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  1. ui-users
  2. UIU-1621

Claim returned: effect on ACTUAL COST fees for item status Declared Lost

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    • UNAM
    • Nolana R3 2022

    Description

      Note: The code is already in place for SET COST. ACTUAL COST will be handled the same except that the "Lost item fee" will be "Lost item fee (actual cost).

      Old 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).

      Scenarios

      1. Scenario
        • Given an open loan for an item that is Declared lost (Item status = "Declared lost") with Lost Item Fee Policy setting Charge amount for item set to "Actual cost"
        • When the item is claimed returned
        • Then:
          • Go to Suspend existing charges related to being declared lost <== The code for this already exists for SET COST
          • Go to Refund transferred amount if necessary <== The code for this already exists for SET COST
          • Go to Refund paid amount if necessary <== The code for this already exists for SET COST

      Suspend existing charges related to being declared
      May need to "suspend" both the "Lost item processing fee" and the "Lost item fee (actual cost)" or just the "Lost item fee (actual cost)"

      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 fee/fine record field suspendedPaymentStatus to the current value of Payment status
      3. Then set Payment status to "Claim returned"

      Lost item fee (actual cost)

      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 (actual cost)"
      2. If you find one, set the fee/fine record field suspendedPaymentStatus to the current value of Payment status
      3. Then set Payment status to "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 (actual cost)"

      Lost item processing fee

      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" record for the refund: one for the credit and one for the refund:
        • 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 the total amount that was transferred by the library)
          • 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 claimed return 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 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 credited (this is the total amount that was transferred by the library)
          • 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 claimed return 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

      1. Verify that the Lost item fee (actual cost) 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 (actual cost) 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" record for the refund: one for the credit and one for the refund:
        • 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 the total amount that was transferred by the library)
          • 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 claimed return 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 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 credited (this is the total amount that was transferred by the library)
          • 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 claimed return 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 paid amount if necessary
      May need to refund both the "Lost item processing fee" and the "Lost item fee" or just the "Lost item fee (actual cost)"

      Lost item processing fee

      1. Verify that the Lost item processing fee for this item was paid 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 "Paid"
      2. If you find one or more, add up the amounts for the transfers and create two new fee/fine "action" record for the refund: one for the credit and one for the refund:
        • 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 the total amount that was paid by the patron)
          • 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 claimed return 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 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 credited (this is the total amount that was paid by the patron)
          • 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 "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

      1. Verify that the Lost item fee (actual cost) for this item was paid 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 (actual cost) and an "action" containing "Paid"
      2. If you find one or more, add up the amounts for the transfers and create two new fee/fine "action" record for the refund: one for the credit and one for the refund:
        • 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 the total amount that was transferred by the library)
          • 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 claimed return 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 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 credited (this is the total amount that was paid by the patron)
          • 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 claimed return 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

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                yasmine Yasmine Macedo Reza
                ecboettcher Emma Boettcher
                Holly Mistlebauer Holly Mistlebauer
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