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[circulation_patron_records 4]
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 ============================================================================
101 [[updating_patron_information]]
102 Updating Patron Information
103 ~~~~~~~~~~~~~~~~~~~~~~~~~~~
105 indexterm:[patrons, updating]
107 Retrieve the patron record as described in the section
108 <<circulation_searching_patrons,Searching Patrons>>.
110 Select _Edit_ from the options that display at the top of the patron record.
112 image::media/circulation_patron_records-9.png[circulation_patron_records 9]
114 Edit information as required. When finished, select _Save_. If you attempt to
115 close out of the patron account before the information is received, an alert
118 image::media/circulation_patron_records-10.png[circulation_patron_records 10]
120 Select _OK_ to continue or _Cancel_ to return to the editing form.
122 After selecting _Save_, the page will refresh. The edited information will be
123 reflected in the patron summary pane.
125 NOTE: If collapsed, you will need to manually ``un-collapse'' this pane.
127 Renewing Library Cards
128 ~~~~~~~~~~~~~~~~~~~~~~
130 indexterm:[library cards, renewing]
132 Expired patron accounts display with a black box around the patron’s name, a
133 note that the patron is expired, and – when initially retrieved – an alert
134 stating that the ``Patron account is EXPIRED.''
136 image::media/circulation_patron_records-11.png[circulation_patron_records 11]
138 Open the patron record in edit mode as described in the section
139 <<updating_patron_information,Updating Patron Information>>.
141 Navigate to the information field labeled _Privilege Expiration Date_. Enter a
142 new date in this box. When you place your cursor in the _Patron Expiration Date
143 box_, a calendar widget will display to help you easily navigate to the desired
146 image::media/circulation_patron_records-12.png[circulation_patron_records 12]
148 Select the date using the calendar widget or key the date in manually. Click
149 the _Save_ button. The screen will refresh and the ``expired'' alerts on the
150 account will be removed.
155 indexterm:[library cards, replacing]
157 Retrieve the patron record as described in the section
158 <<circulation_searching_patrons,Searching Patrons>>.
160 Open the patron record in edit mode as described in the section
161 <<updating_patron_information,Updating Patron Information>>.
163 Next to the _Barcode_ field, select the _Replace Barcode_ button.
165 image::media/circulation_patron_records-13.png[circulation_patron_records 13]
167 This will clear the barcode field. Enter a new barcode and _Save_ the record.
168 The screen will refresh and the new barcode will display in the patron summary
171 If a patron’s barcode is mistakenly replaced, the old barcode may be reinstated.
172 Retrieve the patron record as described in the section
173 <<circulation_searching_patrons,Searching Patrons>>. Open the patron record in
174 edit mode as described in the section <<updating_patron_information,Updating
175 Patron Information>>.
177 Select the _See All_ button next to the _Replace Barcode_ button. This will
178 display the current and past barcodes associated with this account.
180 image::media/circulation_patron_records-14.png[circulation_patron_records 14]
182 Check the box(es) for all barcodes that should be ``active'' for the patron. An
183 ``active'' barcode may be used for circulation transactions. A patron may have
184 more than one ``active'' barcode. Only one barcode may be designated
185 ``primary.'' The ``primary'' barcode displays in the patron’s summary
186 information in the _Library Card_ field.
188 Once you have modified the patron barcode(s), _Save_ the patron record. If you
189 modified the ``primary'' barcode, the new primary barcode will display in the
190 patron summary screen.
192 Resetting Patron's Password
193 ~~~~~~~~~~~~~~~~~~~~~~~~~~~
195 indexterm:[patrons, passwords]
197 A patron’s password may be reset from the OPAC or through the staff client. To
198 reset the password from the staff client, retrieve the patron record as
199 described in the section <<circulation_searching_patrons,Searching Patrons>>.
201 Open the patron record in edit mode as described in the section
202 <<updating_patron_information,Updating Patron Information>>.
204 Select the _Reset Password_ button next to the _Password_ field.
206 image::media/circulation_patron_records-15.png[circulation_patron_records 15]
208 NOTE: The existing password is not displayed in patron records for security
211 A new number will populate the _Password_ and _Verify Password_ text boxes.
212 Make note of the new password and _Save_ the patron record. The screen will
213 refresh and the new password will be suppressed from view.
218 indexterm:[patrons, barring]
220 A patron may be barred from circulation activities. To bar a patron, retrieve
221 the patron record as described in the section
222 <<circulation_searching_patrons,Searching Patrons>>.
224 Open the patron record in edit mode as described in the section
225 <<updating_patron_information,Updating Patron Information>>.
227 Check the box for _Barred_ in the patron account.
229 image::media/circulation_patron_records-16.png[circulation_patron_records 16]
231 _Save_ the user. The screen will refresh.
233 The patron account will now display an alert stating that the patron account
236 Additionally a red box and note will indicate the patron’s barred status.
238 image::media/circulation_patron_records-17.png[circulation_patron_records 17]
240 NOTE: Barring a patron from one library bars that patron from all consortium
243 To unbar a patron, uncheck the Barred checkbox.
248 indexterm:[patrons, barring]
250 *Barred*: Stops patrons from using their library cards; alerts the staff that
251 the patron is banned/barred from the library. The ``check-out'' functionality is
252 disabled for barred patrons (NO option to override – the checkout window is
253 unusable and the bar must be removed from the account before the patron is able
254 to checkout items). These patrons may still log in to the OPAC to view their
257 indexterm:[patrons, blocking]
259 *Blocked*: Often, these are system-generated blocks on patron accounts.
263 * Patron exceeds fine threshold
264 * Patron exceeds max checked out item threshold
266 A notice appears when a staff person tries to checkout an item to blocked
267 patrons, but staff may be given permissions to override blocks.
272 indexterm:[patrons, Alerts]
274 When an account has an alert on it, a Stop sign is displayed when the record is
277 image::media/circulation_patron_records-18.png[circulation_patron_records 18]
279 Navigating to an area of the patron record using the navigation buttons at the
280 top of the record (for example, Edit or Bills) will clear the message from view.
282 If you wish to view these alerts after they are cleared from view, they may be
283 retrieved. Use the Other menu to select _Display Alert_ and _Messages_.
285 image::media/circulation_patron_records-19.png[circulation_patron_records 19]
287 There are two types of Patron Alerts:
289 *System-generated alerts*: Once the cause is resolved (e.g. patron's account has
290 been renewed), the message will disappear automatically.
292 *Staff-generated alerts*: Must be added and removed manually.
294 To add an alert to a patron account, retrieve the patron record as described
295 in the section <<circulation_searching_patrons,Searching Patrons>>.
297 Open the patron record in edit mode as described in the section
298 <<updating_patron_information,Updating Patron Information>>.
300 Enter the alert text in the Alert Message field.
302 image::media/circulation_patron_records-20.png[circulation_patron_records 20]
304 _Save_ the record. The screen will refresh and the alert will display.
306 Additionally, the patron name will be highlighted in yellow and a note will
307 indicate that there is an alert on the account.
309 image::media/circulation_patron_records-21.png[circulation_patron_records 21]
311 To remove the alert, retrieve the patron record as described in the section
312 <<circulation_searching_patrons,Searching Patrons>>.
314 Open the patron record in edit mode as described in the section
315 <<updating_patron_information,Updating Patron Information>>.
317 Delete the alert text in the _Alert Message_ field.
321 The screen will refresh and the indicators for the alert will be removed from
327 indexterm:[patrons, notes]
329 When a patron account contains a note, a _See Notes_ message appears beneath the
330 patron’s name in the patron summary pane.
332 image::media/circulation_patron_records-22.png[circulation_patron_records 22]
334 Notes are strictly communicative and may be made visible to the patron via their
335 account on the OPAC. In the JSPAC, these notes display on the account summary
338 image::media/circulation_patron_records-23.png[circulation_patron_records 23]
340 To insert or remove a note, retrieve the patron record as described in the
341 section <<circulation_searching_patrons,Searching Patrons>>.
343 Open the patron record in edit mode as described in the section
344 <<updating_patron_information,Updating Patron Information>>.
346 Use the Other menu to navigate to _Notes_.
348 image::media/circulation_patron_records-24.png[circulation_patron_records 24]
350 Select the _Add New Note_ button. An _Add Note_ window displays.
352 Enter note information.
354 Select the check box for _Patron Visible_ to display the note in the OPAC.
356 image::media/circulation_patron_records-25.png[circulation_patron_records 25]
358 Select _Add Note_ to save the note to the patron account.
360 To delete a note, go to _Other -> Notes_ and use the _Delete This Note_ button
363 image::media/circulation_patron_records-26.png[circulation_patron_records 26]
365 An alert will display. Click _Yes_ to delete the note or No to retain the note.
366 A confirmation box will display; click _OK_.
368 Merging Patron Records
369 ~~~~~~~~~~~~~~~~~~~~~~
371 indexterm:[patrons, merging]
373 When patron records are erroneously duplicated, they may be merged into one
374 record. As described in the section <<circulation_searching_patrons,Searching
375 Patrons>>, search for the term(s) shared by the two records.
377 Select the two records to merge by pressing down the CTRL key and clicking each
380 Click the _Merge Patrons_ button next to the _Search Form_ and _Retrieve Patron_
381 buttons on the top of the screen.
383 image::media/circulation_patron_records-27.png[circulation_patron_records 27]
385 A Record Merging window will display. Compare the two records.
387 Select the record you want to keep by checking the radio button
388 _Lead Record_ next to the appropriate record.
390 image::media/circulation_patron_records-28.png[circulation_patron_records 28]
392 After making your selection, click the _Merge_ button. The screen will refresh.
393 Only one of the two patron names will display.
395 NOTE: Once two records have been merged, the notes, bills, holds and outstanding
396 items under the non-lead record are brought to the lead record. Staff-inserted
397 alert messages are not transferred from the non-lead record; lead record alerts
400 Patron records may also be merged from the _Patron Group_ screen Retrieve one of
401 the two patron records you want to merge.
403 Go to _Other -> Group Member Details_.
405 image::media/circulation_patron_records-29.png[circulation_patron_records 29]
407 The patron records are displayed as group members. If both patron records are
408 not already displayed on this screen, click _Choose an Action -> Move another
409 patron to this patron group_.
411 image::media/circulation_patron_records-30.png[circulation_patron_records 30]
413 At the prompt, scan or type the patron's barcode.
417 Confirm the move by clicking the _Move_ button on top of the screen.
419 image::media/circulation_patron_records-31.png[circulation_patron_records 31]
421 Click _OK_ on the confirmation pop-up window.
423 Both records are displayed as group members.
425 Select both records by pressing *CTRL* key and clicking each record.
427 Click _Choose an Action -> Merge Selected Patrons_. The merging records window
430 Choose the lead record and continue to merge records as described in the above.
432 NOTE: The merged record will still show under group members. Both members point
433 to the same patron record.
435 [[bills_and_payments]]
439 When a patron account has bills attached to it, a note displays under the patron
440 name in the patron summary panel.
442 image::media/circulation_patron_bills-1.png[circulation_patron_bills 1]
444 To view more information about the patron’s bills, or to make payments on or
445 edit the bills, click on the Bills button from the patron account screen.
447 image::media/circulation_patron_bills-2.png[circulation_patron_bills 2]
450 *Circulation bills*: system-generated (overdue fines, lost
451 item cost, processing fees, etc.).
453 * Overdue fines are added daily once an item is overdue. When an item is marked
454 * as lost, bills may be automatically generated to cover the item's cost and a
455 * processing fee, according to library policy.
457 *Grocery bills*: staff-applied to patron accounts.
459 * One default grocery bill, Misc, exists in an unmodified Evergreen
460 * installation. Additional grocery bills may be configured through the Admin
461 * settings. Admin -> Server Administration -> Billing Types.
463 To view more information about a bill, highlight the bill and right-click or use
464 the _Actions for Selected Transactions_ menu to select _Full Details_.
466 image::media/circulation_patron_bills-3.png[circulation_patron_bills 3]
468 A window will display additional information about the bill, including a record
469 of any payments that have been made on the bill.
471 image::media/circulation_patron_bills-4.png[circulation_patron_bills 4]
473 From the _Full Details_ screen, portions of the bill may be voided (e.g. an
474 erroneous daily overdue charge) by using the _Void selected billings_ button.
475 Notes may be added to payments or line items by using the _Edit note_ button.
477 image::media/circulation_patron_bills-5.png[circulation_patron_bills 5]
483 To collect payments, retrieve the patron record. Navigate to the _Bills_ screen
484 as described in <<bills_and_payments,Bills and Payments>>.
486 When bills are paid, the money applied starts at the top of the list of bills.
487 To pay specific bills, uncheck the bills that you do not wish to pay at this
488 time. The amount displayed in _Total Checked:_ will change to reflect the
491 image::media/circulation_patron_bills-6.png[circulation_patron_bills 6]
493 NOTE: the presence of the _Uncheck All_ and _Check All_ options below the list
496 image::media/circulation_patron_bills-7.png[circulation_patron_bills 7]
498 When you are ready to make a payment, select a payment type from the dropdown
499 menu in the _Pay Bill_ portion of the screen.
501 image::media/circulation_patron_bills-8.png[circulation_patron_bills 8]
503 Enter the amount of payment in the _Payment received_ field.
505 If you would like to add a note to the payment, check the box for
508 Click _Apply Payment!_ to make the payment.
510 If you have selected _Annotate Payment_, a box will display for the annotation.
512 The screen will refresh to display the updated bill information for the patron.
513 If change is due, the bottom portion of the screen, _Change Due Upon Payment:_
514 will briefly reflect the amount due to the patron.
516 TIP: if you need more time to review the amount due, click outside the _Payment
517 Received_ box before selecting _Apply Payment!_ This will cause the screen to
518 refresh and display the amount due.
520 It is possible to convert change due to a patron credit by selecting the
521 _Convert Change to Patron Credit_ checkbox.
523 image::media/circulation_patron_bills-9.png[circulation_patron_bills 9]
526 ================================================
527 * Items marked with red are still checked out. It is possible for a patron to
528 * pay a bill while the item is still out and accruing fines. When Check is
529 * selected as the payment type, it is not necessary to select _Annotate
530 * Payment_, as a box for the check number and a note displays automatically.
531 ================================================
536 Void clears all history of the bill, while forgive retains the history.
541 Choose forgive as the payment type as described in the section
542 <<making_payments,Making Payments>>.
544 Enter the amount to be forgiven. Choose _Annotate Payment_ as required by local
547 Apply Payment. Annotate, if prompted.
549 The screen will refresh to display the payment.
555 Bills under one transaction are grouped in one bill line. Bills may be voided in
558 *To void the full billing amount:*
560 Select the bill(s) to be voided from the list in the patron account.
562 Right click or use the _Actions for Selected Transactions_ menu to select _Void
565 image::media/circulation_patron_bills-10.png[circulation_patron_bills 10]
569 *To void a partial amount:*
571 Select a billing and choose Full Details for the transaction, as described in
572 the section <circ_vs_grocery,Circulation vs. Grocery Bills>>
574 The bill details screen displays.
576 Select the specific bill to void.
578 Void Selected Billings and confirm the action.
580 image::media/circulation_patron_bills-11.png[circulation_patron_bills 11]
582 Adding New ``Grocery'' Bills
583 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^
585 A grocery bill can be added as a new bill or to an existing bill.
587 *To add a as a new bill:*
589 . Retrieve the patron record.
590 . Navigate to the Bills screen.
591 . Click the_Bill Patron_ button above the list of current bills.
593 image::media/circulation_patron_bills-12.png[circulation_patron_bills 12]
595 .Choose appropriate _Billing Type_ from the drop down menu. (``Grocery'' is the
596 only available transaction type.) . Enter the Amount and Note (as required).
598 _Submit this Bill_ and confirm this action.
600 image::media/circulation_patron_bills-13.png[circulation_patron_bills 13]
602 *To add bill to an existing bill line:*
604 . Retrieve the patron record.
605 . Navigate to the Bills screen.
606 . Highlight the desired bill.
607 . Use the _Actions for Selected Transactions_ to select _Add Billing_.
609 . Follow steps 4 through 6 above. There is no confirmation message
610 after clicking _Submit this Bill_.
611 . The _Money Summary_ will adjust accordingly.
616 *To view a patron’s bill history:*
618 . Retrieve the patron record.
619 . From the _Bills_ screen, click _History_.
620 . A _Bill History_ screen with two tabs will display. One for _Transactions_ and
623 image::media/circulation_patron_bills-14.png[circulation_patron_bills 14]
625 . For more information about a specific billing, select the bill and click _Full
626 Details_. A screen detailing item information, billings, and payments will
629 image::media/circulation_patron_bills-15.png[circulation_patron_bills 15]
631 Items may be deleted from the catalog even if a charge for that item is still
632 attached to the patron's record. The charge will remain on the patron's account