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CIRCULATION

Chapter 7. FINES AND FEES

 

 

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Processing Payments

You can process payments for outstanding fines/fees, or deposits for library services, made by a patron.

To process a payment:

• From the Payments/Fines History screen for the desired patron, select the appropriate option from the Transaction Type menu:

  NOTE: The Transaction Type menu lists options for “fine/fee assessments” (which increase the patron’s current balance), “patron payments” (which decrease the patron’s current balance) and for entering “general notes” in the patron’s fines history. The following options apply to “patron payments” only. Refer to Assessing Fees for a description of “fine/fee assessment” options. Refer to Adding General Notes to enter a “general note” in a patron’s fines history.

  • Pay All - Select this option when processing a payment for previously incurred (current) fines and/or fees to enter a single bulk payment without manually applying the payment against one or more specific items.

    NOTE: When Pay All is used, payments are applied in reverse chronological order (the oldest items are paid first).

  • Waive All - Select this option when “forgiving” previously assessed fines and/or fees.
  • Item Payment - Select this option when processing a payment for previously incurred (current) fines and/or fees where the amount paid will be manually applied against one or more items.
  • Cash Out - Select this option when clearing a “negative” balance on a patron’s account (when returning deposited funds).
  • Deposit - Select this option when processing a deposit for services to be rendered at a later date, or against future fine/fee assessments.
  • Item Adjustment - Subtract - Select this option when “forgiving” previously assessed fines and/or fees or to remove a fee assessed for a lost book that was subsequently returned by the patron.

To process a "Pay All" transaction:

1. On the Payments/Fines History screen, select Pay All from the Transaction Type menu.
2. Enter the amount of the payment in the Transaction Amount text box.

   NOTE: DO NOT include the dollar sign "$" when entering the Transaction Amount. DO NOT include commas "," in the Transaction Amount.

   • You may enter the Transaction Amount in whole dollars (i.e., "1") or in dollars and cents (i.e., "1.00").

   NOTE: If desired, click the Use this amount button to automatically enter the Current Balance in the Transaction Amount text box.

   NOTE: The Use this amount button is available only when Pay All or Waive All is selected as the Transaction Type.

3. Select the method of payment from the Transaction Amount drop-down menu; Cash, Credit, Check or Other.
4. Enter any comments related to the payment in the associated Comments text box.
5. Click the Submit button to complete the payment process.
   • The message “Transaction Saved” displays briefly at the top of the screen. If enabled, the change calculator dialog displays.

NOTE: Change calculator functionality is optional, and is enabled/disabled through Circulation Options in the Circulation Administration module (see the Circulation Administration User Guide for more information).

• The Transaction Amount is shown at the top of the dialog.
• If desired, enter the Amount Tendered to calculate the Change Due to the patron.
• Click the Close button to close the change calculator and return to the Payments/Fines History screen.

• The payment is applied against items in reverse chronological order (the oldest items are paid first). The Amount Paid and Amount Due field(s) for item(s) to which the payment was applied are updated to reflect the payment(s).
• The Current Balance field on the Payments/Fines History screen refreshes to reflect the transaction. If desired, you may print a receipt for the transaction (see Printing Fine/Fee Transaction Receipts for more information).

To process a "Waive All" transaction:

1. On the Payments/Fines History screen, select Waive All from the Transaction Type menu.
2. Enter the amount to be waived in the Transaction Amount text box.

   NOTE: DO NOT include the dollar sign "$" when entering the Transaction Amount. DO NOT include commas "," in the Transaction Amount.

   • You may enter the Transaction Amount in whole dollars (i.e., "1") or in dollars and cents (i.e., "1.00").

   NOTE: If desired, click the Use this amount button to automatically enter the Current Balance in the Transaction Amount text box.

   NOTE: The Use this amount button is available only when Pay All or Waive All is selected as the Transaction Type.

   NOTE: The Transaction Amount drop-down menu selection is set to Other by default, and cannot be changed.

3. Enter any comments related to the payment in the associated Comments text box.
4. Click the Submit button to complete the transaction.
   • The message “Transaction Saved” displays briefly at the top of the screen.
   • The transaction is applied against items in reverse chronological order (to the oldest items first). The Amount Paid and Amount Due field(s) for item(s) to which the transaction was applied are updated to reflect the payment(s).
   • The Current Balance field on the Payments/Fines History screen refreshes to reflect the transaction. If desired, you may print a receipt for the transaction (see see Printing Fine/Fee Transaction Receipts for more information).

To process an Item Payment:

NOTE: Item Payments must be applied against one or more specific items.

1. On the Payments/Fines History screen, select Item Payment from the Transaction Type menu.
2. Scroll the Payments/Fines History to locate the item for which you wish to process a payment.
3. Enter the amount of the payment in the Amount Paid text box for the desired item.

   NOTE: DO NOT include the dollar sign "$" when entering the Amount Paid. DO NOT include commas "," in the Amount Paid.

   • You may enter the Amount Paid in whole dollars (i.e., "1") or in dollars and cents (i.e., "1.00").
4. Enter any comments related to the payment in the associated Add Comment text box.
5. If desired, repeat steps 1 through 4 to enter payment information for additional items.
6. Select the method of payment from the Transaction Amount drop-down menu; Cash, Credit, Check or Other.
7. When the Amount Paid and Add Comment values have been entered for all items for which you wish to process payments, click the Submit button to complete the payment process.

   NOTE: If you enter an amount greater than the value in the Amount Due column for the associated item, the message “Entered value is greater than the value in the amount due column” displays. Click the OK button to close the message. Enter a value less than or equal to the value shown in the Amount Paid text box, then click the Submit button.

   • The message “Transaction Saved” displays briefly at the top of the screen.
   • The Amount Paid and Amount Due field(s) for item(s) for which adjustments were processed are updated to reflect the adjustment(s).
   • The Current Balance field on the Payments/Fines History screen refreshes to reflect the transaction. If desired, you may print a receipt for the transaction (see Printing Fine/Fee Transaction Receipts for more information).

To process an Item Adjustment:

NOTE: Item adjustments must be applied against a specific item.

1. On the Payments/Fines History screen, select Item Adjustment - Subtract from the Transaction Type menu.
2. Scroll the Payments/Fines History to locate the item for which you wish to enter an adjustment.
3. Enter the amount to be "forgiven" in the Amount Paid text box for the desired item.
   • Enter the Amount Paid as a negative number (i.e., "-100.00"). DO NOT include the dollar sign "$" when entering the Amount Paid. DO NOT include commas "," in the Amount Paid.
   • You may enter the Amount Paid in whole dollars (i.e., "1") or in dollars and cents (i.e., "1.00").
4. Enter any comments related to the adjustment in the associated Add Comment text box.
5. If desired, repeat steps 1 through 4 to enter adjustment information for additional items.
6. When the Amount Paid and Add Comment values have been entered for all items for which you wish to enter adjustments, click the Submit button to complete the process.

   NOTE: If you enter an amount greater than the value in the Amount Due column for the associated item, the message “Entered value is greater than the value in the amount due column” displays. Click the OK button to close the message. Enter a value less than or equal to the value shown in the Amount Paid text box, then click the Submit button.

   • The message “Transaction Saved” displays briefly at the top of the screen.
   • The Amount Paid and Amount Due field(s) for item(s) for which adjustments were processed are updated to reflect the adjustment(s).
   • The Current Balance field on the Payments/Fines History screen refreshes to reflect the transaction. If desired, you may print a receipt for the transaction (see Printing Fine/Fee Transaction Receipts for more information).

To process a Deposit:

NOTE: When funds are placed on Deposit, fines and fees incurred prior to the deposit are paid first. Any remaining balance is retained as a credit to the patron’s account. Fines and fees incurred subsequent to the deposit are paid by the system automatically until the deposited funds have been consumed.

1. On the Payments/Fines History screen, select Deposit from the Transaction Type menu.
2. Enter the amount of the deposit in the Transaction Amount text box.

   NOTE: DO NOT include the dollar sign "$" when entering the Transaction Amount. DO NOT include commas "," in the Transaction Amount.

   • You may enter the Transaction Amount in whole dollars (i.e., "1") or in dollars and cents (i.e., "1.00").
3. Select the method of payment from the Transaction Amount drop-down menu; Cash, Credit, Check or Other.
4. Enter any comments related to the deposit in the Comment text box.
5. Click the Submit button to complete the transaction process.
   • The message “Transaction Saved” displays briefly at the top of the screen. If enabled, the change calculator dialog displays.

NOTE: Change calculator functionality is optional, and is enabled/disabled through Circulation Options in the Circulation Administration module (see the Circulation Administration User Guide for more information).

• The Transaction Amount is shown at the top of the dialog.
• If desired, enter the Amount Tendered to calculate the Change Due to the patron.
• Click the Close button to close the change calculator and return to the Payments/Fines History screen.

• The deposit is added to the Fines History screen.
• The Current Balance field on the Payments/Fines History screen refreshes to reflect the transaction. If desired, you may print a receipt for the transaction (see Printing Fine/Fee Transaction Receipts for more information).

To process a Cash Out transaction:

NOTE: Cash Out transactions are allowed only when a patron’s account has a “negative” balance. If you attempt a Cash Out transaction when a patron’s account has a “positive” balance, an advisory dialog displays the message “CASH OUT transactions can only take place if the patron has a negative balance (credit)” when you submit the transaction. Click the OK button to close the dialog, then select a valid Transaction Type.

1. On the Payments/Fines History screen, select Cash Out from the Transaction Type menu.
2. Enter the amount to be returned to the patron in the Transaction Amount text box.

   NOTE: DO NOT include the dollar sign "$" when entering the Transaction Amount. DO NOT include commas "," in the Transaction Amount.

   • You may enter the Transaction Amount in whole dollars (i.e., "1") or in dollars and cents (i.e., "1.00").
3. Select Cash from the Transaction Amount drop-down menu.
4. Enter any comments related to the transaction in the Comment text box.
5. Click the Submit button to complete the transaction process.
   • The message “Transaction Saved” displays briefly at the top of the screen. If enabled, the change calculator dialog displays.

     NOTE: Change calculator functionality is optional, and is enabled/disabled through Circulation Options in the Circulation Administration module (see the Circulation Administration User Guide for more information).

     • The Transaction Amount is shown at the top of the dialog.
     • If desired, enter the Amount Tendered (the amount returned to the patron) to calculate the Change Due from the patron.
     • Click the Close button to close the change calculator and return to the Payments/Fines History screen.
   • The Current Balance field on the Payments/Fines History screen refreshes to reflect the transaction. If desired, you may print a receipt for the transaction (see Printing Fine/Fee Transaction Receipts for more information).

 

 

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< PREVIOUS Chapter 7 Assessing Fees

CONTENTS INDEX

NEXT > Chapter 7 Adding General Notes