June 2022

Quick Facts

• My MCL uses the term “fees” and Symphony uses the term “bills” for amounts owed on patron accounts. There are different reasons for bills.
• Existing individual bills cannot be altered. They must either be paid or waived, partially paid or waived, or a new bill will have to be created in order to add to the amount.
• Staff cannot reinstate bills with original history details. Bills can be re-added manually.
• Staff can create new bills individually and connect them to specific items, such as an ILL.
• Accidentally cleared bills $5.00 and under do not need to be reinstated, unless the patron insists.

Procedure

Bills are removed from the Bills: Unpaid view once payment is made in full. Partial payments do not show in Bills: Paid because the entire bill is not yet paid.

Payment History can be found in the Bills tab of Display User Wizard.

Staff cannot reinstate bills with original history details. Staff can create new bills one item at a time and connect them to the same items. 

Step 1:

1. Identify one bill to be recreated. 
2. Access the patron's Payment History. 
3. Go to the Bills tab in the Display User Wizard. 
4. At the bottom of the screen select the Bills dropdown and choose "Paid". 
5. Find the bill that needs to be reinstated. 
6. Right click and View Item -- this will put the item in the current item search box shortcut.

Step 2:

7.  Open the Billing a User Wizard, found in the Special group.
8. Fill in the necessary information: 
   1. User ID (shortcut is User Search Helper and Current patron search box), 
   2. Reason for Bill 
      1. Correction: 
         • Accidentally cleared bills that are $5.00 and under do not need to be reinstated, unless the patron insists.
         • The Correction reason should be used to fix staff errors over $5.00.
         • Corrections do not have to be tied to a single item. 
         • One entry with the total amount from several bills is sufficient. 
         • Explain the reason in the bill note. Fill out an over-ring slip.
   3. Amount (from the Payment History line), 
   4. Item ID (Shortcut is Item Search helper and current item search link), if the bill being replaced is for a specific item
   5. Note. Note the reason for the correction, your location and initials, and the date. Example: “Cleared $20.15 by mistake SEL/FG 6/9/2020”