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  1. mod-circulation
  2. CIRC-729

BE - Declared lost item: check in (effect on fines/fees) - SHARED ACTUAL COST

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    • Development Team:
      Prokopovych

      Description

      This is a clone of Declared Lost SET COST story CIRC-717 and ACTUAL COST - FF OWNER story CIRC-730.

      Background

      Holly was asked to split user story CIRC-717 (Backend: Declared lost: check in (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-717 (BE - Declared lost: check-in (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-729 (BE - Declared lost: check in (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-730 (BE - Declared lost: check in (effect on lost item fees) - FF OWNER ACTUAL COST)

      Scenarios

      DETERMINE IF A FEE/FINE OWNER ACTUAL COST 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 "Charge amount for item" set to Actual cost, and a lost item fee policy for that item with "No fees/fines shall be refunded if a lost item is returned more than X <intervals> late" with X not > 0
        • When that item is checked in
        • Then:
          • Go to CANCEL/REFUND LOST ITEM FEE
              • # Scenario
        • Given an item with the status Declared lost, and a lost item fee policy for that item with "Charge amount for item" set to Actual cost, and a lost item fee policy for that item with "No fees/fines shall be refunded if a lost item is returned more than X <intervals> late" with X > 0
        • When that item is checked in
        • Then:
          • Calculate number of intervals (e.g. 6 months) between when item was declared lost and today's date
            • If calculated number of intervals > "No fees/fines shall be refunded if a lost item is returned more than X <intervals> late"
              • No fees/fines are removed or refunds processed
            • Else
              • Go to CANCEL/REFUND LOST ITEM FEE

      CANCEL/REFUND LOST ITEM FEE
      (Note: The refunding of the lost item processing fee when an item using ACTUAL COST is returned has already been coded. What differs between the ACTUAL COST - FF OWNER and ACTUAL COST - SHARED OWNER stories is in green text below.)

      • 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.
      • If fee/fine record for Fee/fine type is not found
        • Do nothing further with the lost item fee
      • Else
        • Continue on
      • If the fee wasn't totally waived, paid, transferred and/or cancelled already (i.e. there is a Remaining amount), you must cancel what is left by creating a fee/fine "action" record for the lost item fee that is a CANCELLATION of the remaining lost item fee (see attachment FF-Details-Cancellation.jpg)
        • Action in fee/fine detail record will be "Cancelled item returned"
        • Amount in fee/fine detail record will be billed amount minus any waived, paid, transferred and/or cancelled amounts (look for action records with Action starting with "Waive", "Paid", "Transferred" and "Cancel") and subtract that amount from billed amount
        • Create at in fee/fine detail record will be service point where item was returned
        • Source in fee/fine detail record will be name of staff member logged in
        • PO doesn't want to give details for building the fee/fine "action" record here, in case they conflict with what is actually being done (there are many examples in FOLIO for building the "action" record)
      • If patron has paid part or all of the lost item fee, and has not already been given a refund, a partial/full refund must be initiated. The refund to the patron would include the sum of all Amounts for "Paid" Actions (see attachment FF-Details-Refund.jpg).
        • Create a fee/fine Action record for this lost item fee that is a CREDIT of the amount the patron has paid on the lost item fee
          • Action in fee/fine detail record will be "Credited fully"
          • Amount in fee/fine detail record will be "Paid" Action amounts (could be 0 to many) added up (if there are 0, the Action record should NOT be created)
          • Create at in fee/fine detail record will be service point where item was returned
          • Source in fee/fine detail record will be name of staff member logged in
          • Refund reason in fee/fine detail record will be "Lost item found" (Refund reason appears in "Action" column as "Credited fully-Lost item found")
          • Transaction information in fee/fine detail record will be "Refund to patron"
          • PO doesn't want to give details for building the fee/fine "action" record here, in case they conflict with what is actually being done (there are many examples in FOLIO for building the "action" record)
        • Create a fee/fine Action record for this lost item fee that is a REFUND of the amount the patron has paid on the lost item fee
          • Action in fee/fine detail record will be "Refunded fully"
          • Amount in fee/fine detail record will be "Paid" Action amounts (could be 0 to many) added up (if there are 0, the Action record should NOT be created)
          • Create at in fee/fine detail record will be service point where item was returned
          • Source in fee/fine detail record will be name of staff member logged in
          • Refund reason in fee/fine detail record will be "Lost item found" (Refund reason appears in "Action" column as "Refunded fully-Lost item found")
          • Transaction information in fee/fine detail record will be "Refunded to patron"
          • PO doesn't want to give details for building the fee/fine "action" record here, in case they conflict with what is actually being done (there are many examples in FOLIO for building the "action" record)
      • If patron has had part or all of the lost item fee transferred by the library, and not already had a refund issued for the transfer, a partial/full refund must be initiated. The refund to the patron would include the sum of all Amounts for "Transfer" Actions (see attachment FF-Details-Refund).
        • Create a fee/fine Action record for this lost item fee that is a CREDIT of the amount the patron has transferred on the lost item fee
          • Action in fee/fine detail record will be "Credited fully"
          • Amount in fee/fine detail record will be "Transfer" Action amounts (could be 0 to many) added up (if there are 0, the Action record should NOT be created)
          • Create at in fee/fine detail record will be service point where item was returned
          • Source in fee/fine detail record will be name of staff member logged in
          • Refund reason in fee/fine detail record will be "Lost item found" (Refund reason appears in "Action" column as "Credited fully-Lost item found")
          • Transaction information in fee/fine detail record will be "Refund to <Transfer account>"
          • PO doesn't want to give details for building the fee/fine "action" record here, in case they conflict with what is actually being done (there are many examples in FOLIO for building the "action" record)
        • Create a fee/fine Action record for this lost item fee that is a REFUND of the amount the library has transferred on the lost item fee
          • Action in fee/fine detail record will be "Refunded fully"
          • Amount in fee/fine detail record will be "Transfer" Action amounts (could be 0 to many) added up (if there are 0, the Action record should NOT be created)
          • Create at in fee/fine detail record will be service point where item was returned
          • Source in fee/fine detail record will be name of staff member logged in
          • Refund reason in fee/fine detail record will be "Lost item found" (Refund reason appears in "Action" column as "Refunded fully-Lost item found")
          • Transaction information in fee/fine detail record will be "Refund to patron" when Action record is for paid amounts and "Refund to <Transfer account>" when Action record is for transfer amounts
          • PO doesn't want to give details for building the fee/fine "action" record here, in case they conflict with what is actually being done (there are many examples in FOLIO for building the "action" record)

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                Reporter:
                ecboettcher Emma Boettcher
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