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 ============================================================================
104 Patron Self-Registration
105 ~~~~~~~~~~~~~~~~~~~~~~~~
108 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.
110 *Patron Self-Registration*
112 . In the OPAC, click on the link to *Request Library Card*
114 . Fill out the self-registration form to request a library card, and click *Submit Registration*.
116 . Patrons will see a confirmation message: “Registration successful! Please see library staff to complete your registration.”
118 image::media/patron_self_registration2.jpg[Patron Self-Registration form]
120 *Managing Pending Patrons*
122 . In the staff client select *Circulation* -> *Pending Patrons*.
124 . 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.
126 . 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.
128 . Fill in the necessary patron information for your library, and click *Save* to create the permanent patron account.
134 Three new Library Settings have been created to manage patron self-registration:
136 * *OPAC: Allow Patron Self-Registration* must be set to ‘True’ to enable use of this feature.
138 * *OPAC: Patron Self-Reg. Expire Interval* allows each library to set the amount of time after which pending patron accounts should be deleted.
140 * *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.
142 Several existing Library Settings can be used to determine if a field should be required or hidden in the self-registration form:
144 * *GUI: Require day_phone field on patron registration*
146 * *GUI: Show day_phone on patron registration*
148 * *GUI: Require dob (date of birth) field on patron registration*
150 * *GUI: Show dob field on patron registration*
152 * *GUI: Require email field on patron registration*
154 * *GUI: Show email field on patron registration*
156 * *GUI: Require State field on patron registration*
158 * *GUI: Show State field on patron registration*
160 * *GUI: Require county field on patron registration*
162 * *GUI: Show county field on patron registration* [New Setting]
164 Several existing Library Settings can be used to verify values in certain fields and provide examples for data format on the registration form:
166 * *Global: Patron username format*
168 * *GUI: Regex for phone fields on patron registration* OR *GUI: Regex for day_phone field on patron registration*
170 * *GUI: Regex for email field on patron registration*
172 * *GUI: Regex for post_code field on patron registration*
174 * *GUI: Example for email field on patron registration*
176 * *GUI: Example for post_code field on patron registration*
178 * *GUI: Example for day_phone field on patron registration* OR *GUI: Example for phone fields on patron registration*
182 [[updating_patron_information]]
183 Updating Patron Information
184 ~~~~~~~~~~~~~~~~~~~~~~~~~~~
186 indexterm:[patrons, updating]
188 Retrieve the patron record as described in the section
189 <<circulation_searching_patrons,Searching Patrons>>.
191 Select _Edit_ from the options that display at the top of the patron record.
193 image::media/circulation_patron_records-9.png[Patron edit with summary display]
195 Edit information as required. When finished, select _Save_. If you attempt to
196 close out of the patron account before the information is received, an alert
199 image::media/circulation_patron_records-10.png[circulation_patron_records 10]
201 Select _OK_ to continue or _Cancel_ to return to the editing form.
203 After selecting _Save_, the page will refresh. The edited information will be
204 reflected in the patron summary pane.
208 * You can resize the patron summary pane, or collapse and expand it using
209 the button on the right border of the pane.
210 * To quickly renew an expired patron, click the _Update Expire Date_ button.
211 You will need a _Main (Profile) Permission Group_ selected for this to work,
212 since the permission group determines the expiration date.
215 Renewing Library Cards
216 ~~~~~~~~~~~~~~~~~~~~~~
218 indexterm:[library cards, renewing]
220 Expired patron accounts display with a black box around the patron’s name, a
221 note that the patron is expired, and – when initially retrieved – an alert
222 stating that the ``Patron account is EXPIRED.''
224 image::media/circulation_patron_records-11.png[circulation_patron_records 11]
226 Open the patron record in edit mode as described in the section
227 <<updating_patron_information,Updating Patron Information>>.
229 Navigate to the information field labeled _Privilege Expiration Date_. Enter a
230 new date in this box. When you place your cursor in the _Patron Expiration Date
231 box_, a calendar widget will display to help you easily navigate to the desired
234 image::media/circulation_patron_records-12.png[circulation_patron_records 12]
236 Select the date using the calendar widget or key the date in manually. Click
237 the _Save_ button. The screen will refresh and the ``expired'' alerts on the
238 account will be removed.
243 indexterm:[library cards, replacing]
245 Retrieve the patron record as described in the section
246 <<circulation_searching_patrons,Searching Patrons>>.
248 Open the patron record in edit mode as described in the section
249 <<updating_patron_information,Updating Patron Information>>.
251 Next to the _Barcode_ field, select the _Replace Barcode_ button.
253 image::media/circulation_patron_records-13.png[circulation_patron_records 13]
255 This will clear the barcode field. Enter a new barcode and _Save_ the record.
256 The screen will refresh and the new barcode will display in the patron summary
259 If a patron’s barcode is mistakenly replaced, the old barcode may be reinstated.
260 Retrieve the patron record as described in the section
261 <<circulation_searching_patrons,Searching Patrons>>. Open the patron record in
262 edit mode as described in the section <<updating_patron_information,Updating
263 Patron Information>>.
265 Select the _See All_ button next to the _Replace Barcode_ button. This will
266 display the current and past barcodes associated with this account.
268 image::media/circulation_patron_records-14.png[circulation_patron_records 14]
270 Check the box(es) for all barcodes that should be ``active'' for the patron. An
271 ``active'' barcode may be used for circulation transactions. A patron may have
272 more than one ``active'' barcode. Only one barcode may be designated
273 ``primary.'' The ``primary'' barcode displays in the patron’s summary
274 information in the _Library Card_ field.
276 Once you have modified the patron barcode(s), _Save_ the patron record. If you
277 modified the ``primary'' barcode, the new primary barcode will display in the
278 patron summary screen.
280 Resetting Patron's Password
281 ~~~~~~~~~~~~~~~~~~~~~~~~~~~
283 indexterm:[patrons, passwords]
285 A patron’s password may be reset from the OPAC or through the staff client. To
286 reset the password from the staff client, retrieve the patron record as
287 described in the section <<circulation_searching_patrons,Searching Patrons>>.
289 Open the patron record in edit mode as described in the section
290 <<updating_patron_information,Updating Patron Information>>.
292 Select the _Reset Password_ button next to the _Password_ field.
294 image::media/circulation_patron_records-15.png[circulation_patron_records 15]
296 NOTE: The existing password is not displayed in patron records for security
299 A new number will populate the _Password_ and _Verify Password_ text boxes.
300 Make note of the new password and _Save_ the patron record. The screen will
301 refresh and the new password will be suppressed from view.
305 =======================
306 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.
308 Connect to your Evergreen database using _psql_ or similar tool, and retreive and verify your admin username:
311 ------------------------------------------------------------------------------
312 psql -U <user-name> -h <hostname> -d <database>
314 SELECT id, usrname, passwd from actor.usr where usrname = 'admin';
315 ------------------------------------------------------------------------------
317 If you do not remember the username that you set, search for it in the _actor.usr_ table, and then reset the password.
320 ------------------------------------------------------------------------------
321 UPDATE actor.usr SET passwd = <password> WHERE id=<id of row to be updated>;
322 ------------------------------------------------------------------------------
324 The new password will automatically be hashed.
326 =======================
331 indexterm:[patrons, barring]
333 A patron may be barred from circulation activities. To bar a patron, retrieve
334 the patron record as described in the section
335 <<circulation_searching_patrons,Searching Patrons>>.
337 Open the patron record in edit mode as described in the section
338 <<updating_patron_information,Updating Patron Information>>.
340 Check the box for _Barred_ in the patron account.
342 image::media/circulation_patron_records-16.png[circulation_patron_records 16]
344 _Save_ the user. The screen will refresh.
346 The patron account will now display an alert stating that the patron account
349 Additionally a red box and note will indicate the patron’s barred status.
351 image::media/circulation_patron_records-17.png[circulation_patron_records 17]
353 NOTE: Barring a patron from one library bars that patron from all consortium
356 To unbar a patron, uncheck the Barred checkbox.
361 indexterm:[patrons, barring]
363 *Barred*: Stops patrons from using their library cards; alerts the staff that
364 the patron is banned/barred from the library. The ``check-out'' functionality is
365 disabled for barred patrons (NO option to override – the checkout window is
366 unusable and the bar must be removed from the account before the patron is able
367 to checkout items). These patrons may still log in to the OPAC to view their
370 indexterm:[patrons, blocking]
372 *Blocked*: Often, these are system-generated blocks on patron accounts.
376 * Patron exceeds fine threshold
377 * Patron exceeds max checked out item threshold
379 A notice appears when a staff person tries to checkout an item to blocked
380 patrons, but staff may be given permissions to override blocks.
383 Staff-Generated Messages
384 ~~~~~~~~~~~~~~~~~~~~~~~~
386 [[staff_generated_messages]]
387 indexterm:[patrons, messages]
389 There are several types of messages available for staff to leave notes on patron records.
391 *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.)
393 *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.)
395 *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.)
397 *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.)
402 [[circulation_patron_alerts]]
403 indexterm:[patrons, Alerts]
405 When an account has an alert on it, a Stop sign is displayed when the record is
408 image::media/circulation_patron_records-18.png[circulation_patron_records 18]
410 Navigating to an area of the patron record using the navigation buttons at the
411 top of the record (for example, Edit or Bills) will clear the message from view.
413 If you wish to view these alerts after they are cleared from view, they may be
414 retrieved. Use the Other menu to select _Display Alert_ and _Messages_.
416 image::media/circulation_patron_records-19.png[circulation_patron_records 19]
418 There are two types of Patron Alerts:
420 *System-generated alerts*: Once the cause is resolved (e.g. patron's account has
421 been renewed), the message will disappear automatically.
423 *Staff-generated alerts*: Must be added and removed manually.
425 To add an alert to a patron account, retrieve the patron record as described
426 in the section <<circulation_searching_patrons,Searching Patrons>>.
428 Open the patron record in edit mode as described in the section
429 <<updating_patron_information,Updating Patron Information>>.
431 Enter the alert text in the Alert Message field.
433 image::media/circulation_patron_records-20.png[circulation_patron_records 20]
435 _Save_ the record. The screen will refresh and the alert will display.
437 Additionally, the patron name will be highlighted in yellow and a note will
438 indicate that there is an alert on the account.
440 image::media/circulation_patron_records-21.png[circulation_patron_records 21]
442 To remove the alert, retrieve the patron record as described in the section
443 <<circulation_searching_patrons,Searching Patrons>>.
445 Open the patron record in edit mode as described in the section
446 <<updating_patron_information,Updating Patron Information>>.
448 Delete the alert text in the _Alert Message_ field.
452 The screen will refresh and the indicators for the alert will be removed from
458 [[circulation_patron_notes]]
459 indexterm:[patrons, notes]
461 When a patron account contains a note, a _See Notes_ message appears beneath the
462 patron’s name in the patron summary pane.
464 image::media/circulation_patron_records-22.png[circulation_patron_records 22]
466 Notes are strictly communicative and may be made visible to the patron via their
467 account on the OPAC. In the JSPAC, these notes display on the account summary
470 image::media/circulation_patron_records-23.png[circulation_patron_records 23]
472 To insert or remove a note, retrieve the patron record as described in the
473 section <<circulation_searching_patrons,Searching Patrons>>.
475 Open the patron record in edit mode as described in the section
476 <<updating_patron_information,Updating Patron Information>>.
478 Use the Other menu to navigate to _Notes_.
480 image::media/circulation_patron_records-24.png[circulation_patron_records 24]
482 Select the _Add New Note_ button. An _Add Note_ window displays.
485 ================================================
486 To add a box in the _Add Note_ window for staff initials and require their
487 entry, see the "Require staff initials..." settings in the
488 <<_library_settings_editor,Library Settings Editor>> section.
489 ================================================
491 Enter note information.
493 Select the check box for _Patron Visible_ to display the note in the OPAC.
495 image::media/circulation_patron_records-25.png[circulation_patron_records 25]
497 Select _Add Note_ to save the note to the patron account.
499 To delete a note, go to _Other -> Notes_ and use the _Delete This Note_ button
502 image::media/circulation_patron_records-26.png[circulation_patron_records 26]
504 An alert will display. Click _Yes_ to delete the note or No to retain the note.
505 A confirmation box will display; click _OK_.
508 Staff-Generated Penalties/Messages
509 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
511 [[staff_generated_penalties]]
512 To access this feature, use the _Messages_ button in the patron record.
514 image::media/staff-penalties-1.jpg[Messages screen]
519 Click *Apply Standing Penalty/Message* to begin the process of adding a message to the patron.
521 image::media/staff-penalties-2.jpg[Apply Penalty Dialog Box]
523 There are three options: Notes, Alerts, Blocks
525 * *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.)
527 * *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_.
529 * *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.
531 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*
533 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.
535 image::media/staff-penalties-3.jpg[Messages on a record]
540 Messages can be edited by staff after they are created.
542 image::media/staff-penalties-4.jpg[Actions menu]
544 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.
546 image::media/staff-penalties-5.jpg[Modify penalty dialog box]
548 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.
550 image::media/staff-penalties-6.jpg[Modified message in the list]
555 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.
557 image::media/staff-penalties-4.jpg[Actions menu]
559 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.
561 image::media/staff-penalties-7.jpg[Archived messages]
563 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*.
568 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.
570 image::media/staff-penalties-4.jpg[Actions menu]
572 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.
574 Patron Message Center
575 ~~~~~~~~~~~~~~~~~~~~~
577 [[patron_message_center]]
579 Creating a Patron Message in the Patron Account
580 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
582 1. Retrieve a patron account in the staff client.
583 2. Within the account, go to *Other -> Notes*.
584 3. In the Notes interface, click on *Add New Note*. A new window will pop up that allows you to create a note on the patron account.
586 image::media/message_center1.PNG[Message Center 1]
588 4. Check the box next to *Patron Visible?* This will make the message appear in the patron's OPAC account.
589 5. Enter a subject for the message in the *Title* field.
590 6. Enter the body of the message in the *Note* field.
591 7. Enter *Initials* if staff are required to add initials to notes.
592 8. Click, *Add Note*. The note will now appear as a Patron Visible note in the staff client and as a Message in the patron's OPAC Account.
594 image::media/message_center2.PNG[Message Center 2]
596 9.The patron visible note will also create a message in the patron account in the staff client in *Other -> Message Center*. See *Managing Patron Messages in the Staff Client* below.
598 Creating a Patron Message using Action Triggers
599 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
601 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.
603 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:
605 * 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.
606 * Message Template: contains the content of the message.
607 * Message Title: appears as the subject line in the OPAC message.
608 * Message User Path: determines how to identify the user the message is sent to.
610 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.
612 Managing Patron Messages in the Staff Client
613 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
615 Patron messages can be viewed and managed in the staff client within the patron account.
617 . Retrieve a patron account in the staff client.
618 . Within the account, go to *Other -> Message Center*.
619 . 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.
621 NOTE: When a message is marked deleted, the message will remain in Other -> Message Center as a record that the patron received it.
623 NOTE: Deleting a patron visible note in Other -> Notes will not delete the patron message from the Other -> Message Center.
625 image::media/message_center9.PNG[Message Center 9]
627 Viewing Patron Messages in the OPAC
628 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
630 Patrons will see a new tab for *Messages* in their OPAC account, as well as a notification of *Unread Messages* in the account summary.
632 image::media/message_center11.PNG[Message Center 11]
634 Patrons will see a list of the messages from the library by clicking on the *Messages* tab.
636 image::media/message_center10.PNG[Message Center 10]
638 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.
640 image::media/message_center12.PNG[Message Center 12]
642 NOTE: Patron deleted messages will still appear in the patron's account in the staff client under Other -> Message Center.
644 Merging Patron Records
645 ~~~~~~~~~~~~~~~~~~~~~~
647 indexterm:[patrons, merging]
649 When patron records are erroneously duplicated, they may be merged into one
650 record. As described in the section <<circulation_searching_patrons,Searching
651 Patrons>>, search for the term(s) shared by the two records.
653 Select the two records to merge by pressing down the CTRL key and clicking each
656 Click the _Merge Patrons_ button next to the _Search Form_ and _Retrieve Patron_
657 buttons on the top of the screen.
659 image::media/circulation_patron_records-27.png[circulation_patron_records 27]
661 A Record Merging window will display. Compare the two records.
663 Select the record you want to keep by checking the radio button
664 _Lead Record_ next to the appropriate record.
666 image::media/circulation_patron_records-28.png[circulation_patron_records 28]
668 After making your selection, click the _Merge_ button. The screen will refresh.
669 Only one of the two patron names will display.
671 NOTE: Once two records have been merged, the notes, bills, holds and outstanding
672 items under the non-lead record are brought to the lead record. Staff-inserted
673 alert messages are not transferred from the non-lead record; lead record alerts
676 Patron records may also be merged from the _Patron Group_ screen Retrieve one of
677 the two patron records you want to merge.
679 Go to _Other -> Group Member Details_.
681 image::media/circulation_patron_records-29.png[circulation_patron_records 29]
683 The patron records are displayed as group members. If both patron records are
684 not already displayed on this screen, click _Choose an Action -> Move another
685 patron to this patron group_.
687 image::media/circulation_patron_records-30.png[circulation_patron_records 30]
689 At the prompt, scan or type the patron's barcode.
693 Confirm the move by clicking the _Move_ button on top of the screen.
695 image::media/circulation_patron_records-31.png[circulation_patron_records 31]
697 Click _OK_ on the confirmation pop-up window.
699 Both records are displayed as group members.
701 Select both records by pressing *CTRL* key and clicking each record.
703 Click _Choose an Action -> Merge Selected Patrons_. The merging records window
706 Choose the lead record and continue to merge records as described in the above.
708 NOTE: The merged record will still show under group members. Both members point
709 to the same patron record.
711 [[bills_and_payments]]
715 When a patron account has bills attached to it, a note displays under the patron
716 name in the patron summary panel.
718 image::media/circulation_patron_bills-1.png[circulation_patron_bills 1]
720 To view more information about the patron’s bills, or to make payments on or
721 edit the bills, click on the Bills button from the patron account screen.
723 image::media/circulation_patron_bills-2.png[circulation_patron_bills 2]
726 *Circulation bills*: system-generated (overdue fines, lost
727 item cost, processing fees, etc.).
729 * Overdue fines are added daily once an item is overdue.
730 * When an item is marked as lost, bills may be automatically generated to cover
731 the item's cost and a processing fee, according to library policy.
733 *Grocery bills*: staff-applied to patron accounts.
735 * One default grocery bill, Misc, exists in an unmodified Evergreen
737 * Additional grocery bills may be configured through the Admin settings. *Admin*
738 -> *Server Administration* -> *Billing Types*.
740 To view more information about a bill, highlight the bill and right-click or use
741 the _Actions for Selected Transactions_ menu to select _Full Details_.
743 image::media/circulation_patron_bills-3.png[circulation_patron_bills 3]
745 A window will display additional information about the bill, including a record
746 of any payments that have been made on the bill.
748 image::media/circulation_patron_bills-4.png[circulation_patron_bills 4]
750 From the _Full Details_ screen, portions of the bill may be voided (e.g. an
751 erroneous daily overdue charge) by using the _Void selected billings_ button.
752 Notes may be added to payments or line items by using the _Edit note_ button.
754 image::media/circulation_patron_bills-5.png[circulation_patron_bills 5]
760 To collect payments, retrieve the patron record. Navigate to the _Bills_ screen
761 as described in <<bills_and_payments,Bills and Payments>>.
763 When bills are paid, the money applied starts at the top of the list of bills.
764 To pay specific bills, uncheck the bills that you do not wish to pay at this
765 time. The amount displayed in _Total Checked:_ will change to reflect the
768 image::media/circulation_patron_bills-6.png[circulation_patron_bills 6]
771 By default, Evergreen checks all bills when the bills screen loads.
772 Evergreen sites can change this default by enabling the _Uncheck bills by
773 default in the patron billing interface_ setting in the Library Settings
774 Editor (*Admin* -> *Local Administration* -> *Library Settings Editor*). Note
775 the presence of the _Uncheck All_ and _Check All_ options below the list of
778 image::media/circulation_patron_bills-7.png[circulation_patron_bills 7]
780 When you are ready to make a payment, select a payment type from the dropdown
781 menu in the _Pay Bill_ portion of the screen.
783 image::media/circulation_patron_bills-8.png[circulation_patron_bills 8]
785 Enter the amount of payment in the _Payment received_ field.
787 If you would like to add a note to the payment, check the box for
790 Click _Apply Payment!_ to make the payment.
792 If you have selected _Annotate Payment_, a box will display for the annotation.
794 The screen will refresh to display the updated bill information for the patron.
795 If change is due, the bottom portion of the screen, _Change Due Upon Payment:_
796 will briefly reflect the amount due to the patron.
798 TIP: if you need more time to review the amount due, click outside the _Payment
799 Received_ box before selecting _Apply Payment!_ This will cause the screen to
800 refresh and display the amount due.
802 It is possible to convert change due to a patron credit by selecting the
803 _Convert Change to Patron Credit_ checkbox.
805 image::media/circulation_patron_bills-9.png[circulation_patron_bills 9]
808 ================================================
809 * Items marked with red are still checked out. Items marked with dark red are
810 lost. Items marked with orange are still checked out and long overdue.
811 * It is possible for a patron to pay a bill while the item is still out and
813 * When Check is selected as the payment type, it is not necessary to select
814 _Annotate Payment_, as a box for the check number and a note displays
816 * If a patron pays the entire bill for a lost item and the library has enabled
817 the _Use Lost and Paid copy status_ setting in the Library Settings Editor
818 (*Admin* -> *Local Administration* -> *Library Settings Editor*), the copy's
819 status will automatically change from _Lost_ to _Lost and Paid_.
820 ================================================
825 Void clears all history of the bill, while forgive retains the history.
830 Choose forgive as the payment type as described in the section
831 <<making_payments,Making Payments>>.
833 Enter the amount to be forgiven. Choose _Annotate Payment_ as required by local
836 Apply Payment. Annotate, if prompted.
838 The screen will refresh to display the payment.
844 Bills under one transaction are grouped in one bill line. Bills may be voided in
847 *To void the full billing amount:*
849 Select the bill(s) to be voided from the list in the patron account.
851 Right click or use the _Actions for Selected Transactions_ menu to select _Void
854 image::media/circulation_patron_bills-10.png[circulation_patron_bills 10]
858 *To void a partial amount:*
860 Select a billing and choose Full Details for the transaction, as described in
861 the section <circ_vs_grocery,Circulation vs. Grocery Bills>>
863 The bill details screen displays.
865 Select the specific bill to void.
867 Void Selected Billings and confirm the action.
869 image::media/circulation_patron_bills-11.png[circulation_patron_bills 11]
871 Adding New ``Grocery'' Bills
872 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^
874 A grocery bill can be added as a new bill or to an existing bill.
876 *To add a as a new bill:*
878 . Retrieve the patron record.
879 . Navigate to the Bills screen.
880 . Click the_Bill Patron_ button above the list of current bills.
882 image::media/circulation_patron_bills-12.png[circulation_patron_bills 12]
884 .Choose appropriate _Billing Type_ from the drop down menu. (``Grocery'' is the
885 only available transaction type.) . Enter the Amount and Note (as required).
887 _Submit this Bill_ and confirm this action.
889 image::media/circulation_patron_bills-13.png[circulation_patron_bills 13]
891 *To add bill to an existing bill line:*
893 . Retrieve the patron record.
894 . Navigate to the Bills screen.
895 . Highlight the desired bill.
896 . Use the _Actions for Selected Transactions_ to select _Add Billing_.
898 . Follow steps 4 through 6 above. There is no confirmation message
899 after clicking _Submit this Bill_.
900 . The _Money Summary_ will adjust accordingly.
902 Negative Balances on Patron Accounts
903 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
905 Negative balances are sometimes automatically applied to patron accounts due to certain circulation workflows and settings. For example:
907 . A patron loses an item and pays the lost fees in full.
908 . The item is later found and returned to the library.
909 . Evergreen is set up to void lost fines and reinstate overdue fines to the patron account if the lost item is returned.
910 . As a result, a negative balance is applied to the patron's account.
912 A new Library Setting called _Do not change fines/fees on zero-balance LOST transaction_ has been added to help eliminate the generation of negative balances on patron accounts. If this new Library Setting is enabled, it will prevent Evergreen from voiding lost fines and reinstating overdue fines to a patron account in the scenario described above. It will also prevent negative balances due to paid, long overdue materials being returned.
914 *Removing negative balances from a patron account*
916 If a negative balance is added to a patron account, the following workflow can be used to remove it:
918 . Retrieve the patron account and go to the *Bills* screen.
919 . Select the bill with the negative balance, click on *Actions for Selected Transactions* or right-click on it, and select *Add Billing*.
920 . A window will pop up that asks "Are you sure you would like to add a billing to bill 1234?" Click *Yes*.
921 . A new window with the _Bill Patron Wizard_ will appear. Select a _Billing Type_ and enter in a positive bill amount for the same amount as the negative balance. For example, if the negative balance is -$35.00, enter $35.00 for the bill. Click *Submit this Bill*.
922 . The negative balance will now be cancelled out and cleared from the patron account.
924 image::media/negative_balance1.jpg[Negative Balance-Add Billing]
927 image::media/negative_balance2.jpg[Negative Balance-Add Bill]
932 *To view a patron’s bill history:*
934 . Retrieve the patron record.
935 . From the _Bills_ screen, click _History_.
936 . A _Bill History_ screen with two tabs will display. One for _Transactions_ and
939 image::media/circulation_patron_bills-14.png[circulation_patron_bills 14]
941 . For more information about a specific billing, select the bill and click _Full
942 Details_. A screen detailing item information, billings, and payments will
945 image::media/circulation_patron_bills-15.png[circulation_patron_bills 15]
947 Items may be deleted from the catalog even if a charge for that item is still
948 attached to the patron's record. The charge will remain on the patron's account
951 Sorting Money Columns in Billing Interface
952 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
954 This enhancement enables Evergreen to sort money columns numerically in the billing interface. You can perform an ascending or descending sort on these columns.
956 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.
958 Disable Patron Credit in Billing Interface
959 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
960 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.
962 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.
964 image::media/Default_Patron_Billing_Screen.jpg[Default Patron Billing Screen]
966 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.
968 image::media/Disabled_Patron_Credit_Patron_Billing_Screen.jpg[Disabled Patron Credit Patron Billing Screen]
970 To set the new Library Setting:
972 . Click *Admin* -> *Local Administration* -> *Library Settings Editor*
974 . Search for *Disable Patron Credit*
978 . Set the value to *True*
980 . Click *Update Setting*
982 image::media/Disable_Patron_Credit_Library_Setting.jpg[Disable Patron Credit Library Setting]
984 NOTE: After applying changes to this library setting, it is necessary to restart the staff client to see the changes take effect.
987 Lost and Long Overdue Bill Colors
988 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
990 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.
992 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.
994 By default, Lost circulations will appear in dark red. The default indicator reads, “Dark Red Items are Lost.”
996 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.”
998 image::media/Billed_Transaction_Color.jpg[Billed Transaction Color]
1000 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.