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E 8: Managing Fines & Charges within the Patron’s Account

General Overview

Description:

Fine and bill management can be done within the Account view of the Patron Status workform.

Note:

Please refer to sections D1: Patron Registration and Status Workforms Overview and B4: The Polaris Find Tool – Patron Records of the manual for information on how to search for patrons and how to access the Patron Status workform directly.

Account View of the Patron Status Workform Overview

Description:

You can apply charges, pay fines, waive fines, view the patron's transaction history, and view the notice history in the Account view of the Patron Status workform.

 

The account management functions of the Account view of the Patron Status workform are:

    Charge - create a manual charge

    Pay - pay a fine

    Pay All - pay all fines

    Waive - waive a fine

    Waive All - waive all fines

    Deposit - (Not used)

    Return - (Not used)

    Forfeit - (Not used)

    Credit - (Not used)

    Create Credit - (Not used)

    Refund Credit - (Not used)

    Collection Agency - (Not used)

    Transaction Summary - view the transaction summary

    Notification History - view the notification history

      Bill  - send the selected charges to manual billing

Adding a Charge

Instructions:

  1. To assign a manual charge to the patron, click the Charge icon, or type CTRL+C .

  2. The Charge pop-up will appear.

  3. Enter a dollar amount in the Amount field and select a reason for the charge from the Reason drop-down menu.
  4. If the fine is for a specific item, enter the barcode in the Associated item field.

    Tip:

    If you don't have the barcode for the item, click ' Find'  to open the  Item   Records   Find   Tool  to search for the item.

    If using the Item Record Find Tool to retrieve items, the item's barcode will automatically populate the Associated item field.

    Note:

    Please refer to sections B1: The Polaris Find Tool – Overview and B3: The Polaris Find Tool – Item Records of the manual for instructions on how to access and use the Item Record Find Tool to retrieve item records.

  5. Add a note in the Notes field, if necessary.
     
  6. Check the  Send a bill box in order to generate a printed bill.

  7. If sending a bill, an additional note window will appear with the text  Your library account has been billed for this charge.  This note can be modified and will appear on the printed bill to be mailed to the patron.

  8. Click OK

  9. The charge appears in the Account section of the workform.

Paying Fines

Instructions:

  1. You can pay one, some, or all of a patron's fines from the  the  Account  view of the  Patron   Status  workform.

    1. Paying One Fine

      1. Select the fine you wish to pay.

      2. Click on the  Pay  icon or type  CTRL+Y .



      3. The Pay pop-up will appear containing the Balance and Amount owed by the patron for that particular fine.



      4. Enter a dollar amount in the Amount field if different than the value displayed, as in the case of a partial payment, and select the method of payment from the Method drop-down menu.
      5. You may add a note in the Note field, if necessary.

      6. Click OK .

      7. If paid in full, the fine is removed from the patron's record. Otherwise, the Balance column will indicate how much is outstanding on each charge. There is a summary of patron accounting below list of fines in the  Balances section, which will update to reflect payments as you make them.

    1. Paying Multiple Fines

      1. If paying multiple fines, hold the CTRL key while selecting the fines.  

      2. Click on the  Pay  icon or type  CTRL+Y .

         
      3. The Pay pop-up will appear containing the Balance and Amount owed by the patron for the selected fines.

      4. Enter a dollar amount in the Amount field if different than the value displayed, as in the case of a partial payment, and select the method of payment from the Method drop-down menu.
         
      5. You may add a note in the Note field, if necessary.

      6. Click  OK.

      7. If paid in full, the fine is removed from the patron's record. Otherwise, the Balance column will indicate how much is outstanding on each charge. There is a summary of patron accounting below list of fines in the Balances section, which will update to reflect payments as you make them.  




    2. Paying All Fines

      1. To pay all fines on a patron's account, click the Pay All icon or type CTRL+L .  It is not necessary to select the fines.



      2. The Pay pop-up will appear containing the Balance and Amount owed by the patron for ALL fines.



      3. Enter a dollar amount in the Amount field if different than the value displayed, as in the case of a partial payment, and select the method of payment from the Method drop-down menu.  

      4. You may add a note in the Note field, if necessary.

      5. Click OK .
      6. All the fines are removed from the patron's record.  The Balances section shows a $0.00 balance.

Waiving Fines

Instructions:

  1. You can waive one, some, or all of a patron's fines from the  the  Account  view of the  Patron   Status  workform.



    1. Waiving One Fine

      1. Select the fine you wish to waive.


      2. Click on the  Pay  icon or type  CTRL+W .



      3. The Waive pop-up will appear containing the Balance and Amount being waived for the selected fine.



      4. Enter a dollar amount in the Amount field if different than the value displayed, as in the case of a partial waive.

      5. You may add a note in the Note field, if necessary.



      6. Click ' OK '.

      7. The charge is removed from the patron's record.  The Balances section reflects the amounts owed.



    2. Waiving Some Fines

      1. If waiving multiple fines, hold the CTRL key while selecting the fines.



      2. Click on the  Pay  icon or type  CTRL+W .



      3. The Waive pop-up will appear containing the Balance and Amount being waived for the patron for the selected fines.



      4. Enter a dollar amount in the Amount field if different than the value displayed, as in the case of a partial waive.

      5. You may add a note in the Note field, if necessary.



      6. The fines are removed from the patron's record.  The Balances section reflects the amounts owed.



    3. Waiving All Fines

      1. To waive all fines on a patron's account, click the Waive All icon or type CTRL+L .  It is not necessary to select the fines.



      2. The Waive pop-up will appear containing the Balance and Amount owed by the patron for ALL fines.

      3. Enter a dollar amount in the Amount field if different than the value displayed, as in the case of a partial waive.

      4. You may add a note in the Note field, if necessary.



      5. Click ' OK '.

      6. The fines are removed from the patron's record.  The Balances section reflects the amounts owed.


Viewing the Transaction Summary

Description:

The Transaction Summary in the patron's account displays completed account transactions such as charges created, fines paid, or fines waived.  

Instructions:

  1. To view the Transaction Summary , click on the Transaction Summary icon or type CTRL+U .

  2. The Transaction Summary pop-up appears containing the Date , Type , Reason , Title , Barcode , Amount , and Note for each transaction.

  3. If you wish to wish to investigate further, select a transaction, right-click and select Properties .

  4. This will yield the Waive Properties , or Charge Properties , or Pay Properties pop-ups respective of the selected transaction.

  5. If you wish to print a receipt of a transaction in the transaction history, select the transaction, right-click and select Print.


Viewing the Notification History

Description:

The Notification History in the patron's account displays the notices that have been sent to a patron regarding a specific item.  It includes the notification method, the date, notification organization, and the amount of any related charges.

When the item has been checked in and all charges have been resolved, the notice history for that item is no longer available.

Instructions:

To view the Notification History from the Account view of the Patron Status workform, select a charge related to the item whose history you wish to view and click the Notification History icon or press  ALT+N .

You can recently history for all notifications related to a patron's account from the General view of the Patron Status workform.

Manual Billing

Description:

Overdue items become automatically lost and billed at 60 days past the due date.  In addition, library staff can manually send any charge on the patron record to billing (if the charge has not already been billed).  This will create a bill for the patron, or append to a bill if one is already being created for the patron.

A new column has been added to the charge list in the  Account view of the Patron Status workform.  The  Billed column indicates the billing status of a particalar charge.

  • Blank - A blank entry in the  Billed column indicates that the charge has not be billed, either automatically or manually.
  • Pending - The pending status indicates that the charge has been earmarked for billing, but the bill has not yet been printed/posted.
  • Billed - This status indicates that a printed bill has been produced for the patron.  You may not bill the same charge more than once.

Instructions:

To bill a charge when initially creating the charge on a patron record, refer to the Adding a Charge section (above).

To bill a charge already on the patron record, use the following steps:

  1. Select the charge. Charges can be only be manually billed one at a time.
  2. Click the  Bill button or press  Alt + B .


  3. The  Charge pop up will appear with the charge information and the option to edit the  Added message .  When you are satisfied with the added message, click  OK.



  4. A message confirming the bill will appear.  Click  OK to continue
    .
  5. The  Billed  status for the charge is now  Pending .  
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