.
450 image::media/circulation_patron_records-20.png[circulation_patron_records 20]
452 _Save_ the record. The screen will refresh and the alert will display.
454 Additionally, the patron name will be highlighted in yellow and a note will
455 indicate that there is an alert on the account.
457 image::media/circulation_patron_records-21.png[circulation_patron_records 21]
459 To remove the alert, retrieve the patron record as described in the section
460 <<circulation_searching_patrons,Searching Patrons>>.
462 Open the patron record in edit mode as described in the section
463 <<updating_patron_information,Updating Patron Information>>.
465 Delete the alert text in the _Alert Message_ field.
469 The screen will refresh and the indicators for the alert will be removed from
475 [[circulation_patron_notes]]
476 indexterm:[patrons, notes]
478 When a patron account contains a note, a _See Notes_ message appears beneath the
479 patron’s name in the patron summary pane.
481 image::media/circulation_patron_records-22.png[circulation_patron_records 22]
483 Notes are strictly communicative and may be made visible to the patron via their
484 account on the OPAC. These notes appear in the <<_patron_message_center,
485 Patron Message Center>>.
487 image::media/circulation_patron_records-23.png[circulation_patron_records 23]
489 To insert or remove a note, retrieve the patron record as described in the
490 section <<circulation_searching_patrons,Searching Patrons>>.
492 Open the patron record in edit mode as described in the section
493 <<updating_patron_information,Updating Patron Information>>.
495 Use the Other menu to navigate to _Notes_.
497 image::media/circulation_patron_records-24.png[circulation_patron_records 24]
499 Select the _Add New Note_ button. An _Add Note_ window displays.
502 ================================================
503 To add a box in the _Add Note_ window for staff initials and require their
504 entry, see the "Require staff initials..." settings in the
505 <<_library_settings_editor,Library Settings Editor>> section.
506 ================================================
508 Enter note information.
510 Select the check box for _Patron Visible_ to display the note in the OPAC.
512 image::media/circulation_patron_records-25.png[circulation_patron_records 25]
514 Select _Add Note_ to save the note to the patron account.
516 To delete a note, go to _Other -> Notes_ and use the _Delete This Note_ button
519 image::media/circulation_patron_records-26.png[circulation_patron_records 26]
521 An alert will display. Click _Yes_ to delete the note or No to retain the note.
522 A confirmation box will display; click _OK_.
525 Staff-Generated Penalties/Messages
526 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
528 [[staff_generated_penalties]]
529 To access this feature, use the _Messages_ button in the patron record.
531 image::media/staff-penalties-1.jpg[Messages screen]
536 Click *Apply Standing Penalty/Message* to begin the process of adding a message to the patron.
538 image::media/staff-penalties-2.jpg[Apply Penalty Dialog Box]
540 There are three options: Notes, Alerts, Blocks
542 * *Note*: This will create a non-blocking, non-alerting note visible to staff. Staff will be alerted to the message by the light-blue framing around the patron name, and can view the message by clicking the _Messages_ button on the patron record. (Notes created in this fashion will not display via _Other_ -> _Notes_, and cannot be shared with the patron. See the <<circulation_patron_notes,Patron Notes>> section for notes which can be shared with the patron.)
544 * *Alert*: This will create a non-blocking alert which appears when the patron record is first retrieved. The alert will generate a dark-blue frame around the patron name. Alerts may be viewed by clicking the _Messages_ button on the patron record or by selecting _Other_ -> _Display Alerts and Messages_.
546 * *Block*: This will create a blocking alert which appears when the patron record is first retrieved, and which behaves much as the non-blocking alert described previously. The patron will be also blocked from circulation, holds and renewals until the block is cleared by staff.
548 After selecting the type of message to create, enter the message body into the box. If Staff Initials are required, they must be entered into the _Initials_ box before the message can be added. Otherwise, fill in the optional _Initials_ box and click *Apply*
550 The message should now be visible in the _Staff-Generated Penalties/Messages_ list. If a blocking or non-blocking alert, the message will also display immediately when the patron record is retrieved.
552 image::media/staff-penalties-3.jpg[Messages on a record]
557 Messages can be edited by staff after they are created.
559 image::media/staff-penalties-4.jpg[Actions menu]
561 Click to select the message to be modified, then click _Actions for these Penalties/Messages_ -> _Modify Penalty/Message_. This menu can also be accessed by right-clicking in the message area.
563 image::media/staff-penalties-5.jpg[Modify penalty dialog box]
565 To change the type of message, click on *Note*, *Alert*, *Block* to select the new type. Edit or add new text in the message body. Enter Staff Initials into the _Initials_ box (may be required.) and click *Modify* to submit the alterations.
567 image::media/staff-penalties-6.jpg[Modified message in the list]
572 Messages which are no longer current can be archived by staff. This action will remove any alerts or blocks associated with the message, but retains the information contained there for future reference.
574 image::media/staff-penalties-4.jpg[Actions menu]
576 Click to select the message to be archived, then click _Actions for these Penalties/Messages_ -> _Archive Penalty/Message_. This menu can also be accessed by right-clicking in the message area.
578 image::media/staff-penalties-7.jpg[Archived messages]
580 Archived messages will be shown in the section labelled _Archived Penalties/Messages_. To view messages, click *Retrieve Archived Penalties*. By default, messages archived within the past year will be retrieved. To retrieve messages from earlier dates, change the start date to the desired date before clicking *Retrieve Archived Penalties*.
585 Messages which are no longer current can be removed by staff. This action removes any alerts or blocks associated with the message and deletes the information from the system.
587 image::media/staff-penalties-4.jpg[Actions menu]
589 Click to select the message to be removed, then click _Actions for these Penalties/Messages_ -> _Remove Penalty/Message_. This menu can also be accessed by right-clicking in the message area.
591 Patron Message Center
592 ~~~~~~~~~~~~~~~~~~~~~
594 [[patron_message_center]]
596 Creating a Patron Message in the Patron Account
597 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
599 1. Retrieve a patron account in the staff client.
600 2. Within the account, go to *Other -> Notes*.
601 3. In the Notes interface, click on *Add New Note*. A new window will pop up that allows you to create a note on the patron account.
603 image::media/message_center1.PNG[Message Center 1]
605 4. Check the box next to *Patron Visible?* This will make the message appear in the patron's OPAC account.
606 5. Enter a subject for the message in the *Title* field.
607 6. Enter the body of the message in the *Note* field.
608 7. Enter *Initials* if staff are required to add initials to notes.
609 8. Click, *Add Note*. The note will now appear as a Patron Visible note in the staff client and as a Message in the patron's OPAC Account.
611 image::media/message_center2.PNG[Message Center 2]
613 9.The patron visible note will also create a message in the patron account in the staff client in *Other -> Message Center*. See *Managing Patron Messages in the Staff Client* below.
615 Creating a Patron Message using Action Triggers
616 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
618 Messages can be automatically added to a patron's OPAC account by an Action Trigger event. For example, when a hold is cancelled by a library staff member, a message can be added to the patron's OPAC account to inform them of the cancellation.
620 Action Trigger Messages are set up in *Admin -> Local Administration -> Notifications/Action Triggers*. There are several new fields in the Trigger Event Definition that allow the configuration of Patron Messages:
622 * Message Library Path: identifies the sending library for the message. This is the patron's home library (usr.home_ou) in the stock Hold Cancellation message.
623 * Message Template: contains the content of the message.
624 * Message Title: appears as the subject line in the OPAC message.
625 * Message User Path: determines how to identify the user the message is sent to.
627 NOTE: If you want to send patrons a notification email and an OPAC message when their hold is cancelled, use two separate Action Triggers: one for the email notification and one for the message.
629 Managing Patron Messages in the Staff Client
630 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
632 Patron messages can be viewed and managed in the staff client within the patron account.
634 . Retrieve a patron account in the staff client.
635 . Within the account, go to *Other -> Message Center*.
636 . Double click on a message to view the full title and content as well as the date and time the message was created and the date and time that the message was read. Staff can also see if a patron has deleted the message from their OPAC account (Deleted?) and can manually delete a message by marking it as Deleted.
638 NOTE: When a message is marked deleted, the message will remain in Other -> Message Center as a record that the patron received it.
640 NOTE: Deleting a patron visible note in Other -> Notes will not delete the patron message from the Other -> Message Center.
642 image::media/message_center9.PNG[Message Center 9]
644 Viewing Patron Messages in the OPAC
645 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
647 Patrons will see a new tab for *Messages* in their OPAC account, as well as a notification of *Unread Messages* in the account summary.
649 image::media/message_center11.PNG[Message Center 11]
651 Patrons will see a list of the messages from the library by clicking on the *Messages* tab.
653 image::media/message_center10.PNG[Message Center 10]
655 Patrons can click on a message *Subject* to view the message. After viewing the message, it will automatically be marked as read. Patrons have the options to mark the message as unread and to delete the message.
657 image::media/message_center12.PNG[Message Center 12]
659 NOTE: Patron deleted messages will still appear in the patron's account in the staff client under Other -> Message Center.
661 Merging Patron Records
662 ~~~~~~~~~~~~~~~~~~~~~~
664 indexterm:[patrons, merging]
666 When patron records are erroneously duplicated, they may be merged into one
667 record. As described in the section <<circulation_searching_patrons,Searching
668 Patrons>>, search for the term(s) shared by the two records.
670 Select the two records to merge by pressing down the CTRL key and clicking each
673 Click the _Merge Patrons_ button next to the _Search Form_ and _Retrieve Patron_
674 buttons on the top of the screen.
676 image::media/circulation_patron_records-27.png[circulation_patron_records 27]
678 A Record Merging window will display. Compare the two records.
680 Select the record you want to keep by checking the radio button
681 _Lead Record_ next to the appropriate record.
683 image::media/circulation_patron_records-28.png[circulation_patron_records 28]
685 After making your selection, click the _Merge_ button. The screen will refresh.
686 Only one of the two patron names will display.
688 NOTE: Once two records have been merged, the notes, bills, holds and outstanding
689 items under the non-lead record are brought to the lead record. Staff-inserted
690 alert messages are not transferred from the non-lead record; lead record alerts
693 Patron records may also be merged from the _Patron Group_ screen Retrieve one of
694 the two patron records you want to merge.
696 Go to _Other -> Group Member Details_.
698 image::media/circulation_patron_records-29.png[circulation_patron_records 29]
700 The patron records are displayed as group members. If both patron records are
701 not already displayed on this screen, click _Choose an Action -> Move another
702 patron to this patron group_.
704 image::media/circulation_patron_records-30.png[circulation_patron_records 30]
706 At the prompt, scan or type the patron's barcode.
710 Confirm the move by clicking the _Move_ button on top of the screen.
712 image::media/circulation_patron_records-31.png[circulation_patron_records 31]
714 Click _OK_ on the confirmation pop-up window.
716 Both records are displayed as group members.
718 Select both records by pressing *CTRL* key and clicking each record.
720 Click _Choose an Action -> Merge Selected Patrons_. The merging records window
723 Choose the lead record and continue to merge records as described in the above.
725 NOTE: The merged record will still show under group members. Both members point
726 to the same patron record.
728 [[bills_and_payments]]
732 When a patron account has bills attached to it, a note displays under the patron
733 name in the patron summary panel.
735 image::media/circulation_patron_bills-1.png[circulation_patron_bills 1]
737 To view more information about the patron’s bills, or to make payments on or
738 edit the bills, click on the Bills button from the patron account screen.
740 image::media/circulation_patron_bills-2.png[circulation_patron_bills 2]
744 All current bills are itemized in the grid in the bills interface. Click on a
745 column header to sort bills in this grid. Most columns sort alphabetically, but
746 the "Total Billed" and *Total Paid* columns sort numerically.
748 Colors distinguish bills for items that are attached to checked out, lost and
749 long overdue circulations. These colors are accompanied by helpful indicators
750 that define the meaning of the colors for staff.
752 By default, circulations that are still checked out appear in bright red. The
753 default indicator reads, "Red Items are still Checked out.
755 Lost circulations will appear in dark red. The default indicator reads,
756 “Dark Red Items are Lost.”
758 When the 6 Month Overdue Mark Long-Overdue trigger event definition is enabled,
759 Long Overdue circulations will appear in orange, by default. The default
760 indicator reads, “Orange Items are Long Overdue.”
762 image::media/Billed_Transaction_Color.jpg[Billed Transaction Color]
764 Both the color distinctions and indicators are customizable. To customize, a
765 change to circ.css (for the color) and lang.dtd (for the indicator) are
770 *Circulation bills*: system-generated (overdue fines, lost
771 item cost, processing fees, etc.).
773 * Overdue fines are added daily once an item is overdue.
774 * When an item is marked as lost or long overdue, bills may be automatically
775 generated to cover the item's cost and a processing fee, according to library
778 *Grocery bills*: staff-applied to patron accounts.
780 * One default grocery bill, Misc, exists in an unmodified Evergreen
782 * Additional grocery bills may be configured through the Admin settings. *Admin*
783 -> *Server Administration* -> *Billing Types*.
785 To view more information about a bill, highlight the bill and right-click or use
786 the _Actions for Selected Transactions_ menu to select _Full Details_.
788 image::media/circulation_patron_bills-3.png[circulation_patron_bills 3]
790 A window will display additional information about the bill, including a record
791 of any payments that have been made on the bill.
793 image::media/circulation_patron_bills-4.png[circulation_patron_bills 4]
795 From the _Full Details_ screen, portions of the bill may be voided (e.g. an
796 erroneous daily overdue charge) by using the _Void selected billings_ button.
797 Notes may be added to payments or line items by using the _Edit note_ button.
799 image::media/circulation_patron_bills-5.png[circulation_patron_bills 5]
805 To collect payments, retrieve the patron record. Navigate to the _Bills_ screen
806 as described in <<bills_and_payments,Bills and Payments>>.
808 When bills are paid, the money applied starts at the top of the list of bills.
809 To pay specific bills, uncheck the bills that you do not wish to pay at this
810 time. The amount displayed in _Total Checked:_ will change to reflect the
813 image::media/circulation_patron_bills-6.png[circulation_patron_bills 6]
816 By default, Evergreen checks all bills when the bills screen loads.
817 Evergreen sites can change this default by enabling the _Uncheck bills by
818 default in the patron billing interface_ setting in the Library Settings
819 Editor (*Admin* -> *Local Administration* -> *Library Settings Editor*). Note
820 the presence of the _Uncheck All_ and _Check All_ options below the list of
823 image::media/circulation_patron_bills-7.png[circulation_patron_bills 7]
825 When you are ready to make a payment, select a payment type from the dropdown
826 menu in the _Pay Bill_ portion of the screen.
828 image::media/circulation_patron_bills-8.png[circulation_patron_bills 8]
830 Enter the amount of payment in the _Payment received_ field.
832 If you would like to add a note to the payment, check the box for
835 Click _Apply Payment!_ to make the payment.
837 If you have selected _Annotate Payment_, a box will display for the annotation.
839 The screen will refresh to display the updated bill information for the patron.
840 If change is due, the bottom portion of the screen, _Change Due Upon Payment:_
841 will briefly reflect the amount due to the patron.
843 TIP: if you need more time to review the amount due, click outside the _Payment
844 Received_ box before selecting _Apply Payment!_ This will cause the screen to
845 refresh and display the amount due.
848 ================================================
849 * Items marked with red are still checked out. Items marked with dark red are
850 lost. Items marked with orange are still checked out and long overdue.
851 * It is possible for a patron to pay a bill while the item is still out and
853 * When Check is selected as the payment type, it is not necessary to select
854 _Annotate Payment_, as a box for the check number and a note displays
856 * If a patron pays the entire bill for a lost item and the library has enabled
857 the _Use Lost and Paid copy status_ setting in the Library Settings Editor
858 (*Admin* -> *Local Administration* -> *Library Settings Editor*), the copy's
859 status will automatically change from _Lost_ to _Lost and Paid_.
860 ================================================
864 It is possible to convert change due to a patron credit by selecting the
865 _Convert Change to Patron Credit_ checkbox and to later apply that credit to a
866 bill by selecting the _Patron Credit_ payment type.
868 By default, the payment type *Patron Credit* is enabled in the staff client.
869 Within the Bills interface of a patron’s account, the Patron Credit payment
870 type, the Credit Available, and the option to Convert Change to Patron Credit
871 are exposed by default in the staff client.
873 image::media/Default_Patron_Billing_Screen.jpg[Default Patron Billing Screen]
875 The Library Setting, *Disable Patron Credit*, allows staff to disable the Patron
876 Credit payment type and to hide patron credit payment actions within the billing
877 interface of a patron’s account. If a library doesn't use patron credits, the
878 library will want to enable this setting to prevent accidental selection of the
879 checkbox that converts change to patron credit.
881 When the Library Setting, *Disable Patron Credit*, is set to *True*,
882 the patron credit payment type will be disabled.
883 Patron Credit will not be an option within the payment type dropdown menu.
884 The Convert Change to Patron Credit and the summary of Credit Available will be
885 hidden from the patron billing interface in the staff client.
887 image::media/Disabled_Patron_Credit_Patron_Billing_Screen.jpg[Disabled Patron Credit Patron Billing Screen]
889 To set the Library Setting:
891 . Click *Admin* -> *Local Administration* -> *Library Settings Editor*
893 . Search for *Disable Patron Credit*
897 . Set the value to *True*
899 . Click *Update Setting*
901 image::media/Disable_Patron_Credit_Library_Setting.jpg[Disable Patron Credit Library Setting]
903 NOTE: After applying changes to this library setting, it is necessary to restart
904 the staff client to see the changes take effect.
907 Void vs. Forgive vs. Adjustment
908 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
910 The following are guidelines for using void, forgive, and adjust when clearing
911 bills off a patron record.
913 * Use forgive when staff is waiving a portion/all of a bill. A forgive_payment
914 payment type will be used to credit the bill. The history of the bill will be
917 * Use void when the bill should not be on the patron record and when the goal
918 is to remove the entire bill. Once voided, there will be no history of the bill
919 available from the staff client. If the bill was partially paid before voiding,
920 a negative balance will be produced.
922 * Use adjust to zero when the bill should not be on the patron record and when
923 the goal is to remove the balance of the bill. An account_adjustment payment
924 type will be used to adjust the bill's balance. The history of the bill will be
925 retained and available from the Bill History interface of the staff client.
931 Choose forgive as the payment type as described in the section
932 <<making_payments,Making Payments>>.
934 Enter the amount to be forgiven. Choose _Annotate Payment_ as required by local
937 Apply Payment. Annotate, if prompted.
939 The screen will refresh to display the payment.
945 Bills under one transaction are grouped in one bill line. Bills may be voided in
948 *To void the full billing amount:*
950 Select the bill(s) to be voided from the list in the patron account.
952 Right click or use the _Actions for Selected Transactions_ menu to select _Void
955 image::media/circulation_patron_bills-10.png[circulation_patron_bills 10]
959 *To void a partial amount:*
961 Select a billing and choose Full Details for the transaction, as described in
962 the section <circ_vs_grocery,Circulation vs. Grocery Bills>>
964 The bill details screen displays.
966 Select the specific bill to void.
968 Void Selected Billings and confirm the action.
970 image::media/circulation_patron_bills-11.png[circulation_patron_bills 11]
972 Adjusting Bills to Zero
973 ^^^^^^^^^^^^^^^^^^^^^^^
975 In the Bills interface, select the bill to adjust.
977 Right click or use the _Actions for Selected Transactions_ menu to select
980 image::media/adjust_to_zero_action.png[adjust_to_zero_action.png]
984 Adding New ``Grocery'' Bills
985 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^
987 A grocery bill can be added as a new bill or to an existing bill.
989 *To add a as a new bill:*
991 . Retrieve the patron record.
992 . Navigate to the Bills screen.
993 . Click the_Bill Patron_ button above the list of current bills.
995 image::media/circulation_patron_bills-12.png[circulation_patron_bills 12]
997 .Choose appropriate _Billing Type_ from the drop down menu. (``Grocery'' is the
998 only available transaction type.) . Enter the Amount and Note (as required).
1000 _Submit this Bill_ and confirm this action.
1002 image::media/circulation_patron_bills-13.png[circulation_patron_bills 13]
1004 *To add bill to an existing bill line:*
1006 . Retrieve the patron record.
1007 . Navigate to the Bills screen.
1008 . Highlight the desired bill.
1009 . Use the _Actions for Selected Transactions_ to select _Add Billing_.
1010 Confirm this action.
1011 . Follow steps 4 through 6 above. There is no confirmation message
1012 after clicking _Submit this Bill_.
1013 . The _Money Summary_ will adjust accordingly.
1015 Negative Balances on Patron Accounts
1016 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
1018 If a library has not enabled Prohibit Negative Balance settings via the library
1019 settings editor, certain workflows and settings can create a negative balance on
1020 a patron's account. See...for information on settings that affect negative
1023 [[removing_negative_balances]]
1025 *Removing negative balances from a patron account*
1027 A negative balance can be cleared either by refunding a bill or by adjusting the
1032 1) Select the billing with the negative balance.
1034 2) Choose **Actions for Selected Transactions** --> **Refund**.
1038 4) Click Apply Payment.
1040 The refunded amount will be deducted from the cash_payment total in the
1041 workstations Cash Report.
1043 To clear the negative balance without affecting the Cash Report:
1045 1) Right click on the billing with the negative balance.
1047 2) Select **Adjust to zero**.
1055 *To view a patron’s bill history:*
1057 . Retrieve the patron record.
1058 . From the _Bills_ screen, click _History_.
1059 . A _Bill History_ screen with two tabs will display. One for _Transactions_
1060 and one for _Payments_.
1062 image::media/circulation_patron_bills-14.png[circulation_patron_bills 14]
1064 . For more information about a specific billing, select the bill and click _Full
1065 Details_. A screen detailing item information, billings, and payments will
1068 image::media/circulation_patron_bills-15.png[circulation_patron_bills 15]
1070 Items may be deleted from the catalog even if a charge for that item is still
1071 attached to the patron's record. The charge will remain on the patron's account