Aged to lost: Automatically age overdue items to lost - SET COST

GENERAL INFORMATION

• See attached flow chart Aged2Lost.jpg for overview
• This is a batch process that will run daily at a time set by the institution
• This process will create fee/fine records for Lost item processing fee and/or Lost item fee
• Aged to Lost settings are located at Settings>Circulation>Lost item fee policies (see attached screen print Lost-Item-Policy.JPG)
  • Patron billed after aged to lost : Should the patron be billed now or just notified now? There will be an interval provided.
  • Charge lost item processing fee if item aged to lost by system : Should patron be charged the lost item processing fee?
  • Charge amount for item : Should actual cost be charged or is a default set cost provided?
• Two new fields have been added to the Loan Record for the aged to lost process - created by user story CIRCSTORE-199
  • lostItemHasBeenBilled will be used to indicate if the aged to lost fee has been billed (for use where delayed billing is set up)
  • dateLostItemShouldBeBilled will be used to indicate when the aged to lost fee should be billed (for use where delayed billing is set up)

IMPORTANT NOTE

Fee/Fine Types "Lost item fee" and "Lost item processing fee" exist in the Manual Charges table (at Settings>Users>Fee/Fine: Manual Charges) with the new Manual/Automated Flag set to "automated." "Overdue fine" Fee/Fine Type was added first, under the direction of Vega team member Oleksandr Kurash, so please contact him for for more information.

AGED TO LOST PROCESSING

PART A: Determine if it is time to bill items already set to aged to lost, where institution is using delayed billing

1. Scenario
   Given Item Status = 'Aged to lost' and Loan Record field lostItemHasBeenBilled = "false"
   When Loan Record field dateLostItemShouldBeBilled > System Date
   Then:
   Do no further aged to lost processing for item
2. Scenario
   Given Item Status = 'Aged to lost' and Loan Record field lostItemHasBeenBilled = "false"
   When Loan Record field dateLostItemShouldBeBilled <= System Date and Lost item fee policy set to use Actual cost
   Then:
   Do no further aged to lost processing for item
   (Note: UIU-1500 will take care of changing the status of this item and closing the loan)
3. Scenario
   Given Item Status = 'Aged to lost' and Loan Record field lostItemHasBeenBilled = "false"
   When Loan Record field dateLostItemShouldBeBilled <= System Date, Lost item fee policy Set cost = 0 or blank and Charge lost item processing fee if item aged to lost by system = No
   Then:
   Set lostItemHasBeenBilled to "true"
   Set dateLostItemShouldBeBilled to blank
   Do no further aged to lost processing for item
4. Scenario
   Given Item Status = 'Aged to lost' and Loan Record field lostItemHasBeenBilled = "false"
   When Loan Record field dateLostItemShouldBeBilled <= System Date, Lost item fee policy Set cost = 0 or blank and Charge lost item processing fee if item aged to lost by system = Yes
   Then:
   Set lostItemHasBeenBilled to "true"
   Set dateLostItemShouldBeBilled to blank
   Create fee/fine record for Lost item processing fee
5. Scenario
   Given Item Status = 'Aged to lost' and Loan Record field lostItemHasBeenBilled = "false"
   When Loan Record field dateLostItemShouldBeBilled <= System Date, Lost item fee policy Set cost > 0 and Charge lost item processing fee if item aged to lost by system = No
   Then:
   Set lostItemHasBeenBilled to "true"
   Set dateLostItemShouldBeBilled to blank
   Create fee/fine record for Lost item fee
6. Scenario
   Given Item Status = 'Aged to lost' and Loan Record field lostItemHasBeenBilled = "false"
   When Loan Record field dateLostItemShouldBeBilled <= System Date, Lost item fee policy Set cost > 0 and Charge lost item processing fee if item aged to lost by system = Yes
   Then:
   Set lostItemHasBeenBilled to "true"
   Set dateLostItemShouldBeBilled to blank
   Create fee/fine record for Lost item fee
   Create fee/fine record for Lost item processing fee

PART B: Determine which loaned items should be marked as aged to lost now and when they should be billed

1. Scenario
   Given Item Status NOT = 'Aged to lost'
   When item claimed returned
   Then:
   Do no further aged to lost processing for item
2. Scenario
   Given Item Status NOT = 'Aged to lost'
   When item NOT claimed returned and Items aged to lost after overdue interval (see Lost Item Fee policy) = 0 or blank
   Then:
   Do no further aged to lost processing for item
3. Scenario
   Given Item Status NOT = 'Aged to lost'
   When item NOT claimed returned, Items aged to lost after overdue interval > 0, and System date is NOT Items aged to lost after overdue interval (see Lost Item Fee policy) from item due date
   Then:
   Do no further aged to lost processing for item
4. Scenario
   Given Item Status NOT = 'Aged to lost'
   When item NOT claimed returned, Items aged to lost after overdue interval > 0, System date is Items aged to lost after overdue interval (see Lost Item Fee policy) from item due date and Lost item fee policy set to use Actual cost
   Then:
   Do no further aged to lost processing for item
5. Scenario
   Given Item Status NOT = 'Aged to lost'
   When item NOT claimed returned, Items aged to lost after overdue interval > 0, System date is Items aged to lost after overdue interval (see Lost Item Fee policy) from item due date, Patron billed after aged to lost interval = 0 or blank, Lost item fee policy Set cost = 0 or blank and Charge lost item processing fee if item aged to lost by system = No
   Then:
   Set Item status to 'Aged to lost'
   (Note: UIU-1500 will take care of changing the status of this item and closing the loan)
6. Scenario
   Given Item Status NOT = 'Aged to lost'
   When item NOT claimed returned, Items aged to lost after overdue interval > 0, System date is Items aged to lost after overdue interval (see Lost Item Fee policy) from item due date, Patron billed after aged to lost interval = 0 or blank, Lost item fee policy Set cost = 0 or blank and Charge lost item processing fee if item aged to lost by system = Yes
   Then:
   Set Item status to 'Aged to lost'
   Create fee/fine record for Lost item processing fee
7. Scenario
   Given Item Status NOT = 'Aged to lost'
   When item NOT claimed returned, Items aged to lost after overdue interval > 0, System date is Items aged to lost after overdue interval (see Lost Item Fee policy) from item due date, Patron billed after aged to lost interval = 0 or blank, Lost item fee policy Set cost > 0 and Charge lost item processing fee if item aged to lost by system = No
   Then:
   Set Item status to 'Aged to lost'
   Create fee/fine record for Lost item fee
8. Scenario
   Given Item Status NOT = 'Aged to lost'
   When item NOT claimed returned, Items aged to lost after overdue interval > 0, System date is Items aged to lost after overdue interval (see Lost Item Fee policy) from item due date, Patron billed after aged to lost interval = 0 or blank, Lost item fee policy Set cost > 0 and Charge lost item processing fee if item aged to lost by system = Yes
   Then:
   Set Item status to 'Aged to lost'
   Create fee/fine record for Lost item fee
   Create fee/fine record for Lost item processing fee
9. Scenario
   Given Item Status NOT = 'Aged to lost'
   When item NOT claimed returned, Items aged to lost after overdue interval > 0, System date is Items aged to lost after overdue interval (see Lost Item Fee policy) from item due date, Patron billed after aged to lost interval > 0, Lost item fee policy Set cost = 0 or blank and Charge lost item processing fee if item aged to lost by system = No
   Then:
   Set Item status to 'Aged to lost'
   Set flag lostItemHasBeenBilled = "false"
   Set dateLostItemShouldBeBilled = calculated date based on Patron billed after aged to lost interval
10. Scenario
    Given Item Status NOT = 'Aged to lost'
    When item NOT claimed returned, Items aged to lost after overdue interval > 0, System date is Items aged to lost after overdue interval (see Lost Item Fee policy) from item due date, Patron billed after aged to lost interval > 0, Lost item fee policy Set cost = 0 or blank and Charge lost item processing fee if item aged to lost by system = Yes
    Then:
    Set Item status to 'Aged to lost'
    Set flag lostItemHasBeenBilled = "false"
    Set dateLostItemShouldBeBilled = calculated date based on Patron billed after aged to lost interval
11. Scenario
    Given Item Status NOT = 'Aged to lost'
    When item NOT claimed returned, Items aged to lost after overdue interval > 0, System date is Items aged to lost after overdue interval (see Lost Item Fee policy) from item due date, Patron billed after aged to lost interval > 0, Lost item fee policy Set cost > 0 and Charge lost item processing fee if item aged to lost by system = No
    Then:
    Set Item status to 'Aged to lost'
    Set flag lostItemHasBeenBilled = "false"
    Set dateLostItemShouldBeBilled = calculated date based on Patron billed after aged to lost interval
12. Scenario
    Given Item Status NOT = 'Aged to lost'
    When item NOT claimed returned, Items aged to lost after overdue interval > 0, System date is Items aged to lost after overdue interval (see Lost Item Fee policy) from item due date, Patron billed after aged to lost interval > 0, Lost item fee policy Set cost > 0 and Charge lost item processing fee if item aged to lost by system = Yes
    Then:
    Set Item status to 'Aged to lost'
    Set flag lostItemHasBeenBilled = "false"
    Set dateLostItemShouldBeBilled = calculated date based on Patron billed after aged to lost interval

Create fee/fine record for Lost item fee

• Fee/fine type = "Lost item fee"
• Fee/fine owner = Use Barcode to locate Item Record; Use Holdings Location: Permanent location from Item Record to find Primary service point within Settings>Tenant>Service Points; Use Service Point in Settings>Users>Fee/Fine: Owners to find associated Fee/fine owner
• Billed date = System date and time
• Billed amount = Charge amount for item
• Remaining amount = Charge amount for item
• Payment status = "Outstanding"
• Loan details = link to loan record
• Overdue policy = Overdue fine policy link from Loan record
• Lost item policy = Lost item fee policy link from Loan record
• Action date = System date and time
• Action = "Lost item fee"
• Amount = Charge amount for item
• Balance = Charge amount for item
• Transaction information = blank
• Created at = "-"
• Source should be "System"
• Additional information = blank

Create fee/fine record for Lost item processing fee

• Fee/fine type = "Lost item processing fee"
• Fee/fine owner = Use Barcode to locate Item Record; Use Holdings Location: Permanent location from Item Record to find Primary service point within Settings>Tenant>Service Points; Use Service Point in Settings>Users>Fee/Fine: Owners to find associated Fee/fine owner
• Billed date = System date and time
• Billed amount = Lost item processing fee
• Remaining amount = Lost item processing fee
• Payment status = "Outstanding"
• Loan details = link to loan record
• Overdue policy = Overdue fine policy link from Loan record
• Lost item policy = Lost item fee policy link from Loan record
• Action date = System date and time
• Action = "Lost item processing fee"
• Amount = Lost item processing fee
• Balance = Lost item processing fee
• Transaction information = blank
• Created at = "-"
• Source = "System"
• Additional information = blank

Open Issues:

• What should happen if Fee/Fine Owner not found will be addressed by UXPROD-2278
• Patron notices will be addressed by UXPROD-2165