10 CASH MANAGEMENT

This chapter includes the following sections:


15.0 CASH TRANSACTIONS FROM PATRON TAB

Access the Cash panes to display a list of cash transactions from the Patron Activity root on the Patron tab.



The Cash upper pane lists cash transactions for which the patron is charged a fee, as well as free transactions and credits due to the patron.

The four tabs of the Cash upper pane display transactions filtered by the status of the transaction. The transactions are sorted by ascending dates.
  1. Active Cash displays a list of unpaid transactions.



  2. Cash History lists paid and partially paid transactions.



  3. Cancelled Transactions displays a list of fees that have been waived.



  4. All Transactions displays the unfiltered list.



To change the information on the list use the buttons on the right side of the pane. The buttons are explained below.

Pay Sum
If the patron wants to pay the total amount due, make sure that amount appears in the Sum to Pay field. Then click the Pay Sum button.

If the patron wants to pay less than the total amount due, enter the amount he is going to pay in the Sum to Pay field. Then click the Pay Sum button.

After clicking Pay Sum, you will be asked to confirm the amount in the Cash Transaction form. You can select a payment mode or leave the default value defined by your Setup (Client).

After confirmation, the system will register as paid as many transactions as can be covered by the amount paid, starting with the earliest unpaid transaction.

A given transaction may also be partially paid. In this case, the transaction will be split into two transactions, one for the paid portion and one for the unpaid portion.

Depending on how your workstation is set up, one or more receipts will be printed.

Pay Selected
If the patron wants to pay for one or more specific transactions, highlight the transaction(s) and click "Pay Selected". You will be asked to confirm that the patron really does want to pay the specified amount. After confirmation, the transaction will be registered as paid.

Depending on how your workstation is set up, one or more receipts will be printed.

New
You may register a cash transaction by clicking the New button. The New Cash Transaction form will be displayed, enabling you to define the transaction as a debit or credit, write a descriptive note about the transaction and link the transaction to item record.

Waive
To cancel one or more non-credit transactions, highlight them and click the Waive button. A form is displayed for you to enter a comment or a reason for cancelling the transaction(s). You cannot waive a credited cash transaction. If the patron wants to cancel a credited transaction, a debited transaction of the same value must be created.

Partial Waive
To cancel part of a non-credit transaction, highlight it and click Partial Waive. A form is displayed for you to enter a comment or a reason for cancelling the transaction, and the sum that will be cancelled. You cannot waive a credited cash transaction. If the patron wants to cancel a credited transaction, a debited transaction of the same value must be created.

Print
To print transactions, click the Print button. If the window is currently displaying all transactions, then all transactions will be printed. If the window is currently displaying a filtered view, you will be asked whether you want to print all of the patron's transactions in the filtered view.

By Sublibrary
This window displays the patron's cash debits/credits totals sorted by sublibrary. The balance by sublibrary differentiates between regular debit and debit transferred to Accounts Receivable.

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14.2 CASH TRANSACTIONS FROM LOAN AND RETURN TABS

You can pay outstanding sums or create a new cash transaction from the Loanand Return tabs. The Patron Information tab, that is displayed in the upper pane when the Return or Loan tab is selected, provides options to pay for cash transactions, add a new cash transaction, and display the patron's list of cash transactions.



New Cash
Click "New Cash" to register a cash transaction.The New Cash Transaction form will be displayed, enabling you to define the transaction as a debit or credit, write a descriptive note about the transaction and link the transaction to a particular item record.

Pay Cash
If the patron wants to pay the total amount due, make sure that amount appears in the Sum to Pay field. Then click the Ok button.

If the patron wants to pay less than the total amount due, enter the amount he is going to pay in the Sum to Pay field. Then click the Ok button. After confirmation, the system will register as paid as many transactions as can be covered by the amount paid, starting with the earliest unpaid transaction.

A given transaction may also be partially paid. In this case, the transaction will be split into two transactions, one for the paid portion and one for the unpaid portion.

Depending on how your workstation is set up, one or more receipts will be printed.

Patron's Cash
Click Patron's Cash to move to the Cash tab and to display the cash transactions that belong to the patron.

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14.3 NEW CASH TRANSACTION FORM

When you click the New button (Patron tab) or the "New Cash" button (Patron Information tab) the following form is displayed:



This form enables you to register a cash transaction.

Be careful when filling in this form. Changing the selection in the fields Type and Sublibrary updates the fields Sum and Description. The correct workflow is to choose the type and the sublibrary first. (The same transaction can have different pricing in different sublibraries. The setup for this is done in Web Service Module / Setup Services / Circulation Parameter)

Item Barcode
Optional.If you want to link this transaction to a particular item, select the item by entering its barcode or by searching for it (by clicking the icon). After selecting an item, its bibliographic description, ADM record number and item sequence number will be displayed.

Type
Optional. Leave the field empty or choose from a list of transactions by clicking the arrow to the right of the field. When you select a type, the description and sum are automatically filled in. All automatically filled values can be changed manually.

Sum
Enter the fee for the transaction. The fee may be zero. When there is a library-defined fee for the selected transaction type, it will be automatically displayed in this field. Otherwise you can enter the fee manually.

Debit or Credit
If the patron owes the library money for the transaction, select Debit. If the library owes the patron money, select Credit.

Key
This field is not functional.

Description
If you choose a cash transaction type as explained above, the system fills in the matching description. You may also enter a description for the cash transaction manually.

Sublibrary
If the transaction relates to a particular sublibrary, enter the sublibrary code here or choose from a list of sublibraries by clicking the arrow.

Target
Enter the department that will receive the fee.

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14.4 CASH RECEIPTS

You can define the number of cash receipts that will be printed. To do this, open the circ.ini file. Go to the [Payment] section. Following is an example of what you may find there: 
[Payment]
CashNoReceipt=2
On the right side of the equal (=) sign, type the number of receipts (up to 9) that you want to be printed. If you do not want any printed, type zero ("0").

The actual printer that will be used is defined in the PRINT.INI file, with the function name PayLetter or LineLetter. A payment registered by clicking the "Pay Selected" button will produce a Cash receipt using the LineLetter entry. A payment registered by clicking the "Pay Sum" button will produce a Cash receipt using the PayLetter entry.

14.5 PAYMENT REPORT

The Payment Report lists all the cash transactions that have occurred within a given time period. Select Reports / Payment Report from the main menu to create an online Payment Report.



From Date/And Hour
Enter the earliest date and hour that you want to be included in the report.

To Date/And Hour
Enter the latest date and hour that you want to be included in the report.

Sort Report By
Sort Report By
If you choose Sublibrary, all transactions for a given sublibrary will be grouped together. If you choose Payment Target, the report will be grouped according to the body that is supposed to receive the payments for the transactions.

After the Report is Generated
After the report is generated, two things will happen:
  • The system will produce a printout or a print preview
  • After the printout is sent or the print preview displayed, you will be asked whether or not you want to "update the default time". If you choose Yes, the next time you run the report, the From Date/And Hour will start where the previous report left off.

    The online payment report includes the following columns:

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