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LostAndDamagedItemsPayment

Page history last edited by Josh Pearl 14 years, 3 months ago

Billing and Paying for Lost and Damaged Items:

 

There are two steps to taking care of Lost and Damaged items: billing the patron account & collecting payment/clearing the account. However, there are differences in how to take care of Lost vs. Damaged.

 

Billing a patron’s account:

  • Look up the title on amazon.com to get the book price
    • Only use the Amazon price if it is for a "new" copy directly from Amazon (not one of the "new and used" books from Marketplace sellers).
  • Click on the “Mark Item Lost” icon (this is for both LAP & DAP items)
    • DO NOT use the "Bill User" icon for this
  • Type in the title, or select “current copy” (if applicable) and click OK
  • Before you type in the book price and processing fee ($5.00 for all items), double check that the correct book and patron are displayed in the window
  • If everything is correct, type in the prices and click on “Pay Later”
  • The receipt printer may now print a bill, but doesn’t cut the tape; press the “feed” button, tear off the receipt, and shred
  • If this is a Damaged item, put a COMMENT on the billed patron's record in Sirsi with this info:
    • "Billed for damaged item"
    • The title of the item
    • The date
    • Your initials
    • The amount of the bill
    • Example of note: "Billed for damaged item $12.98 - Sound of Music -11/2/08 JP"
  • Go to "Display User" and pull up the user's record afresh. Check the bill was placed on the patron's account correctly.

 

Collecting payment/clearing the account:

  • Look up the patron’s account by name or card number
  • Click on the “Bills” tab to display any outstanding bills—the item(s) should be listed here with its price instead of under “Checkouts”
  • Click on “Pay Bills”
  • You will have the option to make payments toward the total bill, or for each individual item—use your discretion as to which blank to use, but the first one is most often applicable.
  • Put in the amount paid, the method of payment, check your work, and hit OK.
  • When finished, a receipt will print out. and options will pop up, including "OK" and "Review Payment". The receipt that prints is for the patron.
  • Although the computer prints a receipt for the patron, the library also needs to keep track of the payment in the Lost Item receipt folder (a blue folder by the printer as of 12/09) if it is for a Lost item (not for a damaged item). Use the "Review Payment" option to show a screen with the information about the payment. Use the Print button in Sirsi to print this out (It may pop up in Word, and you'll need to print it from there).
  • Ring up the transaction as "Lost & Damaged Materials" and deposit the money in the cash register.

 

When a Patron wants to pay for Lost Items:

When a patron wants to pay for a lost item, their account will most likely show that the item is still checked out and not display any bills to be paid. Follow the procedures above to bill and clear the account. Also, let the patron know that if they find the lost item within the next 6 months, they can bring it and the receipt in to get a refund on the item price only—we do not refund the processing fee. If a patron returns with the item and the receipt, have them fill out a voucher (found in the Circ master forms folder behind the desk), then give to the Administrative Services Manager.

 

 

When a Patron wants to pay for Damaged Items:

When a patron wants to pay for a damaged item, first check the account. If the patron had been sent a damage letter, the item will be under "Bills" in their account (billed as "lost"), and there will be a comment/note on their account explaining. Follow the procedures above to take payment and then make sure to delete the note on the patron's record. about the bill (do this by clicking “Modify User” and going to the “Extended Info” tab. Click the cursor in the field where the note is, then click the button with the red "X," it is located just above the blank spaces, to delete the note). If the patron brings in a damaged item, follow the procedures above to bill it to them and pay the bill, and give the item with a note to Tech Services for the item to be discarded.

 

NOTE: IF A PATRON WANTS TO REPLACE A LOST OR DAMAGED ITEM RATHER THAN PAYING, THEY NEED TO DISCUSS THIS OPTION WITH THE PERSON IN CHARGE OF THE APPROPRIATE COLLECTION (Juv, YA or Adult) BEFORE THEY PURCHASE THE REPLACEMENT. IF THE REPLACEMENT IS APPROVED, WE STILL CHARGE THE $5.00 FOR PROCESSING.

 

ALSO, PLEASE REFER TO THE DAMAGED ITEM GUIDELINES FOR ASSESSING DAMAGE THAT WE WILL CHARGE PATRON AND FOR REPLACEMENT PROCEDURES.

 

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