Claim returned-1.0: effect on SET COST fees for item status Declared Lost

Notes

1. On May 4, 2020 original user story UIU-1214 was split into SET COST (UIU-1214) and ACTUAL COST (UIU-1621) because SET COST is used most often and easier to implement
2. On May 15, 2020 user story UIU-1214 (Claim returned-1: effect on SET COST fees) was split into two because Aged to Lost is not ready yet-
   • UIU-1214: Claim returned-1: effect on SET COST fees for item status Declared Lost
   • UIU-1645: Claim returned-1: effect on SET COST fees for item status Aged to Lost
3. On July 9, 2020 user story UIU-1621 (Claim returned: effect on ACTUAL COST fees) was split into two because Aged to Lost is not ready yet-
   • UIU-1621: Claim returned: effect on ACTUAL COST fees for item status Declared Lost
   • UIU-1766: Claim returned: effect on ACTUAL COST fees for item status Aged to Lost

Purpose
Patrons may think they have returned items that are still showing as checked out on their account. When this happens, the item is still considered loaned to the patron, but the library will treat the item differently from other items on the patron's account (the item will not be considered overdue, and it will be searched for extensively). A patron should not be charged for an item that they claim they've returned until the library takes further action (described in separate stories).

Important note
We are refunding what has been transferred to the bursar (or other transfer account) so the patron is able to register for classes (or whatever). The rest of the fee/fine is suspended until a claimed returned decision is made.

Scenarios

1. Scenario
   • Given an open loan for an item that is Declared lost (Item status = "Declared lost")
   • When the item is claimed returned
   • Then:
     • Go to Suspend existing charges related to being declared lost
     • Go to Refund transferred amount if necessary

Suspend existing charges related to being declared lost
May need to refund both the "Lost item processing fee" and the "Lost item fee" or just the "Lost item fee"

Lost item processing fee

1. Verify that the patron was actually charged a "Lost item processing fee" for this item. For the claimed returned 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. If you find one, set the set the current payment status to "Suspended claim returned"

Lost item fee

1. Verify that the patron was actually charged a "Lost item fee" for this item. For the claimed returned 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 fee"
2. If you find one, set the set the current payment status to "Suspended claim returned"

Refund transferred amount if necessary
May need to refund both the "Lost item processing fee" and the "Lost item fee" or just the "Lost item fee"

Lost item processing fee <== Changes are in red text

1. Verify that the Lost item processing fee for this item was transferred by searching 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 and an "action" containing "Transferred"
2. If you find one or more, add up the amounts for the transfers and create two new fee/fine "action" records for the refund: one for the credit and one for the refund:
   • CREDIT ACTION RECORD (see attached example Claimed-Returned-Example.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 the total amount that was transferred by the library)
     • Balance of fee/fine should be "-"
     • Transaction information should be set to "Refund to <Transfer account>"
     • Created at should be set to service point where the claimed returned was entered
     • Source should identify the library staff member who did the claimed returned
     • Refund reason should be set to "Claim returned" (Refund reason appears in "Action" column as Credited Fully-Claim returned or Refunded Credited-Claim returned)
     • Additional information will be blank
   • REFUND ACTION RECORD (see attached example Claimed-Returned-Example.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 credited (this is the total amount that was transferred by the library)
     • Balance of fee/fine should have refunded amount added to it
     • Transaction information should be set to "Refunded to <Transfer account>"
     • Created at should be set to service point where the claimed returned was entered
     • Source should identify the library staff member who did the claimed returned
     • Refund reason should be set to "Claim returned" (Refund reason appears in "Action" column as Credited Fully-Claim returned or Refunded Credited-Claim returned)
     • Additional information will be blank

Lost item fee <== Changes are in red text

1. Verify that the Lost item fee for this item was transferred by searching for an associated fee/fine record (there can be more than one for a loaned item) with a Fee/fine type of Lost item fee and an "action" containing "Transferred"
2. If you find one or more, add up the amounts for the transfers and create two new fee/fine "action" records for the refund: one for the credit and one for the refund:
   • CREDIT ACTION RECORD (see attached example Claimed-Returned-Example.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 the total amount that was transferred by the library)
     • Balance of fee/fine should be "-"
     • Transaction information should be set to "Refund to <Transfer account>"
     • Created at should be set to service point where the claimed returned was entered
     • Source should identify the library staff member who did the claimed returned
     • Refund reason should be set to "Claim returned" (Refund reason appears in "Action" column as Credited Fully-Claim returned or Refunded Credited-Claim returned)
     • Additional information will be blank
   • REFUND ACTION RECORD (see attached example Claimed-Returned-Example.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 credited (this is the total amount that was transferred by the library)
     • Balance of fee/fine should have refunded amount added to it
     • Transaction information should be set to "Refunded to <Transfer account>"
     • Created at should be set to service point where the claimed returned was entered
     • Source should identify the library staff member who did the claimed returned
     • Refund reason should be set to "Claim returned" (Refund reason appears in "Action" column as Credited Fully-Claim returned or Refunded Credited-Claim returned)
     • Additional information will be blank