[working/Evergreen.git] / docs / circulation / circulation_patron_records.txt

Circulation - Patron Record 
---------------------------

[[circulation_searching_patrons]] 
Searching Patrons 
~~~~~~~~~~~~~~~~~

indexterm:[patrons, searching for]

To search for a patron, select the Patron Search option from the toolbar,
_Search -> Search for Patrons_ from the menu bar, or *F4*.

The Patron Search screen will display.  The orientation of the search pane may
be vertical or horizontal, depending on your library’s configuration.  It will
contain options to search on the following fields:

* Last Name 
* First Name 
* Middle Name 
* Alias 
* Address 1 
* Address 2 
* City 
* Zip 
* Phone
* Email 
* State 
* Barcode 
* OPAC Login ID

Use the options above the search fields to include patrons marked ``inactive''
in your search results or to limit results to patrons in a specific library
branch or in a specific permission group.

image::media/circulation_patron_records-1.png[circulation_patron_records 1]

.Tips for searching 
[TIP] 
=================== 
* Search one field or combine fields for more precise results.  
* Truncate search terms for more search results.
===================

Once you have located the desired patron, highlight the entry for this patron in
the results screen.  A summary for this patron will display in place of the
search fields.  

image::media/circulation_patron_records-2.png[circulation_patron_records 2]

Use the _Retrieve Patron_ button to retrieve the patron for circulation or
editing.

image::media/circulation_patron_records-3.png[circulation_patron_records 3]

The _Search Form_ button may be used to resume searching for patrons.

Registering New Patrons 
~~~~~~~~~~~~~~~~~~~~~~~

indexterm:[patrons, registering]

To register a new patron, select _Patron Registration_ from the toolbar,
_Circulation -> Register Patron_ from the menu bar, or *shift + F1*. The Patron
Registration form will display. 

image::media/circulation_patron_records-4.png[Patron registration form]

Mandatory fields display in yellow.

image::media/circulation_patron_records-5.png[circulation_patron_records 5]

The _Show Only Required Fields_ and _Show Suggested Fields_ may be used to limit
the options on this page.

image::media/circulation_patron_records-6.png[circulation_patron_records 6]

When one of these options is selected, it is possible switch to the other
limited view or to revert to the original view by selecting _Show All Fields_. 

image::media/circulation_patron_records-7.png[circulation_patron_records 7]

When finished entering the necessary information, select _Save_ to save the new
patron record or _Save & Clone_ to register a patron with the same address.
When _Save & Clone_ is selected, the address information is copied into the
resulting patron registration screen.  It is linked to the original patron.
Address information may only be edited through the original record.

image::media/circulation_patron_records-8.png[circulation_patron_records 8]

[TIP]
============================================================================
* Requested fields may be configured in the _Library Settings Editor_ (_Admin ->
 Local Admin -> Library Settings Editor_).  
* Statistical categories may be created for information tracked by your library 
that is not in the default patron record.  
* These may be configured in the _Statistical Categories Editor_ (_Admin -> 
Local Admin -> Statistical Categories Editor_).  
* Staff accounts may also function as patron accounts.
* You must select a _Main (Profile) Permission Group_ before the _Update Expire
Date_ button will work, since the permission group determines the expiration date.
============================================================================


Patron Self-Registration
~~~~~~~~~~~~~~~~~~~~~~~~
*Abstract*

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.  

*Patron Self-Registration*

. In the OPAC, click on the link to *Request Library Card*

. Fill out the self-registration form to request a library card, and click *Submit Registration*.

. Patrons will see a confirmation message: “Registration successful!  Please see library staff to complete your registration.”

image::media/patron_self_registration2.jpg[Patron Self-Registration form]

*Managing Pending Patrons*

. In the staff client select *Circulation* -> *Pending Patrons*.

. 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.

. 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. 

. Fill in the necessary patron information for your library, and click *Save* to create the permanent patron account.



*Library Settings*

Three new Library Settings have been created to manage patron self-registration:

* *OPAC: Allow Patron Self-Registration* must be set to ‘True’ to enable use of this feature.

* *OPAC: Patron Self-Reg. Expire Interval* allows each library to set the amount of time after which pending patron accounts should be deleted.

* *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.

Several existing Library Settings can be used to determine if a field should be required or hidden in the self-registration form:

* *GUI: Require day_phone field on patron registration*

* *GUI: Show day_phone on patron registration*

* *GUI: Require dob (date of birth) field on patron registration*

* *GUI: Show dob field on patron registration*

* *GUI: Require email field on patron registration*

* *GUI: Show email field on patron registration*

* *GUI: Require State field on patron registration*

* *GUI: Show State field on patron registration*

* *GUI: Require county field on patron registration*

* *GUI: Show county field on patron registration*  [New Setting]

Several existing Library Settings can be used to verify values in certain fields and provide examples for data format on the registration form:

* *Global: Patron username format*

* *GUI: Regex for phone fields on patron registration* OR *GUI: Regex for day_phone field on patron registration*

* *GUI: Regex for email field on patron registration*

* *GUI: Regex for post_code field on patron registration*

* *GUI: Example for email field on patron registration*

* *GUI: Example for post_code field on patron registration*

* *GUI: Example for day_phone field on patron registration* OR *GUI: Example for phone fields on patron registration*



[[updating_patron_information]] 
Updating Patron Information
~~~~~~~~~~~~~~~~~~~~~~~~~~~

indexterm:[patrons, updating]

Retrieve the patron record as described in the section
<<circulation_searching_patrons,Searching Patrons>>.

Select _Edit_ from the options that display at the top of the patron record. 

image::media/circulation_patron_records-9.png[Patron edit with summary display]

Edit information as required.  When finished, select _Save_.  If you attempt to
close out of the patron account before the information is received, an alert
will display.

image::media/circulation_patron_records-10.png[circulation_patron_records 10]

Select _OK_ to continue or _Cancel_ to return to the editing form.

After selecting _Save_, the page will refresh.  The edited information will be
reflected in the patron summary pane.

[TIP]
=======
* You can resize the patron summary pane, or collapse and expand it using
the button on the right border of the pane.
* To quickly renew an expired patron, click the _Update Expire Date_ button.
You will need a _Main (Profile) Permission Group_ selected for this to work,
since the permission group determines the expiration date.
=======

Renewing Library Cards 
~~~~~~~~~~~~~~~~~~~~~~

indexterm:[library cards, renewing]

Expired patron accounts display with a black box around the patron’s name, a
note that the patron is expired, and – when initially retrieved – an alert
stating that the ``Patron account is EXPIRED.''

image::media/circulation_patron_records-11.png[circulation_patron_records 11]

Open the patron record in edit mode as described in the section
<<updating_patron_information,Updating Patron Information>>.

Navigate to the information field labeled _Privilege Expiration Date_.  Enter a
new date in this box.  When you place your cursor in the _Patron Expiration Date
box_, a calendar widget will display to help you easily navigate to the desired
date. 

image::media/circulation_patron_records-12.png[circulation_patron_records 12]

Select the date using the calendar widget or key the date in manually.  Click
the _Save_ button.  The screen will refresh and the ``expired'' alerts on the
account will be removed. 

Lost Library Cards 
~~~~~~~~~~~~~~~~~~

indexterm:[library cards, replacing]

Retrieve the patron record as described in the section
<<circulation_searching_patrons,Searching Patrons>>. 

Open the patron record in edit mode as described in the section
<<updating_patron_information,Updating Patron Information>>.
 
Next to the _Barcode_ field, select the _Replace Barcode_ button.

image::media/circulation_patron_records-13.png[circulation_patron_records 13]

This will clear the barcode field.  Enter a new barcode and _Save_ the record.
The screen will refresh and the new barcode will display in the patron summary
pane.  

If a patron’s barcode is mistakenly replaced, the old barcode may be reinstated.
Retrieve the patron record as described in the section
<<circulation_searching_patrons,Searching Patrons>>. Open the patron record in
edit mode as described in the section <<updating_patron_information,Updating
Patron Information>>.

Select the _See All_ button next to the _Replace Barcode_ button.  This will
display the current and past barcodes associated with this account. 

image::media/circulation_patron_records-14.png[circulation_patron_records 14]

Check the box(es) for all barcodes that should be ``active'' for the patron.  An
``active'' barcode may be used for circulation transactions.  A patron may have
more than one ``active'' barcode.  Only one barcode may be designated
``primary.'' The ``primary'' barcode displays in the patron’s summary
information in the _Library Card_ field. 

Once you have modified the patron barcode(s), _Save_ the patron record.  If you
modified the ``primary'' barcode, the new primary barcode will display in the
patron summary screen. 

Resetting Patron's Password 
~~~~~~~~~~~~~~~~~~~~~~~~~~~

indexterm:[patrons, passwords]

A patron’s password may be reset from the OPAC or through the staff client.  To
reset the password from the staff client, retrieve the patron record as
described in the section <<circulation_searching_patrons,Searching Patrons>>. 

Open the patron record in edit mode as described in the section
<<updating_patron_information,Updating Patron Information>>.

Select the _Reset Password_ button next to the _Password_ field.  

image::media/circulation_patron_records-15.png[circulation_patron_records 15]

NOTE: The existing password is not displayed in patron records for security
reasons.

A new number will populate the _Password_ and _Verify Password_ text boxes.
Make note of the new password and _Save_ the patron record.  The screen will
refresh and the new password will be suppressed from view.   


[TIP]
=======================
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.

Connect to your Evergreen database using _psql_ or similar tool, and retreive and verify your admin username:

[source, sql]
------------------------------------------------------------------------------
psql -U <user-name> -h <hostname> -d <database>

SELECT id, usrname, passwd from actor.usr where usrname = 'admin';
------------------------------------------------------------------------------

If you do not remember the username that you set, search for it in the _actor.usr_ table, and then reset the password.

[source, sql]
------------------------------------------------------------------------------
UPDATE actor.usr SET passwd = <password> WHERE id=<id of row to be updated>;
------------------------------------------------------------------------------

The new password will automatically be hashed. 

=======================

Barring a Patron 
~~~~~~~~~~~~~~~~

indexterm:[patrons, barring]

A patron may be barred from circulation activities.  To bar a patron, retrieve
the patron record as described in the section
<<circulation_searching_patrons,Searching Patrons>>. 

Open the patron record in edit mode as described in the section 
<<updating_patron_information,Updating Patron Information>>.

Check the box for _Barred_ in the patron account. 

image::media/circulation_patron_records-16.png[circulation_patron_records 16]

_Save_ the user.  The screen will refresh.  

The patron account will now display an alert stating that the patron account 
is *BARRED*.  

Additionally a red box and note will indicate the patron’s barred status. 

image::media/circulation_patron_records-17.png[circulation_patron_records 17]

NOTE: Barring a patron from one library bars that patron from all consortium
member libraries. 

To unbar a patron, uncheck the Barred checkbox.

Barred vs. Blocked 
~~~~~~~~~~~~~~~~~~

indexterm:[patrons, barring]

*Barred*: Stops patrons from using their library cards; alerts the staff that
the patron is banned/barred from the library. The ``check-out'' functionality is
disabled for barred patrons (NO option to override – the checkout window is
unusable and the bar must be removed from the account before the patron is able
to checkout items).  These patrons may still log in to the OPAC to view their
accounts.

indexterm:[patrons, blocking]

*Blocked*: Often, these are system-generated blocks on patron accounts.  

Some examples:

* Patron exceeds fine threshold 
* Patron exceeds max checked out item threshold

A notice appears when a staff person tries to checkout an item to blocked
patrons, but staff may be given permissions to override blocks.


Staff-Generated Messages
~~~~~~~~~~~~~~~~~~~~~~~~

[[staff_generated_messages]]
indexterm:[patrons, messages]

There are several types of messages available for staff to leave notes on patron records.

*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.)

*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.)

*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.)

Patron Alerts 
~~~~~~~~~~~~~~

[[circulation_patron_alerts]]
indexterm:[patrons, Alerts]
    
When an account has an alert on it, a Stop sign is displayed when the record is
retrieved.

image::media/circulation_patron_records-18.png[circulation_patron_records 18]

Navigating to an area of the patron record using the navigation buttons at the
top of the record (for example, Edit or Bills) will clear the message from view.

If you wish to view these alerts after they are cleared from view, they may be
retrieved.  Use the Other menu to select _Display Alert_ and _Messages_.

image::media/circulation_patron_records-19.png[circulation_patron_records 19]

There are two types of Patron Alerts:

*System-generated alerts*: Once the cause is resolved (e.g. patron's account has
been renewed), the message will disappear automatically.

*Staff-generated alerts*: Must be added and removed manually. 

To add an alert to a patron account, retrieve the patron record as described 
in the section <<circulation_searching_patrons,Searching Patrons>>. 

Open the patron record in edit mode as described in the section 
<<updating_patron_information,Updating Patron Information>>.

Enter the alert text in the Alert Message field.

image::media/circulation_patron_records-20.png[circulation_patron_records 20]

_Save_ the record. The screen will refresh and the alert will display.

Additionally, the patron name will be highlighted in yellow and a note will
indicate that there is an alert on the account. 

image::media/circulation_patron_records-21.png[circulation_patron_records 21]

To remove the alert, retrieve the patron record as described in the section
<<circulation_searching_patrons,Searching Patrons>>. 

Open the patron record in edit mode as described in the section 
<<updating_patron_information,Updating Patron Information>>.

Delete the alert text in the _Alert Message_ field. 

_Save_ the record.  

The screen will refresh and the indicators for the alert will be removed from 
the account. 

Patron Notes 
~~~~~~~~~~~~

[[circulation_patron_notes]]
indexterm:[patrons, notes]

When a patron account contains a note, a _See Notes_ message appears beneath the
patron’s name in the patron summary pane. 

image::media/circulation_patron_records-22.png[circulation_patron_records 22]

Notes are strictly communicative and may be made visible to the patron via their
account on the OPAC.  In the JSPAC, these notes display on the account summary
screen in the OPAC.

image::media/circulation_patron_records-23.png[circulation_patron_records 23]

To insert or remove a note, retrieve the patron record as described in the
section  <<circulation_searching_patrons,Searching Patrons>>. 

Open the patron record in edit mode as described in the section
<<updating_patron_information,Updating Patron Information>>.

Use the Other menu to navigate to _Notes_.

image::media/circulation_patron_records-24.png[circulation_patron_records 24]

Select the _Add New Note_ button. An _Add Note_ window displays.  

[TIP] 
================================================ 
To add a box in the _Add Note_ window for staff initials and require their entry, see the section <<settings_for_staff_initials,Granular Settings for Staff Initials>>.
================================================ 

Enter note information. 

Select the check box for _Patron Visible_ to display the note in the OPAC. 

image::media/circulation_patron_records-25.png[circulation_patron_records 25]

Select _Add Note_ to save the note to the patron account.  

To delete a note, go to _Other -> Notes_ and use the _Delete This Note_ button
under each note.

image::media/circulation_patron_records-26.png[circulation_patron_records 26]

An alert will display.  Click _Yes_ to delete the note or No to retain the note.
A confirmation box will display; click _OK_.


Staff-Generated Penalties/Messages
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~

[[staff_generated_penalties]]
To access this feature, use the _Messages_ button in the patron record.

image::media/staff-penalties-1.jpg[Messages screen]

Add a Message
^^^^^^^^^^^^^

Click *Apply Standing Penalty/Message* to begin the process of adding a message to the patron.

image::media/staff-penalties-2.jpg[Apply Penalty Dialog Box]

There are three options: Notes, Alerts, Blocks

* *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.)

* *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_.

* *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.

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*

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.

image::media/staff-penalties-3.jpg[Messages on a record]

Modify a Message
^^^^^^^^^^^^^^^^

Messages can be edited by staff after they are created. 

image::media/staff-penalties-4.jpg[Actions menu]

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.

image::media/staff-penalties-5.jpg[Modify penalty dialog box]

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.

image::media/staff-penalties-6.jpg[Modified message in the list]

Archive a Message
^^^^^^^^^^^^^^^^^

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.

image::media/staff-penalties-4.jpg[Actions menu]

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.

image::media/staff-penalties-7.jpg[Archived messages]

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*.

Remove a Message
^^^^^^^^^^^^^^^^

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.

image::media/staff-penalties-4.jpg[Actions menu]

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.

Merging Patron Records 
~~~~~~~~~~~~~~~~~~~~~~

indexterm:[patrons, merging]

When patron records are erroneously duplicated, they may be merged into one
record.  As described in the section <<circulation_searching_patrons,Searching
Patrons>>, search for the term(s) shared by the two records. 

Select the two records to merge by pressing down the CTRL key and clicking each
record. 

Click the _Merge Patrons_ button next to the _Search Form_ and _Retrieve Patron_
buttons on the top of the screen.

image::media/circulation_patron_records-27.png[circulation_patron_records 27]

A Record Merging window will display.  Compare the two records.  

Select the record you want to keep by checking the radio button 
_Lead Record_ next to the appropriate record. 

image::media/circulation_patron_records-28.png[circulation_patron_records 28]

After making your selection, click the _Merge_ button.  The screen will refresh.
Only one of the two patron names will display.

NOTE: Once two records have been merged, the notes, bills, holds and outstanding
items under the non-lead record are brought to the lead record. Staff-inserted
alert messages are not transferred from the non-lead record; lead record alerts
are retained.

Patron records may also be merged from the _Patron Group_ screen Retrieve one of
the two patron records you want to merge.  

Go to _Other -> Group Member Details_.

image::media/circulation_patron_records-29.png[circulation_patron_records 29]

The patron records are displayed as group members. If both patron records are
not already displayed on this screen, click _Choose an Action -> Move another
patron to this patron group_.

image::media/circulation_patron_records-30.png[circulation_patron_records 30]

At the prompt, scan or type the patron's barcode. 
 
Click _OK_. 

Confirm the move by clicking the _Move_ button on top of the screen. 

image::media/circulation_patron_records-31.png[circulation_patron_records 31]

Click _OK_ on the confirmation pop-up window.

Both records are displayed as group members. 

Select both records by pressing *CTRL* key and clicking each record. 

Click _Choose an Action -> Merge Selected Patrons_. The merging records window
pops up. 

Choose the lead record and continue to merge records as described in the above.

NOTE: The merged record will still show under group members. Both members point
to the same patron record.

[[bills_and_payments]] 
Bills and Payments 
~~~~~~~~~~~~~~~~~~

When a patron account has bills attached to it, a note displays under the patron
name in the patron summary panel.  

image::media/circulation_patron_bills-1.png[circulation_patron_bills 1]

To view more information about the patron’s bills, or to make payments on or
edit the bills, click on the Bills button from the patron account screen. 

image::media/circulation_patron_bills-2.png[circulation_patron_bills 2]

[[circ_vs_grocery]] 
*Circulation bills*: system-generated (overdue fines, lost
item cost, processing fees, etc.).

* Overdue fines are added daily once an item is overdue.
* When an item is marked as lost, bills may be automatically generated to cover
the item's cost and a processing fee, according to library policy.

*Grocery bills*: staff-applied to patron accounts.

* One default grocery bill, Misc, exists in an unmodified Evergreen
installation.
* Additional grocery bills may be configured through the Admin settings. *Admin*
 -> *Server Administration* -> *Billing Types*.

To view more information about a bill, highlight the bill and right-click or use
the _Actions for Selected Transactions_ menu to select _Full Details_.

image::media/circulation_patron_bills-3.png[circulation_patron_bills 3]

A window will display additional information about the bill, including a record
of any payments that have been made on the bill.

image::media/circulation_patron_bills-4.png[circulation_patron_bills 4] 

From the _Full Details_ screen, portions of the bill may be voided (e.g. an
erroneous daily overdue charge) by using the _Void selected billings_ button.
Notes may be added to payments or line items by using the _Edit note_ button.

image::media/circulation_patron_bills-5.png[circulation_patron_bills 5]

[[making_payments]] 
Making Payments 
^^^^^^^^^^^^^^^

To collect payments, retrieve the patron record.  Navigate to the _Bills_ screen
as described in <<bills_and_payments,Bills and Payments>>.

When bills are paid, the money applied starts at the top of the list of bills.
To pay specific bills, uncheck the bills that you do not wish to pay at this
time. The amount displayed in _Total Checked:_ will change to reflect the
appropriate amount.

image::media/circulation_patron_bills-6.png[circulation_patron_bills 6]

[TIP]
By default, Evergreen checks all bills when the bills screen loads. 
Evergreen sites can change this default by enabling the _Uncheck bills by
default in the patron billing interface_ setting in the Library Settings
Editor (*Admin* -> *Local Administration* -> *Library Settings Editor*). Note
the presence of the _Uncheck All_ and _Check All_ options below the list of
bills.

image::media/circulation_patron_bills-7.png[circulation_patron_bills 7]

When you are ready to make a payment, select a payment type from the dropdown
menu in the _Pay Bill_ portion of the screen.

image::media/circulation_patron_bills-8.png[circulation_patron_bills 8]

Enter the amount of payment in the _Payment received_ field.  

If you would like to add a note to the payment, check the box for 
_Annotate Payment_.  

Click _Apply Payment!_ to make the payment.  

If you have selected _Annotate Payment_, a box will display for the annotation.  

The screen will refresh to display the updated bill information for the patron.
If change is due, the bottom portion of the screen, _Change Due Upon Payment:_
will briefly reflect the amount due to the patron.  

TIP: if you need more time to review the amount due, click outside the _Payment
Received_ box before selecting _Apply Payment!_ This will cause the screen to
refresh and display the amount due.

It is possible to convert change due to a patron credit by selecting the
_Convert Change to Patron Credit_ checkbox.

image::media/circulation_patron_bills-9.png[circulation_patron_bills 9]

[TIP] 
================================================ 
* Items marked with red are still checked out. Items marked with dark red are
lost. Items marked with orange are still checked out and long overdue.
* It is possible for a patron to pay a bill while the item is still out and
accruing fines. 
* When Check is selected as the payment type, it is not necessary to select
_Annotate Payment_, as a box for the check number and a note displays
automatically.
* If a patron pays the entire bill for a lost item and the library has enabled
the _Use Lost and Paid copy status_ setting in the Library Settings Editor
(*Admin* -> *Local Administration* -> *Library Settings Editor*), the copy's 
status will automatically change from _Lost_ to _Lost and Paid_.
================================================

Void vs. Forgive 
^^^^^^^^^^^^^^^^
 
Void clears all history of the bill, while forgive retains the history. 

Forgiving Bills 
^^^^^^^^^^^^^^^
 
Choose forgive as the payment type as described in the section
<<making_payments,Making Payments>>. 

Enter the amount to be forgiven.  Choose _Annotate Payment_ as required by local
policy.

Apply Payment.  Annotate, if prompted.

The screen will refresh to display the payment.


Voiding Bills 
^^^^^^^^^^^^^

Bills under one transaction are grouped in one bill line. Bills may be voided in
part or in whole.

*To void the full billing amount:* 

Select the bill(s) to be voided from the list in the patron account.  

Right click or use the _Actions for Selected Transactions_ menu to select _Void
All Billings_.

image::media/circulation_patron_bills-10.png[circulation_patron_bills 10]

Confirm the action.

*To void a partial amount:*

Select a billing and choose Full Details for the transaction, as described in
the section <circ_vs_grocery,Circulation vs. Grocery Bills>>

The bill details screen displays.

Select the specific bill to void.

Void Selected Billings and confirm the action.

image::media/circulation_patron_bills-11.png[circulation_patron_bills 11]

Adding New ``Grocery'' Bills 
^^^^^^^^^^^^^^^^^^^^^^^^^^^^

A grocery bill can be added as a new bill or to an existing bill.

*To add a as a new bill:*

. Retrieve the patron record.  
. Navigate to the Bills screen.  
. Click the_Bill Patron_ button above the list of current bills.  
+
image::media/circulation_patron_bills-12.png[circulation_patron_bills 12] 
+ 
.Choose appropriate _Billing Type_ from the drop down menu. (``Grocery'' is the
only available transaction type.) . Enter the Amount and Note (as required).  
.
_Submit this Bill_ and confirm this action.

image::media/circulation_patron_bills-13.png[circulation_patron_bills 13]

*To add bill to an existing bill line:*

. Retrieve the patron record.  
. Navigate to the Bills screen.  
. Highlight the desired bill.  
. Use the _Actions for Selected Transactions_ to select _Add Billing_.  
Confirm this action.  
. Follow steps 4 through 6 above.  There is no confirmation message 
after clicking _Submit this Bill_.  
. The _Money Summary_ will adjust accordingly.

Bill History 
^^^^^^^^^^^^

*To view a patron’s bill history:*

. Retrieve the patron record.  
. From the _Bills_ screen, click _History_.  
. A _Bill History_ screen with two tabs will display.  One for _Transactions_ and
one for _Payments_.  
+
image::media/circulation_patron_bills-14.png[circulation_patron_bills 14] 
+ 
. For more information about a specific billing, select the bill and click _Full
Details_. A screen detailing item information, billings, and payments will
display.

image::media/circulation_patron_bills-15.png[circulation_patron_bills 15]

Items may be deleted from the catalog even if a charge for that item is still
attached to the patron's record.  The charge will remain on the patron's account
after the deletion.

Sorting Money Columns in Billing Interface
^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^

This enhancement enables Evergreen to sort money columns numerically in the billing interface.  You can perform an ascending or descending sort on these columns.

To view and sort patron bills, retrieve the patron's account, and click the *Bills* tab in the top right corner of the screen.  You can view the money that is owed or paid in the "Total Billed" and *Total Paid* columns. Simply click on the headers of these columns to sort the columns numerically.

Disable Patron Credit in Billing Interface
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
The Library Setting, *Disable Patron Credit*, allows staff to disable the Patron Credit payment type and to hide patron credit payment actions within the billing interface of a patron’s account. 

By default, the payment type *Patron Credit* is enabled in the staff client. Within the Bills interface of a patron’s account, the Patron Credit payment type, the Credit Available, and the option to Convert Change to Patron Credit are exposed by default in the staff client. 

image::media/Default_Patron_Billing_Screen.jpg[Default Patron Billing Screen]

When the Library Setting, *Disable Patron Credit*, is set to *True*, the patron credit payment type will be disabled. Patron Credit will not be an option within the payment type dropdown menu. The Convert Change to Patron Credit and the summary of Credit Available will be hidden from the patron billing interface in the staff client. 

image::media/Disabled_Patron_Credit_Patron_Billing_Screen.jpg[Disabled Patron Credit Patron Billing Screen]

To set the new Library Setting:

. Click *Admin* -> *Local Administration* -> *Library Settings Editor*

. Search for *Disable Patron Credit*

. Click *Edit*

. Set the value to *True*

. Click *Update Setting*

image::media/Disable_Patron_Credit_Library_Setting.jpg[Disable Patron Credit Library Setting]

NOTE: After applying changes to this library setting, it is necessary to restart the staff client to see the changes take effect.  


Lost and Long Overdue Bill Colors
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~

This stylization enhancement distinguishes Lost and Long Overdue circulations that appear within the billed transactions of a patron’s account from other items that are still checked out.  

Within the patron’s list of billed transactions, Lost or Long Overdue items, which have not yet been returned, display differently from other items that are still checked out. The color distinctions are applied to the entire row of the billed transaction (previous to version 2.5, only the title of the billed transaction was highlighted). These color enhancements are accompanied by helpful indicators that define the meaning of the colors for staff.  

By default, Lost circulations will appear in dark red. The default indicator reads, “Dark Red Items are Lost.”  

When the 6 Month Overdue Mark Long-Overdue trigger event definition is enabled, Long Overdue circulations will appear in orange, by default. The default indicator reads, “Orange Items are Long Overdue.”  
 
image::media/Billed_Transaction_Color.jpg[Billed Transaction Color]
 
Both the color distinctions and indicators are customizable. To customize, a change to circ.css (for the color) and lang.dtd (for the indicator) are required.