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.
324 indexterm:[patrons, barring]
326 A patron may be barred from circulation activities. To bar a patron, retrieve
327 the patron record as described in the section
328 <<circulation_searching_patrons,Searching Patrons>>.
330 Open the patron record in edit mode as described in the section
331 <<updating_patron_information,Updating Patron Information>>.
333 Check the box for _Barred_ in the patron account.
335 image::media/circulation_patron_records-16.png[circulation_patron_records 16]
337 _Save_ the user. The screen will refresh.
339 The patron account will now display an alert stating that the patron account
342 Additionally a red box and note will indicate the patron’s barred status.
344 image::media/circulation_patron_records-17.png[circulation_patron_records 17]
346 NOTE: Barring a patron from one library bars that patron from all consortium
349 To unbar a patron, uncheck the Barred checkbox.
354 indexterm:[patrons, barring]
356 *Barred*: Stops patrons from using their library cards; alerts the staff that
357 the patron is banned/barred from the library. The ``check-out'' functionality is
358 disabled for barred patrons (NO option to override – the checkout window is
359 unusable and the bar must be removed from the account before the patron is able
360 to checkout items). These patrons may still log in to the OPAC to view their
363 indexterm:[patrons, blocking]
365 *Blocked*: Often, these are system-generated blocks on patron accounts.
369 * Patron exceeds fine threshold
370 * Patron exceeds max checked out item threshold
372 A notice appears when a staff person tries to checkout an item to blocked
373 patrons, but staff may be given permissions to override blocks.
376 Staff-Generated Messages
377 ~~~~~~~~~~~~~~~~~~~~~~~~
379 [[staff_generated_messages]]
380 indexterm:[patrons, messages]
382 There are several types of messages available for staff to leave notes on patron records.
384 *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.)
386 *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.)
388 *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.)
390 *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.)
395 [[circulation_patron_alerts]]
396 indexterm:[patrons, Alerts]
398 When an account has an alert on it, a Stop sign is displayed when the record is
401 image::media/circulation_patron_records-18.png[circulation_patron_records 18]
403 Navigating to an area of the patron record using the navigation buttons at the
404 top of the record (for example, Edit or Bills) will clear the message from view.
406 If you wish to view these alerts after they are cleared from view, they may be
407 retrieved. Use the Other menu to select _Display Alert_ and _Messages_.
409 image::media/circulation_patron_records-19.png[circulation_patron_records 19]
411 There are two types of Patron Alerts:
413 *System-generated alerts*: Once the cause is resolved (e.g. patron's account has
414 been renewed), the message will disappear automatically.
416 *Staff-generated alerts*: Must be added and removed manually.
418 To add an alert to a patron account, retrieve the patron record as described
419 in the section <<circulation_searching_patrons,Searching Patrons>>.
421 Open the patron record in edit mode as described in the section
422 <<updating_patron_information,Updating Patron Information>>.
424 Enter the alert text in the Alert Message field.
426 image::media/circulation_patron_records-20.png[circulation_patron_records 20]
428 _Save_ the record. The screen will refresh and the alert will display.
430 Additionally, the patron name will be highlighted in yellow and a note will
431 indicate that there is an alert on the account.
433 image::media/circulation_patron_records-21.png[circulation_patron_records 21]
435 To remove the alert, retrieve the patron record as described in the section
436 <<circulation_searching_patrons,Searching Patrons>>.
438 Open the patron record in edit mode as described in the section
439 <<updating_patron_information,Updating Patron Information>>.
441 Delete the alert text in the _Alert Message_ field.
445 The screen will refresh and the indicators for the alert will be removed from
451 [[circulation_patron_notes]]
452 indexterm:[patrons, notes]
454 When a patron account contains a note, a _See Notes_ message appears beneath the
455 patron’s name in the patron summary pane.
457 image::media/circulation_patron_records-22.png[circulation_patron_records 22]
459 Notes are strictly communicative and may be made visible to the patron via their
460 account on the OPAC. These notes appear in the <<_patron_message_center,
461 Patron Message Center>>.
463 image::media/circulation_patron_records-23.png[circulation_patron_records 23]
465 To insert or remove a note, retrieve the patron record as described in the
466 section <<circulation_searching_patrons,Searching Patrons>>.
468 Open the patron record in edit mode as described in the section
469 <<updating_patron_information,Updating Patron Information>>.
471 Use the Other menu to navigate to _Notes_.
473 image::media/circulation_patron_records-24.png[circulation_patron_records 24]
475 Select the _Add New Note_ button. An _Add Note_ window displays.
478 ================================================
479 To add a box in the _Add Note_ window for staff initials and require their
480 entry, see the "Require staff initials..." settings in the
481 <<_library_settings_editor,Library Settings Editor>> section.
482 ================================================
484 Enter note information.
486 Select the check box for _Patron Visible_ to display the note in the OPAC.
488 image::media/circulation_patron_records-25.png[circulation_patron_records 25]
490 Select _Add Note_ to save the note to the patron account.
492 To delete a note, go to _Other -> Notes_ and use the _Delete This Note_ button
495 image::media/circulation_patron_records-26.png[circulation_patron_records 26]
497 An alert will display. Click _Yes_ to delete the note or No to retain the note.
498 A confirmation box will display; click _OK_.
501 Staff-Generated Penalties/Messages
502 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
504 [[staff_generated_penalties]]
505 To access this feature, use the _Messages_ button in the patron record.
507 image::media/staff-penalties-1.jpg[Messages screen]
512 Click *Apply Standing Penalty/Message* to begin the process of adding a message to the patron.
514 image::media/staff-penalties-2.jpg[Apply Penalty Dialog Box]
516 There are three options: Notes, Alerts, Blocks
518 * *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.)
520 * *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_.
522 * *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.
524 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*
526 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.
528 image::media/staff-penalties-3.jpg[Messages on a record]
533 Messages can be edited by staff after they are created.
535 image::media/staff-penalties-4.jpg[Actions menu]
537 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.
539 image::media/staff-penalties-5.jpg[Modify penalty dialog box]
541 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.
543 image::media/staff-penalties-6.jpg[Modified message in the list]
548 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.
550 image::media/staff-penalties-4.jpg[Actions menu]
552 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.
554 image::media/staff-penalties-7.jpg[Archived messages]
556 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*.
561 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.
563 image::media/staff-penalties-4.jpg[Actions menu]
565 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.
567 Patron Message Center
568 ~~~~~~~~~~~~~~~~~~~~~
570 [[patron_message_center]]
572 Creating a Patron Message in the Patron Account
573 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
575 . Retrieve a patron account in the staff client.
576 . Within the account, go to *Other -> Notes*.
577 . 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.
579 image::media/message_center1.PNG[Message Center 1]
581 . Check the box next to *Patron Visible?* This will make the message appear in the patron's OPAC account.
582 . Enter a subject for the message in the *Title* field.
583 . Enter the body of the message in the *Note* field.
584 . Enter *Initials* if staff are required to add initials to notes.
585 . 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.
587 image::media/message_center2.PNG[Message Center 2]
589 . 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.
591 Creating a Patron Message using Action Triggers
592 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
594 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.
596 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:
598 * 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.
599 * Message Template: contains the content of the message.
600 * Message Title: appears as the subject line in the OPAC message.
601 * Message User Path: determines how to identify the user the message is sent to.
603 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.
605 Managing Patron Messages in the Staff Client
606 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
608 Patron messages can be viewed and managed in the staff client within the patron account.
610 . Retrieve a patron account in the staff client.
611 . Within the account, go to *Other -> Message Center*.
612 . 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.
614 NOTE: When a message is marked deleted, the message will remain in Other -> Message Center as a record that the patron received it.
616 NOTE: Deleting a patron visible note in Other -> Notes will not delete the patron message from the Other -> Message Center.
618 image::media/message_center9.PNG[Message Center 9]
620 Viewing Patron Messages in the OPAC
621 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
623 Patrons will see a new tab for *Messages* in their OPAC account, as well as a notification of *Unread Messages* in the account summary.
625 image::media/message_center11.PNG[Message Center 11]
627 Patrons will see a list of the messages from the library by clicking on the *Messages* tab.
629 image::media/message_center10.PNG[Message Center 10]
631 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.
633 image::media/message_center12.PNG[Message Center 12]
635 NOTE: Patron deleted messages will still appear in the patron's account in the staff client under Other -> Message Center.
637 Merging Patron Records
638 ~~~~~~~~~~~~~~~~~~~~~~
640 indexterm:[patrons, merging]
642 When patron records are erroneously duplicated, they may be merged into one
643 record. As described in the section <<circulation_searching_patrons,Searching
644 Patrons>>, search for the term(s) shared by the two records.
646 Select the two records to merge by pressing down the CTRL key and clicking each
649 Click the _Merge Patrons_ button next to the _Search Form_ and _Retrieve Patron_
650 buttons on the top of the screen.
652 image::media/circulation_patron_records-27.png[circulation_patron_records 27]
654 A Record Merging window will display. Compare the two records.
656 Select the record you want to keep by checking the radio button
657 _Lead Record_ next to the appropriate record.
659 image::media/circulation_patron_records-28.png[circulation_patron_records 28]
661 After making your selection, click the _Merge_ button. The screen will refresh.
662 Only one of the two patron names will display.
664 NOTE: Once two records have been merged, the notes, bills, holds and outstanding
665 items under the non-lead record are brought to the lead record. Staff-inserted
666 alert messages are not transferred from the non-lead record; lead record alerts
669 Patron records may also be merged from the _Patron Group_ screen Retrieve one of
670 the two patron records you want to merge.
672 Go to _Other -> Group Member Details_.
674 image::media/circulation_patron_records-29.png[circulation_patron_records 29]
676 The patron records are displayed as group members. If both patron records are
677 not already displayed on this screen, click _Choose an Action -> Move another
678 patron to this patron group_.
680 image::media/circulation_patron_records-30.png[circulation_patron_records 30]
682 At the prompt, scan or type the patron's barcode.
686 Confirm the move by clicking the _Move_ button on top of the screen.
688 image::media/circulation_patron_records-31.png[circulation_patron_records 31]
690 Click _OK_ on the confirmation pop-up window.
692 Both records are displayed as group members.
694 Select both records by pressing *CTRL* key and clicking each record.
696 Click _Choose an Action -> Merge Selected Patrons_. The merging records window
699 Choose the lead record and continue to merge records as described in the above.
701 NOTE: The merged record will still show under group members. Both members point
702 to the same patron record.
704 [[bills_and_payments]]
708 When a patron account has bills attached to it, a note displays under the patron
709 name in the patron summary panel.
711 image::media/circulation_patron_bills-1.png[circulation_patron_bills 1]
713 To view more information about the patron’s bills, or to make payments on or
714 edit the bills, click on the Bills button from the patron account screen.
716 image::media/circulation_patron_bills-2.png[circulation_patron_bills 2]
720 All current bills are itemized in the grid in the bills interface. Click on a
721 column header to sort bills in this grid. Most columns sort alphabetically, but
722 the "Total Billed" and *Total Paid* columns sort numerically.
724 Colors distinguish bills for items that are attached to checked out, lost and
725 long overdue circulations. These colors are accompanied by helpful indicators
726 that define the meaning of the colors for staff.
728 By default, circulations that are still checked out appear in bright red. The
729 default indicator reads, "Red Items are still Checked out.
731 Lost circulations will appear in dark red. The default indicator reads,
732 “Dark Red Items are Lost.”
734 When the 6 Month Overdue Mark Long-Overdue trigger event definition is enabled,
735 Long Overdue circulations will appear in orange, by default. The default
736 indicator reads, “Orange Items are Long Overdue.”
738 image::media/Billed_Transaction_Color.jpg[Billed Transaction Color]
740 Both the color distinctions and indicators are customizable. To customize, a
741 change to circ.css (for the color) and lang.dtd (for the indicator) are
746 *Circulation bills*: system-generated (overdue fines, lost
747 item cost, processing fees, etc.).
749 * Overdue fines are added daily once an item is overdue.
750 * When an item is marked as lost or long overdue, bills may be automatically
751 generated to cover the item's cost and a processing fee, according to library
754 *Grocery bills*: staff-applied to patron accounts.
756 * One default grocery bill, Misc, exists in an unmodified Evergreen
758 * Additional grocery bills may be configured through the Admin settings. *Admin*
759 -> *Server Administration* -> *Billing Types*.
761 To view more information about a bill, highlight the bill and right-click or use
762 the _Actions for Selected Transactions_ menu to select _Full Details_.
764 image::media/circulation_patron_bills-3.png[circulation_patron_bills 3]
766 A window will display additional information about the bill, including a record
767 of any payments that have been made on the bill.
769 image::media/circulation_patron_bills-4.png[circulation_patron_bills 4]
771 From the _Full Details_ screen, portions of the bill may be voided (e.g. an
772 erroneous daily overdue charge) by using the _Void selected billings_ button.
773 Notes may be added to payments or line items by using the _Edit note_ button.
775 image::media/circulation_patron_bills-5.png[circulation_patron_bills 5]
781 To collect payments, retrieve the patron record. Navigate to the _Bills_ screen
782 as described in <<bills_and_payments,Bills and Payments>>.
784 When bills are paid, the money applied starts at the top of the list of bills.
785 To pay specific bills, uncheck the bills that you do not wish to pay at this
786 time. The amount displayed in _Total Checked:_ will change to reflect the
789 image::media/circulation_patron_bills-6.png[circulation_patron_bills 6]
792 By default, Evergreen checks all bills when the bills screen loads.
793 Evergreen sites can change this default by enabling the _Uncheck bills by
794 default in the patron billing interface_ setting in the Library Settings
795 Editor (*Admin* -> *Local Administration* -> *Library Settings Editor*). Note
796 the presence of the _Uncheck All_ and _Check All_ options below the list of
799 image::media/circulation_patron_bills-7.png[circulation_patron_bills 7]
801 When you are ready to make a payment, select a payment type from the dropdown
802 menu in the _Pay Bill_ portion of the screen.
804 image::media/circulation_patron_bills-8.png[circulation_patron_bills 8]
806 Enter the amount of payment in the _Payment received_ field.
808 If you would like to add a note to the payment, check the box for
811 Click _Apply Payment!_ to make the payment.
813 If you have selected _Annotate Payment_, a box will display for the annotation.
815 The screen will refresh to display the updated bill information for the patron.
816 If change is due, the bottom portion of the screen, _Change Due Upon Payment:_
817 will briefly reflect the amount due to the patron.
819 TIP: if you need more time to review the amount due, click outside the _Payment
820 Received_ box before selecting _Apply Payment!_ This will cause the screen to
821 refresh and display the amount due.
824 ================================================
825 * Items marked with red are still checked out. Items marked with dark red are
826 lost. Items marked with orange are still checked out and long overdue.
827 * It is possible for a patron to pay a bill while the item is still out and
829 * When Check is selected as the payment type, it is not necessary to select
830 _Annotate Payment_, as a box for the check number and a note displays
832 * If a patron pays the entire bill for a lost item and the library has enabled
833 the _Use Lost and Paid copy status_ setting in the Library Settings Editor
834 (*Admin* -> *Local Administration* -> *Library Settings Editor*), the copy's
835 status will automatically change from _Lost_ to _Lost and Paid_.
836 ================================================
840 It is possible to convert change due to a patron credit by selecting the
841 _Convert Change to Patron Credit_ checkbox and to later apply that credit to a
842 bill by selecting the _Patron Credit_ payment type.
844 By default, the payment type *Patron Credit* is enabled in the staff client.
845 Within the Bills interface of a patron’s account, the Patron Credit payment
846 type, the Credit Available, and the option to Convert Change to Patron Credit
847 are exposed by default in the staff client.
849 image::media/Default_Patron_Billing_Screen.jpg[Default Patron Billing Screen]
851 The Library Setting, *Disable Patron Credit*, allows staff to disable the Patron
852 Credit payment type and to hide patron credit payment actions within the billing
853 interface of a patron’s account. If a library doesn't use patron credits, the
854 library will want to enable this setting to prevent accidental selection of the
855 checkbox that converts change to patron credit.
857 When the Library Setting, *Disable Patron Credit*, is set to *True*,
858 the patron credit payment type will be disabled.
859 Patron Credit will not be an option within the payment type dropdown menu.
860 The Convert Change to Patron Credit and the summary of Credit Available will be
861 hidden from the patron billing interface in the staff client.
863 image::media/Disabled_Patron_Credit_Patron_Billing_Screen.jpg[Disabled Patron Credit Patron Billing Screen]
865 To set the Library Setting:
867 . Click *Admin* -> *Local Administration* -> *Library Settings Editor*
869 . Search for *Disable Patron Credit*
873 . Set the value to *True*
875 . Click *Update Setting*
877 image::media/Disable_Patron_Credit_Library_Setting.jpg[Disable Patron Credit Library Setting]
879 NOTE: After applying changes to this library setting, it is necessary to restart
880 the staff client to see the changes take effect.
883 Void vs. Forgive vs. Adjustment
884 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
886 The following are guidelines for using void, forgive, and adjust when clearing
887 bills off a patron record.
889 * Use forgive when staff is waiving a portion/all of a bill. A forgive_payment
890 payment type will be used to credit the bill. The history of the bill will be
893 * Use void when the bill should not be on the patron record and when the goal
894 is to remove the entire bill. Once voided, there will be no history of the bill
895 available from the staff client. If the bill was partially paid before voiding,
896 a negative balance will be produced.
898 * Use adjust to zero when the bill should not be on the patron record and when
899 the goal is to remove the balance of the bill. An account_adjustment payment
900 type will be used to adjust the bill's balance. The history of the bill will be
901 retained and available from the Bill History interface of the staff client.
907 Choose forgive as the payment type as described in the section
908 <<making_payments,Making Payments>>.
910 Enter the amount to be forgiven. Choose _Annotate Payment_ as required by local
913 Apply Payment. Annotate, if prompted.
915 The screen will refresh to display the payment.
921 Bills under one transaction are grouped in one bill line. Bills may be voided in
924 *To void the full billing amount:*
926 Select the bill(s) to be voided from the list in the patron account.
928 Right click or use the _Actions for Selected Transactions_ menu to select _Void
931 image::media/circulation_patron_bills-10.png[circulation_patron_bills 10]
935 *To void a partial amount:*
937 Select a billing and choose Full Details for the transaction, as described in
938 the section <circ_vs_grocery,Circulation vs. Grocery Bills>>
940 The bill details screen displays.
942 Select the specific bill to void.
944 Void Selected Billings and confirm the action.
946 image::media/circulation_patron_bills-11.png[circulation_patron_bills 11]
948 Adjusting Bills to Zero
949 ^^^^^^^^^^^^^^^^^^^^^^^
951 In the Bills interface, select the bill to adjust.
953 Right click or use the _Actions for Selected Transactions_ menu to select
956 image::media/adjust_to_zero_action.png[adjust_to_zero_action.png]
960 Adding New ``Grocery'' Bills
961 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^
963 A grocery bill can be added as a new bill or to an existing bill.
965 *To add a as a new bill:*
967 . Retrieve the patron record.
968 . Navigate to the Bills screen.
969 . Click the_Bill Patron_ button above the list of current bills.
971 image::media/circulation_patron_bills-12.png[circulation_patron_bills 12]
973 .Choose appropriate _Billing Type_ from the drop down menu. (``Grocery'' is the
974 only available transaction type.) . Enter the Amount and Note (as required).
976 _Submit this Bill_ and confirm this action.
978 image::media/circulation_patron_bills-13.png[circulation_patron_bills 13]
980 *To add bill to an existing bill line:*
982 . Retrieve the patron record.
983 . Navigate to the Bills screen.
984 . Highlight the desired bill.
985 . Use the _Actions for Selected Transactions_ to select _Add Billing_.
987 . Follow steps 4 through 6 above. There is no confirmation message
988 after clicking _Submit this Bill_.
989 . The _Money Summary_ will adjust accordingly.
991 Negative Balances on Patron Accounts
992 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
994 If a library has not enabled Prohibit Negative Balance settings via the library
995 settings editor, certain workflows and settings can create a negative balance on
996 a patron's account. See...for information on settings that affect negative
999 [[removing_negative_balances]]
1001 *Removing negative balances from a patron account*
1003 A negative balance can be cleared either by refunding a bill or by adjusting the
1008 . Select the billing with the negative balance.
1009 . Choose **Actions for Selected Transactions** --> **Refund**.
1011 . Click Apply Payment.
1013 The refunded amount will be deducted from the cash_payment total in the
1014 workstations Cash Report.
1016 To clear the negative balance without affecting the Cash Report:
1018 . Right click on the billing with the negative balance.
1019 . Select **Adjust to zero**.
1026 *To view a patron’s bill history:*
1028 . Retrieve the patron record.
1029 . From the _Bills_ screen, click _History_.
1030 . A _Bill History_ screen with two tabs will display. One for _Transactions_
1031 and one for _Payments_.
1033 image::media/circulation_patron_bills-14.png[circulation_patron_bills 14]
1035 . For more information about a specific billing, select the bill and click _Full
1036 Details_. A screen detailing item information, billings, and payments will
1039 image::media/circulation_patron_bills-15.png[circulation_patron_bills 15]
1041 Items may be deleted from the catalog even if a charge for that item is still
1042 attached to the patron's record. The charge will remain on the patron's account