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  1. mod-circulation
  2. CIRC-727

BE - Declared lost: renewal (effect on lost item fees) - SHARED ACTUAL COST

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    • Template:
    • Development Team:
      Prokopovych

      Description

      This is a clone of ACTUAL COST - FF OWNER story CIRC-728.

      Background

      Holly was asked to split user story CIRC-716 (Backend: Declared lost: renewal (effect on lost item fees) into 3 user stories to match the 3 ways in which a patron may have been charged a lost item fee. Please note that a patron may be charged a lost item fee 0-3 of these ways, so we need to check for all 3) -

      1. The Set cost from the Lost item fee policy, which results in a fee/fine record with a Fee/fine type of Lost item fee. Given that the Lost item processing fee is a "set cost" as well, it is included in this user story, as is charging an overdue fine: new user story is CIRC-716 (BE - Declared lost: renewal (effect on lost item fees) - SET COST)

      The Actual cost of the item, which is used if the Lost item fee policy setting Actual cost is turned on. After the actual cost is determined, the Fee/Fine Owner will enter a manual charge for the patron, creating a fee/fine record with a Fee/fine type that exists in the Manual charges table. The Fee/fine owner may be using a Fee/fine type that is "Shared" by all Fee/fine owners_or one that exists for just that _Fee/fine owner -

      2. Read the Manual charges table for the Fee/fine owner in the fee/fine record to locate the Fee/fine type to Use for Actual Cost (e.g. Lost item fee for actual cost, Lost item fee - actual cost, Actual cost of lost item): new user story is CIRC-727 (BE - Declared lost: renewal (effect on lost item fees) - SHARED ACTUAL COST)

      3. Read the Manual Charges for the “Shared” Fee/fine owner in the fee/fine record to locate the Fee/fine type to Use for Actual Cost (e.g. Lost item fee for actual cost, Lost item fee - actual cost, Actual cost of lost item): new user story is CIRC-728 (BE - Declared lost: renewal (effect on lost item fees) - FF OWNER ACTUAL COST)

      Scenarios

      DETERMINE IF LOST ITEM PROCESSING FEE AND/OR LOST ITEM FEE SHOULD BE CANCELLED AND/OR REFUNDED

      1. Scenario
        • Given an item with the status Declared lost, and a Lost Item Fee Policy for that item with If lost item returned, remove lost item processing fee set to "Yes" and Charge amount for item set to "Actual cost"
        • When that item is renewed on or before No fees/fines shall be refunded if a lost item is returned more than <interval from Lost Item Fee Policy> late
        • Then:
          • Lost item processing fee needs to be cancelled and/or refunded (go to CANCEL/REFUND LOST ITEM PROCESSING FEE)
          • Lost item fee needs to be cancelled and/or refunded (go to CANCEL/REFUND LOST ITEM FEE)
      2. Scenario
        • Given an item with the status Declared lost, and a Lost Item Fee Policy for that item with If lost item returned, remove lost item processing fee set to "Yes" and Charge amount for item set to "Actual cost"
        • When that item is renewed after No fees/fines shall be refunded if a lost item is returned more than <interval from Lost Item Fee Policy> late
        • Then:
          • Lost item processing fee remains
          • Lost item fee remains
      3. Scenario
        • Given an item with the status Declared lost, and a Lost Item Fee Policy for that item with If lost item returned, remove lost item processing fee set to "No" and Charge amount for item set to "Actual cost"
        • When that item is renewed on or before No fees/fines shall be refunded if a lost item is returned more than <interval from Lost Item Fee Policy> late
        • Then:
          • Lost item processing fee remains
          • Lost item fee needs to be cancelled and/or refunded (go to CANCEL/REFUND LOST ITEM FEE)
      4. Scenario
        • Given an item with the status Declared lost, and a Lost Item Fee Policy for that item with If lost item returned, remove lost item processing fee set to "No" and Charge amount for item set to "Actual cost"
        • When that item is renewed after No fees/fines shall be refunded if a lost item is returned more than <interval from Lost Item Fee Policy> late
        • Then:
          • Lost item processing fee remains
          • Lost item fee remains

      Now let's see if the patron should be charged an overdue fine (continue on to DETERMINE IF OVERDUE FINE SHOULD BE CHARGED)

      DETERMINE IF OVERDUE FINE SHOULD BE CHARGED

      1. Scenario
        • Given an item with the status Declared lost, and a Lost Item Fee Policy for that item with radio button set to "If lost item returned or renewed: Charge overdues based on returned date up to maximum (if applicable)"
        • When that item is renewed
        • Then:
          • Charge overdue fine by calling module created by CIRC-524 (this module is also called by the check in process and regular renewals to calculate overdue fines)
      2. Scenario
        • Given an item with the status Declared lost, and a Lost Item Fee Policy for that item with radio button set to "If lost item returned or renewed: Do not charge overdues"
        • When that item is renewed
        • Then:
          • Do not charge overdue fines

      CANCEL/REFUND LOST ITEM PROCESSING FEE
      Important note: PO thought that CIRC-716 would take care of cancelling and refunding the lost item processing fee for ACTUAL COST renewals, like the return process does, but it doesn't appear to do so. That is why the PO has added that process here.

      1. Verify that the patron was actually charged a Lost item processing fee for this item. (If not, there is no need to continue.) For the loaned item, check for an associated fee/fine record (there can be more than one for a loaned item) with a Fee/fine type of Lost item processing fee.
      2. Has the fee already been cancelled by the library? (If so, no need to continue.) For the fee/fine record in the step above, check for an Action of "Cancelled as error" (there can be more than one Action per fee/fine).
      3. If the patron was billed a fee that has not been cancelled, how much was the patron billed? This is the Billed amount in the fee/fine record.
      4. Was any of the fee waived by the library? How much was waived? Remember, there can be partial waives! (If all of the fee was waived, there is no need to continue. If only part of the fee was waived, then continue on.) Check for one or more Actions of "Waived partially" and "Waived fully." This is the part the patron did not pay.
      5. Was any of the fee paid by the patron? If so, how much? Remember, there can be partial payments! Check for one or more Actions of "Paid partially" and "Paid fully." This is the part the patron did pay.
      6. Was any of the fee transferred by the system? If so, how much? Remember, there can be partial transfers! Check for one or more Actions of "Transferred partially" and "Transferred fully." This is the part that was transferred and the patron may have paid.
      7. If the fee/fine wasn't totally waived, paid, transferred and/or cancelled create a new fee/fine Action record for the cancellation of what is left. The amount should equal Remaining amount on the Fee/Fine Details page. (The PO is using the field names that appear on the Fee/Fine Details page (see attached file FF-Details-Cancellaton.jpg) because she doesn't know the real names.):
        • Action date should include current system date and time
        • Action should be set to "Cancelled item returned"
        • Amount should be set to the amount of the fee that has not been waived, paid or transferred already
        • Transaction information will be blank
        • Created at should be set to service point where the renewal was entered
        • Source should identify the library staff member who did the renewal
        • Additional information will be blank
      8. If the patron paid part or all of the fee, create two new fee/fine Action records for the refund, one for the credit and one for the refund (see attached mock-up FF-Details-refunds-Steps.jpg for more information.) What we call "action" records are what is shown in the table section of the Fee/Fine Details page (see attached mock-up FF-Details-Refunds.jpg). PO is not sure of actual field names, but is using Fee/Fine Detail field names instead. (Because of how refunds are manually processed, you must created two refund "action" records if part of the fee/fine was paid by the patron and part was transferred (this still counts as one refund to the user)):
        • CREDIT ACTION RECORD (see attached example FF-Details-Refunds.jpg)
          • Action date should include system date and time of credit (this is what will be used to add this transaction to the report)
          • Action should be set to "Credited fully"
          • Amount should be set to the amount of this particular fee/fine that is to be credited (this is how much was paid by the patron: see steps above)
          • Balance of fee/fine should have credited amount subtracted from it
          • Transaction information should be set to "Refund to patron"
          • Created at should be set to service point where the renewal was entered
          • Source should identify the library staff member who did the renewal
          • Refund reason should be set to "Lost item found" (Refund reason appears in "Action" column as Credited Fully-Lost item found or Refunded Credited-Lost item found)
          • Additional information will be blocked
        • REFUND ACTION RECORD (see attached example FF-Details-Refunds.jpg)
          • Action date should include system date and time of refund (this is what will be used to add this transaction to the report)
          • Action should be set to "Refunded fully"
          • Amount should be set to the amount of this particular fee/fine that is to be refunded (this is how much was paid by the patron: see steps 5 and 6 above)
          • Balance of fee/fine should have refunded amount subtracted from it
          • Transaction information should be set to "Refunded to patron"
          • Created at should be set to service point where the renewal was entered
          • Source should identify the library staff member who did the renewal
          • Refund reason should be set to "Lost item found" (Refund reason appears in "Action" column as Refunded Fully-Lost item found or Refunded Partially-Lost item found)
          • Additional information will be blank
      9. If the library has transferred part or all of the fee, create two new fee/fine Action records for the refund, one for the credit and one for the refund, as you did with the payments above (Once again PO is using the field names that appear on the Fee/Fine Details page (see attached file (see attached example FF-Details-Refunds.jpg)) because she doesn't know the real names):
        • CREDIT ACTION RECORD (see attached example FF-Details-Refunds.jpg)
          • Action date should include system date and time of credit (this is what will be used to add this transaction to the report)
          • Action should be set to "Credited fully"
          • Amount should be set to the amount of this particular fee/fine that is to be credited (this is how much was transferred by the library: see steps above)
          • Balance of fee/fine should have credited amount subtracted from it
          • Transaction information should be set to "Refund to <Transfer account>"
          • Created at should be set to service point where the renewal was entered
          • Source should identify the library staff member who did the renewal
          • Refund reason should be set to "Lost item found" (Refund reason appears in "Action" column as Credited Fully-Lost item found or Refunded Credited-Lost item found)
          • Additional information will be blocked
        • REFUND ACTION RECORD (see attached example FF-Details-Refunds.jpg)
          • Action date should include system date and time of refund (this is what will be used to add this transaction to the report)
          • Action should be set to "Refunded fully"
          • Amount should be set to the amount of this particular fee/fine that is to be refunded (this is how much was transferred by the library: see steps above)
          • Balance of fee/fine should have refunded amount subtracted from it
          • Transaction information should be set to "Refunded to <Transfer account>"
          • Created at should be set to service point where the renewal was entered
          • Source should identify the library staff member who did the renewal
          • Refund reason should be set to "Lost item found" (Refund reason appears in "Action" column as Refunded Fully-Lost item found or Refunded Partially-Lost item found)
          • Additional information will be blank

      CANCEL/REFUND LOST ITEM FEE
      (Note: The section in green below is what differs from the same section in CIRC-716 and CIRC-728.)

      1. If the patron was not charged a Fee/fine owner specific lost item fee for the actual amount for this item (see CIRC-730) they may have been charged a "Shared" Fee/fine owner lost item fee. (If not, there is no need to continue.) To find out, you must access the the Manual charges table for the purpose of locating the the Use for actual cost setting for Fee/fine owner "Shared". If the setting is blank, there is no need to continue. Otherwise, it will contain the value of the Fee/fine type used by the "Shared" Fee/fine owner for charging the actual cost. See if the patron has a fee/fine record associated with the loaned item that has that Fee/fine type.
      2. Has the fee already been cancelled by the library? (If so, no need to continue.) For the fee/fine record in the step above, check for an Action of "Cancelled as error" (there can be more than one Action per fee/fine).
      3. Has the fee already been cancelled by the library? (If so, no need to continue.) For the fee/fine record in the step above, check for an Action of "Cancelled as error" (there can be more than one Action per fee/fine).
      4. If the patron was billed a fee that has not been cancelled, how much was the patron billed? This is the Billed amount in the fee/fine record.
      5. Was any of the fee waived by the library? How much was waived? Remember, there can be partial waives! (If all of the fee was waived, there is no need to continue. If only part of the fee was waived, then continue on.) Check for one or more Actions of "Waived partially" and "Waived fully." This is the part the patron did not pay.
      6. Was any of the fee paid by the patron? If so, how much? Remember, there can be partial payments! Check for one or more Actions of "Paid partially" and "Paid fully." This is the part the patron did pay.
      7. Was any of the fee transferred by the system? If so, how much? Remember, there can be partial transfers! Check for one or more Actions of "Transferred partially" and "Transferred fully." This is the part that was transferred and the patron may have paid.
      8. If the fee/fine wasn't totally waived, paid, transferred and/or cancelled, create a new fee/fine Action record for the cancellation of what is left. The amount should equal Remaining amount on the Fee/Fine Details page. (The PO is using the field names that appear on the Fee/Fine Details page (see attached file FF-Details-Cancellaton.jpg) because she doesn't know the real names.):
        • Action date should include current system date and time
        • Action should be set to "Cancelled item returned"
        • Amount should be set to the amount of the fee that has not been waived, paid or transferred already
        • Transaction information will be blank
        • Created at should be set to service point where the renewal was entered
        • Source should identify the library staff member who did the renewal
        • Additional information will be blank
      9. If the patron paid part or all of the fee, create two new fee/fine Action records for the refund, one for the credit and one for the refund (see attached mock-up FF-Details-Example-Steps.jpg for more information.) What we call "action" records are what is shown in the table section of the Fee/Fine Details page (see attached mock-up FF-Details-Refunds.jpg). PO is not sure of actual field names, but is using Fee/Fine Detail field names instead. (Because of how refunds are manually processed, you must created two refund "action" records if part of the fee/fine was paid by the patron and part was transferred (this still counts as one refund to the user)):
        • CREDIT ACTION RECORD (see attached example FF-Details-Refunds.jpg)
          • Action date should include system date and time of credit (this is what will be used to add this transaction to the report)
          • Action should be set to "Credited fully"
          • Amount should be set to the amount of this particular fee/fine that is to be credited (this is how much was paid by the patron: see steps above)
          • Balance of fee/fine should have credited amount subtracted from it
          • Transaction information should be set to "Refund to patron"
          • Created at should be set to service point where the renewal was entered
          • Source should identify the library staff member who did the renewal
          • Refund reason should be set to "Lost item found" (Refund reason appears in "Action" column as Credited Fully-Lost item found or Refunded Credited-Lost item found)
          • Additional information will be blocked
        • REFUND ACTION RECORD (see attached example FF-Details-Refunds.jpg)
          • Action date should include system date and time of refund (this is what will be used to add this transaction to the report)
          • Action should be set to "Refunded fully"
          • Amount should be set to the amount of this particular fee/fine that is to be refunded (this is how much was paid by the patron: see steps 5 and 6 above)
          • Balance of fee/fine should have refunded amount subtracted from it
          • Transaction information should be set to "Refunded to patron"
          • Created at should be set to service point where the renewal was entered
          • Source should identify the library staff member who did the renewal
          • Refund reason should be set to "Lost item found" (Refund reason appears in "Action" column as Refunded Fully-Lost item found or Refunded Partially-Lost item found)
          • Additional information will be blank
      10. If the library has transferred part or all of the fee, create two new fee/fine Action records for the refund, one for the credit and one for the refund, as you did with the payments above (Once again PO is using the field names that appear on the Fee/Fine Details page (see attached file (see attached example FF-Details-Refunds.jpg)) because she doesn't know the real names):
        • CREDIT ACTION RECORD (see attached example FF-Details-Refunds.jpg)
          • Action date should include system date and time of credit (this is what will be used to add this transaction to the report)
          • Action should be set to "Credited fully"
          • Amount should be set to the amount of this particular fee/fine that is to be credited (this is how much was transferred by the library: see steps above)
          • Balance of fee/fine should have credited amount subtracted from it
          • Transaction information should be set to "Refund to <Transfer account>"
          • Created at should be set to service point where the renewal was entered
          • Source should identify the library staff member who did the renewal
          • Refund reason should be set to "Lost item found" (Refund reason appears in "Action" column as Credited Fully-Lost item found or Refunded Credited-Lost item found)
          • Additional information will be blocked
        • REFUND ACTION RECORD (see attached example FF-Details-Refunds.jpg)
          • Action date should include system date and time of refund (this is what will be used to add this transaction to the report)
          • Action should be set to "Refunded fully"
          • Amount should be set to the amount of this particular fee/fine that is to be refunded (this is how much was transferred by the library: see steps above)
          • Balance of fee/fine should have refunded amount subtracted from it
          • Transaction information should be set to "Refunded to <Transfer account>"
          • Created at should be set to service point where the renewal was entered
          • Source should identify the library staff member who did the renewal
          • Refund reason should be set to "Lost item found" (Refund reason appears in "Action" column as Refunded Fully-Lost item found or Refunded Partially-Lost item found)
          • Additional information will be blank

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                Unassigned Unassigned
                Reporter:
                ecboettcher Emma Boettcher
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