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.)
400 [[circulation_patron_alerts]]
401 indexterm:[patrons, Alerts]
403 When an account has an alert on it, a Stop sign is displayed when the record is
406 image::media/circulation_patron_records-18.png[circulation_patron_records 18]
408 Navigating to an area of the patron record using the navigation buttons at the
409 top of the record (for example, Edit or Bills) will clear the message from view.
411 If you wish to view these alerts after they are cleared from view, they may be
412 retrieved. Use the Other menu to select _Display Alert_ and _Messages_.
414 image::media/circulation_patron_records-19.png[circulation_patron_records 19]
416 There are two types of Patron Alerts:
418 *System-generated alerts*: Once the cause is resolved (e.g. patron's account has
419 been renewed), the message will disappear automatically.
421 *Staff-generated alerts*: Must be added and removed manually.
423 To add an alert to a patron account, retrieve the patron record as described
424 in the section <<circulation_searching_patrons,Searching Patrons>>.
426 Open the patron record in edit mode as described in the section
427 <<updating_patron_information,Updating Patron Information>>.
429 Enter the alert text in the Alert Message field.
431 image::media/circulation_patron_records-20.png[circulation_patron_records 20]
433 _Save_ the record. The screen will refresh and the alert will display.
435 Additionally, the patron name will be highlighted in yellow and a note will
436 indicate that there is an alert on the account.
438 image::media/circulation_patron_records-21.png[circulation_patron_records 21]
440 To remove the alert, retrieve the patron record as described in the section
441 <<circulation_searching_patrons,Searching Patrons>>.
443 Open the patron record in edit mode as described in the section
444 <<updating_patron_information,Updating Patron Information>>.
446 Delete the alert text in the _Alert Message_ field.
450 The screen will refresh and the indicators for the alert will be removed from
456 [[circulation_patron_notes]]
457 indexterm:[patrons, notes]
459 When a patron account contains a note, a _See Notes_ message appears beneath the
460 patron’s name in the patron summary pane.
462 image::media/circulation_patron_records-22.png[circulation_patron_records 22]
464 Notes are strictly communicative and may be made visible to the patron via their
465 account on the OPAC. In the JSPAC, these notes display on the account summary
468 image::media/circulation_patron_records-23.png[circulation_patron_records 23]
470 To insert or remove a note, retrieve the patron record as described in the
471 section <<circulation_searching_patrons,Searching Patrons>>.
473 Open the patron record in edit mode as described in the section
474 <<updating_patron_information,Updating Patron Information>>.
476 Use the Other menu to navigate to _Notes_.
478 image::media/circulation_patron_records-24.png[circulation_patron_records 24]
480 Select the _Add New Note_ button. An _Add Note_ window displays.
483 ================================================
484 To add a box in the _Add Note_ window for staff initials and require their
485 entry, see the "Require staff initials..." settings in the
486 <<_library_settings_editor,Library Settings Editor>> section.
487 ================================================
489 Enter note information.
491 Select the check box for _Patron Visible_ to display the note in the OPAC.
493 image::media/circulation_patron_records-25.png[circulation_patron_records 25]
495 Select _Add Note_ to save the note to the patron account.
497 To delete a note, go to _Other -> Notes_ and use the _Delete This Note_ button
500 image::media/circulation_patron_records-26.png[circulation_patron_records 26]
502 An alert will display. Click _Yes_ to delete the note or No to retain the note.
503 A confirmation box will display; click _OK_.
506 Staff-Generated Penalties/Messages
507 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
509 [[staff_generated_penalties]]
510 To access this feature, use the _Messages_ button in the patron record.
512 image::media/staff-penalties-1.jpg[Messages screen]
517 Click *Apply Standing Penalty/Message* to begin the process of adding a message to the patron.
519 image::media/staff-penalties-2.jpg[Apply Penalty Dialog Box]
521 There are three options: Notes, Alerts, Blocks
523 * *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.)
525 * *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_.
527 * *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.
529 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*
531 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.
533 image::media/staff-penalties-3.jpg[Messages on a record]
538 Messages can be edited by staff after they are created.
540 image::media/staff-penalties-4.jpg[Actions menu]
542 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.
544 image::media/staff-penalties-5.jpg[Modify penalty dialog box]
546 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.
548 image::media/staff-penalties-6.jpg[Modified message in the list]
553 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.
555 image::media/staff-penalties-4.jpg[Actions menu]
557 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.
559 image::media/staff-penalties-7.jpg[Archived messages]
561 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*.
566 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.
568 image::media/staff-penalties-4.jpg[Actions menu]
570 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.
572 Merging Patron Records
573 ~~~~~~~~~~~~~~~~~~~~~~
575 indexterm:[patrons, merging]
577 When patron records are erroneously duplicated, they may be merged into one
578 record. As described in the section <<circulation_searching_patrons,Searching
579 Patrons>>, search for the term(s) shared by the two records.
581 Select the two records to merge by pressing down the CTRL key and clicking each
584 Click the _Merge Patrons_ button next to the _Search Form_ and _Retrieve Patron_
585 buttons on the top of the screen.
587 image::media/circulation_patron_records-27.png[circulation_patron_records 27]
589 A Record Merging window will display. Compare the two records.
591 Select the record you want to keep by checking the radio button
592 _Lead Record_ next to the appropriate record.
594 image::media/circulation_patron_records-28.png[circulation_patron_records 28]
596 After making your selection, click the _Merge_ button. The screen will refresh.
597 Only one of the two patron names will display.
599 NOTE: Once two records have been merged, the notes, bills, holds and outstanding
600 items under the non-lead record are brought to the lead record. Staff-inserted
601 alert messages are not transferred from the non-lead record; lead record alerts
604 Patron records may also be merged from the _Patron Group_ screen Retrieve one of
605 the two patron records you want to merge.
607 Go to _Other -> Group Member Details_.
609 image::media/circulation_patron_records-29.png[circulation_patron_records 29]
611 The patron records are displayed as group members. If both patron records are
612 not already displayed on this screen, click _Choose an Action -> Move another
613 patron to this patron group_.
615 image::media/circulation_patron_records-30.png[circulation_patron_records 30]
617 At the prompt, scan or type the patron's barcode.
621 Confirm the move by clicking the _Move_ button on top of the screen.
623 image::media/circulation_patron_records-31.png[circulation_patron_records 31]
625 Click _OK_ on the confirmation pop-up window.
627 Both records are displayed as group members.
629 Select both records by pressing *CTRL* key and clicking each record.
631 Click _Choose an Action -> Merge Selected Patrons_. The merging records window
634 Choose the lead record and continue to merge records as described in the above.
636 NOTE: The merged record will still show under group members. Both members point
637 to the same patron record.
639 [[bills_and_payments]]
643 When a patron account has bills attached to it, a note displays under the patron
644 name in the patron summary panel.
646 image::media/circulation_patron_bills-1.png[circulation_patron_bills 1]
648 To view more information about the patron’s bills, or to make payments on or
649 edit the bills, click on the Bills button from the patron account screen.
651 image::media/circulation_patron_bills-2.png[circulation_patron_bills 2]
654 *Circulation bills*: system-generated (overdue fines, lost
655 item cost, processing fees, etc.).
657 * Overdue fines are added daily once an item is overdue.
658 * When an item is marked as lost, bills may be automatically generated to cover
659 the item's cost and a processing fee, according to library policy.
661 *Grocery bills*: staff-applied to patron accounts.
663 * One default grocery bill, Misc, exists in an unmodified Evergreen
665 * Additional grocery bills may be configured through the Admin settings. *Admin*
666 -> *Server Administration* -> *Billing Types*.
668 To view more information about a bill, highlight the bill and right-click or use
669 the _Actions for Selected Transactions_ menu to select _Full Details_.
671 image::media/circulation_patron_bills-3.png[circulation_patron_bills 3]
673 A window will display additional information about the bill, including a record
674 of any payments that have been made on the bill.
676 image::media/circulation_patron_bills-4.png[circulation_patron_bills 4]
678 From the _Full Details_ screen, portions of the bill may be voided (e.g. an
679 erroneous daily overdue charge) by using the _Void selected billings_ button.
680 Notes may be added to payments or line items by using the _Edit note_ button.
682 image::media/circulation_patron_bills-5.png[circulation_patron_bills 5]
688 To collect payments, retrieve the patron record. Navigate to the _Bills_ screen
689 as described in <<bills_and_payments,Bills and Payments>>.
691 When bills are paid, the money applied starts at the top of the list of bills.
692 To pay specific bills, uncheck the bills that you do not wish to pay at this
693 time. The amount displayed in _Total Checked:_ will change to reflect the
696 image::media/circulation_patron_bills-6.png[circulation_patron_bills 6]
699 By default, Evergreen checks all bills when the bills screen loads.
700 Evergreen sites can change this default by enabling the _Uncheck bills by
701 default in the patron billing interface_ setting in the Library Settings
702 Editor (*Admin* -> *Local Administration* -> *Library Settings Editor*). Note
703 the presence of the _Uncheck All_ and _Check All_ options below the list of
706 image::media/circulation_patron_bills-7.png[circulation_patron_bills 7]
708 When you are ready to make a payment, select a payment type from the dropdown
709 menu in the _Pay Bill_ portion of the screen.
711 image::media/circulation_patron_bills-8.png[circulation_patron_bills 8]
713 Enter the amount of payment in the _Payment received_ field.
715 If you would like to add a note to the payment, check the box for
718 Click _Apply Payment!_ to make the payment.
720 If you have selected _Annotate Payment_, a box will display for the annotation.
722 The screen will refresh to display the updated bill information for the patron.
723 If change is due, the bottom portion of the screen, _Change Due Upon Payment:_
724 will briefly reflect the amount due to the patron.
726 TIP: if you need more time to review the amount due, click outside the _Payment
727 Received_ box before selecting _Apply Payment!_ This will cause the screen to
728 refresh and display the amount due.
730 It is possible to convert change due to a patron credit by selecting the
731 _Convert Change to Patron Credit_ checkbox.
733 image::media/circulation_patron_bills-9.png[circulation_patron_bills 9]
736 ================================================
737 * Items marked with red are still checked out. Items marked with dark red are
738 lost. Items marked with orange are still checked out and long overdue.
739 * It is possible for a patron to pay a bill while the item is still out and
741 * When Check is selected as the payment type, it is not necessary to select
742 _Annotate Payment_, as a box for the check number and a note displays
744 * If a patron pays the entire bill for a lost item and the library has enabled
745 the _Use Lost and Paid copy status_ setting in the Library Settings Editor
746 (*Admin* -> *Local Administration* -> *Library Settings Editor*), the copy's
747 status will automatically change from _Lost_ to _Lost and Paid_.
748 ================================================
753 Void clears all history of the bill, while forgive retains the history.
758 Choose forgive as the payment type as described in the section
759 <<making_payments,Making Payments>>.
761 Enter the amount to be forgiven. Choose _Annotate Payment_ as required by local
764 Apply Payment. Annotate, if prompted.
766 The screen will refresh to display the payment.
772 Bills under one transaction are grouped in one bill line. Bills may be voided in
775 *To void the full billing amount:*
777 Select the bill(s) to be voided from the list in the patron account.
779 Right click or use the _Actions for Selected Transactions_ menu to select _Void
782 image::media/circulation_patron_bills-10.png[circulation_patron_bills 10]
786 *To void a partial amount:*
788 Select a billing and choose Full Details for the transaction, as described in
789 the section <circ_vs_grocery,Circulation vs. Grocery Bills>>
791 The bill details screen displays.
793 Select the specific bill to void.
795 Void Selected Billings and confirm the action.
797 image::media/circulation_patron_bills-11.png[circulation_patron_bills 11]
799 Adding New ``Grocery'' Bills
800 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^
802 A grocery bill can be added as a new bill or to an existing bill.
804 *To add a as a new bill:*
806 . Retrieve the patron record.
807 . Navigate to the Bills screen.
808 . Click the_Bill Patron_ button above the list of current bills.
810 image::media/circulation_patron_bills-12.png[circulation_patron_bills 12]
812 .Choose appropriate _Billing Type_ from the drop down menu. (``Grocery'' is the
813 only available transaction type.) . Enter the Amount and Note (as required).
815 _Submit this Bill_ and confirm this action.
817 image::media/circulation_patron_bills-13.png[circulation_patron_bills 13]
819 *To add bill to an existing bill line:*
821 . Retrieve the patron record.
822 . Navigate to the Bills screen.
823 . Highlight the desired bill.
824 . Use the _Actions for Selected Transactions_ to select _Add Billing_.
826 . Follow steps 4 through 6 above. There is no confirmation message
827 after clicking _Submit this Bill_.
828 . The _Money Summary_ will adjust accordingly.
830 Negative Balances on Patron Accounts
831 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
833 Negative balances are sometimes automatically applied to patron accounts due to certain circulation workflows and settings. For example:
835 . A patron loses an item and pays the lost fees in full.
836 . The item is later found and returned to the library.
837 . Evergreen is set up to void lost fines and reinstate overdue fines to the patron account if the lost item is returned.
838 . As a result, a negative balance is applied to the patron's account.
840 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.
842 *Removing negative balances from a patron account*
844 If a negative balance is added to a patron account, the following workflow can be used to remove it:
846 . Retrieve the patron account and go to the *Bills* screen.
847 . Select the bill with the negative balance, click on *Actions for Selected Transactions* or right-click on it, and select *Add Billing*.
848 . A window will pop up that asks "Are you sure you would like to add a billing to bill 1234?" Click *Yes*.
849 . 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*.
850 . The negative balance will now be cancelled out and cleared from the patron account.
852 image::media/negative_balance1.jpg[Negative Balance-Add Billing]
855 image::media/negative_balance2.jpg[Negative Balance-Add Bill]
860 *To view a patron’s bill history:*
862 . Retrieve the patron record.
863 . From the _Bills_ screen, click _History_.
864 . A _Bill History_ screen with two tabs will display. One for _Transactions_ and
867 image::media/circulation_patron_bills-14.png[circulation_patron_bills 14]
869 . For more information about a specific billing, select the bill and click _Full
870 Details_. A screen detailing item information, billings, and payments will
873 image::media/circulation_patron_bills-15.png[circulation_patron_bills 15]
875 Items may be deleted from the catalog even if a charge for that item is still
876 attached to the patron's record. The charge will remain on the patron's account
879 Sorting Money Columns in Billing Interface
880 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
882 This enhancement enables Evergreen to sort money columns numerically in the billing interface. You can perform an ascending or descending sort on these columns.
884 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.
886 Disable Patron Credit in Billing Interface
887 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
888 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.
890 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.
892 image::media/Default_Patron_Billing_Screen.jpg[Default Patron Billing Screen]
894 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.
896 image::media/Disabled_Patron_Credit_Patron_Billing_Screen.jpg[Disabled Patron Credit Patron Billing Screen]
898 To set the new Library Setting:
900 . Click *Admin* -> *Local Administration* -> *Library Settings Editor*
902 . Search for *Disable Patron Credit*
906 . Set the value to *True*
908 . Click *Update Setting*
910 image::media/Disable_Patron_Credit_Library_Setting.jpg[Disable Patron Credit Library Setting]
912 NOTE: After applying changes to this library setting, it is necessary to restart the staff client to see the changes take effect.
915 Lost and Long Overdue Bill Colors
916 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
918 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.
920 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.
922 By default, Lost circulations will appear in dark red. The default indicator reads, “Dark Red Items are Lost.”
924 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.”
926 image::media/Billed_Transaction_Color.jpg[Billed Transaction Color]
928 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.