Staff Client Help v7.3 - v8.0
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<meta name="search-keywords" content="circulation, public services, DQ2407050, Polaris user guide" /><title>Collection Processing Reports</title>
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<p class="MCWebHelpFramesetLink MCWebHelpFramesetLinkTop"><a href="../../../Default.htm#PolarisStaffHelp/Patron_Services_Admin/PDPcollect/Collection_Processing_Reports.htm">Open topic with navigation</a>
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<h1><a name="XREF_23374_Processing"></a>Collection Processing Reports</h1>
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<p><a name="kanchor5671"></a><a name="IX_collection_agency_2"></a><a name="kanchor5672"></a><a name="IX_reports_overview"></a>Three reports are created in Polaris and sent to the collection agency. The Submission Report and the Update Report are scheduled to run in overnight batch processing, while the Collection Agency Synchronization Report is run on demand. These reports are ASCII text files that can be imported into Microsoft Excel or another spreadsheet application to format as needed.</p>
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<p class="NoteShade"><b>Important:<br /></b>Collection Agency reports depend on the SQL Server job <b>Polaris_Collection. </b>Before running reports, in SQL Enterprise Manager, check that the SQL Server job <b>Polaris_Collection</b> is scheduled properly and enabled. The schedule should not interfere with other running jobs.</p>
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<ul type="disc">
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<li><a name="kanchor5673"></a><a name="IX_Submission_Report_1"></a><span class="FM_BulletHead">Submission Report</span> - Includes all patrons who have been flagged for collection since the last Submission Report was generated. See <a href="Using_a_Collection_Agency.htm#XREF_19362_Using_a_Collection">Using a Collection Agency</a>. These patrons are not included in subsequent Submission reports unless their patron records are cleared, and they qualify at a later time. The report runs in overnight batch processing on a regular schedule and is transmitted to the collection agency automatically. For more information, <MadCap:conditionalText data-mc-conditions="Primary.Hidden,Primary.Online">see <a href="Set_up_collection_agency_processing.htm#XREF_76604_Configure">Set up collection agency processing</a>.</MadCap:conditionalText> </li>
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<li><a name="kanchor5674"></a><a name="IX_Update_Report_1"></a><span class="FM_BulletHead">Update Report</span> - Includes all patrons whose accounts are in collection and have had any activity (new charge, payment, or waive) at the reporting organization since the last report (Submission or Update) was generated. The report runs in overnight batch processing on a regular schedule and is transmitted to the collection agency automatically. For more information, <MadCap:conditionalText data-mc-conditions="Primary.Hidden,Primary.Online">see <a href="Set_up_collection_agency_processing.htm#XREF_76604_Configure">Set up collection agency processing</a>.</MadCap:conditionalText> </li>
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<p class="NoteShade"><b>Important:<br /></b>To be sure the system reports the recovery of lost items correctly, set the Patron Services parameter <b>Overdues: Billed items set to lost</b> to <b>Yes</b>.</p>
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<ul type="disc">
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<li><a name="kanchor5675"></a><a name="IX_Synchronization_report"></a><a name="XREF_89620_Collection_Agency"></a><span class="FM_BulletHead">Collection Agency Synchronization </span>Report- Summary of all patrons currently reported to the collection agency. It includes each patron’s barcode, name, and the amount due. The Balance Due System is the amount a patron owes to all reporting organizations, and the Balance Due Org is the amount a patron owes to the reporting library. (If the reporting organization is the system, the amounts are the same.) It is possible that the patron may be reported on behalf of more than one library; for example, if the reporting options are set to Item’s Branch. In this case the patron would appear twice in the report, once for each reporting organization, and the Balance Due System is the total amount owed to both organizations. Also, the patron may have an actual account balance greater than the Balance Due System. This would happen if the patron owed additional charges to a third library that did not report to the collection agency. That larger amount, the sum of amounts due to the two reporting libraries and the one that did not report, is not included in the Synchronization Report because it does not impact any collection agency processing. The collection agency may use this report to verify that its records are accurate. You can run this report on demand, at any time. When you run the report, it is automatically transmitted to the collection agency. For more information, <MadCap:conditionalText data-mc-conditions="Primary.Hidden,Primary.Online">see <a href="Generate_the_Collection_Agency_Synchronization.htm#XREF_14366_Generate_the">Generate the Collection Agency Synchronization</a>.</MadCap:conditionalText></li>
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</ul>
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<p>In addition to the three reports intended for the collection agency, formatted reports for library use are available from <b>Utilities</b>, <b>Reports</b> on the Polaris shortcut bar:</p>
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<ul type="disc">
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<li><span class="FM_BulletHead">Collection Agency Summary</span> - Lists all patrons in collection and the amounts they owe.</li>
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<li><span class="FM_BulletHead">Collection Agency Detail</span> - Lists all transactions on accounts submitted to collection within a specified date range. </li>
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</ul>
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<p>For more information about running and printing these reports, <MadCap:conditionalText data-mc-conditions="Primary.Hidden,Primary.Online">see <a href="../../Polaris_Basics/PIfindrec/Doing_a_Keyword_Search.htm#XREF_56667_Patron_Accounting">Patron Financial Reports</a>.</MadCap:conditionalText></p>
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<div id="copyright"><a href="../../../FrontMatter/LegalNotices.htm">© 2025 Innovative (Part of Clarivate)</a><![CDATA[
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<div>Polaris Version <span class="mc-variable III_Variables.VersionNumber variable">7.8</span></div>
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<h1><a name="XREF_14366_Generate_the"></a>Generate the Collection Agency Synchronization Report</h1>
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<p><a name="kanchor4753"></a><a name="IX_running"></a>The Collection Agency Synchronization Report identifies patrons currently reported to the collection agency, with their balances. It is recommended that you run it at least quarterly. To run this report.</p>
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<p class="NoteShade"><b>Important:<br /></b>Collection Agency reports depend on the SQL Server job <b>Polaris_Collection. </b>Before running reports, in SQL Enterprise Manager, check that the SQL Server job <b>Polaris_Collection</b> is scheduled properly and enabled. The schedule should not interfere with other running jobs.</p>
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<ol>
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<li value="1">Select <b>Utilities, Reports and Notices</b> on the Polaris Shortcut Bar (staff client). The Polaris Reports dialog box appears.</li>
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<p class="indent2">
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<img alt="PolReportsDx.gif" style="margin-bottom: 0.000pt;width: 406;height: 232;" id="image4" src="PolReportsDx_406x232.gif" /> </p>
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<li value="2">Expand the <b>Notices</b> folder.</li>
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<li value="3">Select the <b>Collection Agency</b> folder under <b>Notices</b>.</li>
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<li value="4">Double-click <b>Collection Agency Synchronization</b> in the <b>Available Reports</b> list. The Report Parameter Wizard appears.</li>
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<li value="5">Select the organization(s) for which you want to run the report, or select <b>All</b>, and click <b>Submit</b>.</li>
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</ol>
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<p class="NoteShade"><b>Note:<br /></b>The organizations available for selection depend on the setting in the Staff Client profile <b>Report Server</b>. See <a href="../../UI_Ref/PRadmin/Report_Server_Set_Up_Dialog_Box.htm">Report Server Set Up Dialog Box</a>.</p>
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<p class="indent2">The report is created and transmitted to the collection agency according to the Polaris Administration collection agency settings you made for the Submission and Update reports. For information about these settings, see <a href="Set_up_collection_agency_processing.htm#XREF_76604_Configure">Set up collection agency processing</a>.</p>
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<div>Polaris Version <span class="mc-variable III_Variables.VersionNumber variable">7.8</span></div>
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<h1><a name="XREF_60611_Setting"></a>Managing Collection Agency Services</h1>
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<p>Your library may contract with a collection agency to encourage patrons to pay their fines or return borrowed items. Delinquent accounts are reported to the collection agency automatically, and the patron records automatically updated, according to settings you make in Polaris Administration.</p>
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<p class="NoteShade"><b>Note:<br /></b>Innovative Interfaces charges a modest annual site license fee to use the collection agency interface in Polaris. Contact your Site Manager at Innovative Interfaces for additional information.</p>
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<p>If your library uses a second collection agency to collect from patron accounts that were not settled with the first agency, see <MadCap:conditionalText data-mc-conditions="Primary.Hidden,Primary.Online"><a href="../PDPProfRef/Patron_Services_Profiles_Reference.htm">Second Level Collection Agency Management</a>.</MadCap:conditionalText></p>
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<p>See also:</p>
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||||
<ul type="disc">
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<li><a href="Using_a_Collection_Agency.htm#XREF_87761_Using_a_Collection">Using a Collection Agency</a>
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</li>
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<li><a href="Set_up_collection_agency_prerequisites.htm">Set Up Collection Agency Prerequisites</a>
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</li>
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<li><a href="Set_up_collection_agency_processing.htm">Set Up Collection Agency Processing</a>
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</li>
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<li><a href="Collection_Processing_Reports.htm#XREF_23374_Processing">Collection Processing Reports</a>
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<h1><a name="XREF_37933_Set_up_collection"></a>Set Up Collection Agency Prerequisites</h1>
|
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<p><a name="kanchor682"></a><a name="IX_prerequisites"></a><b>To prepare to use collection agency services with Polaris</b>
|
||||
</p>
|
||||
<ol>
|
||||
<li value="1">Enable collection agency processing:</li>
|
||||
<ul>
|
||||
<li>Contact Innovative Interfaces to make the collection agency functionality available in Polaris, and tell Innovative Interfaces which agency you will be using.</li>
|
||||
<li>Set up a contract with the collection agency. Establish a reporting schedule, transmittal method (e-mail or FTP), and destination information for the reports.</li>
|
||||
</ul>
|
||||
<li value="2">If the library will send fine notices to warn delinquent patrons about collection, set up the fine notice (see <a href="../PDPnotices/Fine_Notices.htm#XREF_43049_Setting_Up_Fine">Fine Notices</a>).</li>
|
||||
<p class="NoteShade"><b>Note:<br /></b>This step is not applicable if you use UMS.</p>
|
||||
<li value="3">If the library wants the fine notice and collection communications to go to the guardian of a minor patron, have Innovative Interfaces set up a UDF in Polaris Administration for the guardian barcode (see <a href="Using_a_Collection_Agency.htm#XREF_72561_Reporting_Minors">Reporting Minors</a>).</li>
|
||||
<p class="NoteShade"><b>Note:<br /></b>This step is not applicable if you use UMS.</p>
|
||||
<li value="4">To be sure the system reports the recovery of lost items correctly, set the Patron Services parameter <b>Overdues: Billed items set to lost</b> to <b>Yes</b>.</li>
|
||||
<li value="5">Be sure that the SQL job is set up properly before you start collection agency processing:</li>
|
||||
<ul>
|
||||
<li>In SQL Enterprise Manager, check that the SQL Server job <b>Polaris_Collection</b> is scheduled properly and enabled. The schedule should not interfere with other running jobs.</li>
|
||||
<li>Check that a valid path is set for the SQL Server job <b>Polaris_Collection </b>output file, and that entries are appended into it.</li>
|
||||
</ul>
|
||||
<p class="NoteShade"><b>Note:<br /></b>Innovative Interfaces can assist you with this step. Contact your Polaris Site Manager.</p>
|
||||
</ol>
|
||||
<h4>Related Information</h4>
|
||||
<p>Set collection agency reporting criteria, thresholds, and schedules - See <a href="Set_up_collection_agency_processing.htm#XREF_76604_Configure">Set up collection agency processing</a>.</p>
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<h1><a name="XREF_76604_Configure"></a>Set Up Collection Agency Processing</h1>
|
||||
<p><a name="kanchor3127"></a><a name="IX_setting_up_reporting"></a>You can set up collection agency processing independently at the system, library, and branch levels. This means that individual libraries and branches can choose not to participate in collection services, or they can use different thresholds. It is recommended that your entire library system use a single system-wide setup, but if you need branch-specific settings, you can open the <b>Collection agency options</b> parameter at the system level, set the defaults, and then change them as needed at the branch level. </p>
|
||||
<p class="NoteShade"><b>Note</b>:<br />If your library uses a second collection agency, see <a href="../../Public_Access_Admin/PDOpurchase/Enabling_Online_Book_Purchases.htm">Second Level Collection Agency Management</a>.</p>
|
||||
<p><b>To set up collection agency processing</b>
|
||||
</p>
|
||||
<ol>
|
||||
<li value="1">In the Administration Explorer tree view, select <b>Parameters</b> for the system, and click the <b>Patron Services</b> tab in the details view.</li>
|
||||
<li value="2">Double-click <b>Collection agency options</b>. The Collection Agency Setup dialog box appears. The Control tabbed page is selected.</li>
|
||||
<li value="3">Select <b>Enable collection agency</b>.</li>
|
||||
</ol>
|
||||
<p class="NoteShade"><a name="kanchor3128"></a><a name="IX_turning_off"></a><b>Important: <br /></b>If you clear (uncheck) the <b>Enable collection agency</b> checkbox after reporting has begun, you receive a warning message. If you continue, any collection agency blocks in patron records are cleared but the collection agency fee is not cleared. Then, if you check <b>Enable collection agency</b> again, the patron accounts are put back in collection and duplicate collection fees are placed on their accounts. Anyone who has paid amounts so the balance is under the threshold, but not down to 0.00, is not included. <span class="FM_Emphasis">If you want to stop reporting for a period of time, click </span><b>Stop</b>.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="4">
|
||||
<p>Choose one of the following options:</p>
|
||||
<ul>
|
||||
<li>
|
||||
<p><a name="kanchor3129"></a><a name="IX_reporting_patrons_start"></a>To start using the collection agency function after completing the setup, click <b>Start</b>.</p>
|
||||
<p class="NoteShade"><b>Important:<br /></b>Be sure that the SQL job is set up properly before you set processing to <b>Start</b>. See <a href="Set_up_collection_agency_prerequisites.htm#XREF_37933_Set_up_collection">Set up collection agency prerequisites</a>.</p>
|
||||
</li>
|
||||
<li><a name="kanchor3130"></a><a name="IX_reporting_patrons_stop"></a>To stop collection agency reporting, click <b>Stop</b>. This option does not remove patron accounts from collection; it suspends reporting. (When you are ready to begin, click <b>Start.</b>) </li>
|
||||
</ul>
|
||||
</li>
|
||||
<li value="5">
|
||||
<p>Choose one of the following options in the <b>Reporting Type</b> box:</p>
|
||||
<ul type="disc">
|
||||
<li><b>UMS</b> - Select this option if your collection agency is UMS (Unique Management Services).</li>
|
||||
<li>
|
||||
<p><b>Other</b> - Select this option if you use an agency other than UMS.</p>
|
||||
</li>
|
||||
</ul>
|
||||
<p class="NoteShade"><b>Note:<br /></b>This option controls the automatic reports that Polaris transmits to the collection agency. Innovative Interfaces configures the automatic reports for the appropriate agency.</p>
|
||||
</li>
|
||||
<li value="6">
|
||||
<p>Choose one of the following options in the <b>Reporting Level</b> box:</p>
|
||||
<ul type="disc">
|
||||
<li>Select <b>System</b> if all institutions in the Polaris system use collection services and agree on the same settings. This makes the Collection Agency Setup dialog box unavailable at subordinate levels.</li>
|
||||
<li>Select <b>Library</b> if the settings must be unique for libraries in a consortium. You also use this setting if some libraries do not want to use collection services. This makes the Collection Agency Setup dialog box unavailable at the branch level.</li>
|
||||
<li>Select <b>Branch </b>if the settings must be unique for individual branches. The settings for the system level are the default settings for all branches. You change the settings for each branch at the branch level.</li>
|
||||
</ul>
|
||||
</li>
|
||||
<li value="7">
|
||||
<p>(System level only) Choose one of the following options in the <b>Reporting By</b> box:</p>
|
||||
<ul type="disc">
|
||||
<li><b>Item Branch</b> - Default. Reporting is based on the collection policies of the item’s assigned branch or the branch to which the patron owes money for other types of charges. This setting reports all patrons who owe money to the branch, regardless of the patrons’ registered branches. A patron account may be reported by more than one branch if the patron owes money to more than one.</li>
|
||||
<li>
|
||||
<p><b>Patron Branch</b> - Reporting is based on the collection policies of the patron’s registered branch. The patron account is reported for all sums owed (the amount in the <b>Charges</b> field of the patron account workform). This setting reports only patrons registered at the reporting branch, regardless of which branch the patron owes. A patron account is never reported by more than one branch. If the patron’s registered branch does not use Collection Agency, the patron account is never reported. If the <b>Reporting Level</b> is set to <b>System</b>, all patrons are eligible for reporting. If the <b>Reporting Level</b> is set to <b>Library</b>, all patrons registered at branches linked to a library that has enabled Collection Agency are eligible for reporting.</p>
|
||||
<p class="NoteShade"><b>Important:<br /></b>Reporting by patron's branch will report patrons for the total amount owed to any other branch <span class="FM_Emphasis">only if </span>the reporting level is set to <b>System</b> (see step 6). If the reporting level is set to <b>Branch,</b> then the patrons are only reported for money owed to their own branch, even if they owe money at other branches.</p>
|
||||
</li>
|
||||
<li>
|
||||
<p><b>Loaning branch</b> - Reporting is based on the collection policies of the item’s transacting (check-out) branch. In this case it is possible for a patron to be reported by different branches and incur multiple collection fees if the patron has delinquent fines and fees at several different branches.</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>The <b>Reporting by</b> setting does not affect fine calculation. The governing library for fines determines how the amount is calculated. Nothing prevents a library from calculating fines based on item branch and reporting for collection agency by patron branch. See <a href="Managing_Collection_Agency_Services.htm">Managing Collection Agency Services</a>. Also, if you send fine notices, set the notification library to <b>Patron’s branch</b> to be sure the fine information is consistent with what will be reported to the collection agency. See <a href="../PDPnotices/Fine_Notices.htm#XREF_43049_Setting_Up_Fine">Fine Notices</a>.</p>
|
||||
</li>
|
||||
</ul>
|
||||
</li>
|
||||
<li value="8">
|
||||
<p>Specify how often reports are sent from Polaris to the collection agency by selecting an interval in the following boxes:</p>
|
||||
<ul type="disc">
|
||||
<li><b style="font-style: normal;font-weight: bold;color: #000000;text-decoration: none;letter-spacing: 0.00em;">Submission </b>
|
||||
</li>
|
||||
<li><b style="font-style: normal;font-weight: bold;color: #000000;text-decoration: none;letter-spacing: 0.00em;">Update </b>
|
||||
</li>
|
||||
</ul>
|
||||
<p class="NoteShade"><b>Note:<br /></b>For more information about these reports, see <a href="Collection_Processing_Reports.htm#XREF_23374_Processing">Collection Processing Reports</a>. Check with the collection agency for the best settings to use.</p>
|
||||
</li>
|
||||
<li value="9">
|
||||
<p>Click the <b>Criteria</b> tab to set the criteria by which patron records are sent to collections.</p>
|
||||
<p class="NoteShade"><b>Tip:</b>
|
||||
<br />To include all fines in the total amount required for reporting, specify a cut-off date in the remote past.
|
||||
</p>
|
||||
<ol style="list-style-type: lower-alpha;">
|
||||
<li value="1">
|
||||
<p>Specify a date in the <b>Cut-off date</b> box for a fine to be considered in the delinquent balance. Fines incurred before this date are not considered when calculating the patron’s eligibility for submission to the collection agency. However, if reported, the patron will be reported for all amounts owed. </p>
|
||||
<p>You can type the date in the format shown in the control, or click the down arrow to pick a date from the calendar.</p>
|
||||
</li>
|
||||
<li value="2">
|
||||
<p>Type the number of days in the <b>Fine age (days)</b> box to identify the most recent fine that can be considered in the delinquent balance.</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>If you send fine notices to patrons to warn them that their accounts will be placed in collection, be sure this setting is <span class="FM_Emphasis">greater</span> than the fine age setting for the fine notice. This will ensure that the patron receives the notice before the account is sent to collection. See <a href="../PDPnotices/Fine_Notices.htm#XREF_43049_Setting_Up_Fine">Fine Notices</a>.</p>
|
||||
</li>
|
||||
<li value="3">
|
||||
<p>Type a threshold charge amount in the <b>Min balance</b> box. If a patron’s charges exceed this amount, the patron’s account is considered to be delinquent and is submitted for collection. </p>
|
||||
<p>For example, if you want patron accounts to be submitted with charges of $25 or more, type $24.99.</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>If you send fine notices to patrons to warn them that their accounts will be placed in collection, set this to the <span class="FM_Emphasis">same</span> value as the minimum balance that triggers the fine notice. See <a href="../PDPnotices/Fine_Notices.htm#XREF_43049_Setting_Up_Fine">Fine Notices</a>.</p>
|
||||
</li>
|
||||
<li value="4">
|
||||
<p>(System level only) To send accounts to collection based only on lost item charges (combined replacement and processing fees), select <b>Minimum balance based on item fees only</b>.</p>
|
||||
<p>For details about this option, see <a href="Using_a_Collection_Agency.htm#XREF_22428_Reporting_for_Item">Reporting for Lost Item Charges Only</a>.</p>
|
||||
<p>If selected, this setting affects all calculations to determine if a patron account qualifies for reporting, regardless of the <b>Reporting Level</b> (System, Library, Branch) or <b>Reporting By</b> (Patron Branch, Item Branch, Loaning Branch) settings on the Control tabbed page.</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>When you set the “item fees only” option, calculations for new collection agency submissions from that point on will be affected. Patron accounts reported under previous rules are not affected.</p>
|
||||
</li>
|
||||
<li value="5">To exclude specific categories of patrons, select the categories in the <b>Patron codes to exclude</b> list.</li>
|
||||
<li value="6">
|
||||
<p>To include specific patrons that would otherwise be excluded, click <b>Add</b> to find and select patrons to put in the <b>Patrons to include</b> list.</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>When you manually include patrons for collection, the list is cleared after the patrons have been reported.</p>
|
||||
</li>
|
||||
</ol>
|
||||
</li>
|
||||
<li value="10">
|
||||
<p>Click the <b>Details</b> tab, and enter the balance ranges and their associated collection fees as follows:</p>
|
||||
<ol style="list-style-type: lower-alpha;">
|
||||
<li value="1">Type the beginning amount of the balance range in the first <b>From</b> box.</li>
|
||||
<li value="2">Type the collection fee for the balance range in the first <b>Amt</b> box. The collection fees are automatically added to the balances on the delinquent patron accounts when the collection agency report is submitted.</li>
|
||||
<li value="3">Click <b>Apply</b>. A default end amount for the balance range appears in the <b>To</b> field. </li>
|
||||
<li value="4">To set different fees for other balance ranges, repeat steps a-c. Each <b>To</b> field changes according to the <b>From</b> fields.</li>
|
||||
</ol>
|
||||
<p class="NoteShade"><b>Note:<br /></b>If a patron account has any charge, payment or waive activity after the account is submitted to the collection agency, the patron account is included on the update report, but the collection agency fee is not charged again. The fee is charged only when the account is submitted to the collection agency.</p>
|
||||
</li>
|
||||
<li value="11">
|
||||
<p>To include information on the Submission and Update reports from the user-defined fields in the patron records, select the appropriate checkboxes. Then click <b>Apply</b>.</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>For collection agencies other than UMS, if you want collection agency communications to go to the guardian of a minor patron, select the user-defined field for the guardian’s patron barcode. For more information, see <a href="Using_a_Collection_Agency.htm#XREF_72561_Reporting_Minors">Reporting Minors</a>.</p>
|
||||
</li>
|
||||
</ol>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="12">
|
||||
<p>Click the <b>Output</b> tab.</p>
|
||||
<p>Settings on this tabbed page control transmission methods for the Submission and Update reports. You can transmit reports by e-mail, FTP, or both.</p>
|
||||
<p>
|
||||
<img src="../../../Resources/Images/CollectionAgencySetup.png" alt="" />
|
||||
</p>
|
||||
</li>
|
||||
</ol>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="13">
|
||||
<p>To transmit automatic reports via e-mail to the collection agency and library staff, follow these steps:</p>
|
||||
<ol style="list-style-type: lower-alpha;">
|
||||
<li value="1">Select <b>Send email</b>.</li>
|
||||
<li value="2">
|
||||
<p>Specify the e-mail addresses that should receive the report in the <b>To</b> box.</p>
|
||||
<p class="NoteShade"><b>Note: <br /></b>You can specify multiple <b>To</b> e-mail addresses. Separate them with a semicolon (;). For example, you can send a copy of the report to the collection agency and to a library staff member. However, the e-mail fields are limited to 255 characters, including the characters that separate multiple addresses. If you have multiple e-mail addresses that require more characters, set up a distribution group on the e-mail server, and type the distribution group name in the e-mail address field.</p>
|
||||
</li>
|
||||
<li value="3">
|
||||
<p>Specify the reply e-mail address in the <b>From</b> box.</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>The e-mail summary option is intended to be used with the FTP option (see step 14). If the library sends files to the agency via e-mail but does not use FTP, do not select this option.</p>
|
||||
</li>
|
||||
</ol>
|
||||
</li>
|
||||
</ol>
|
||||
<ol start="14">
|
||||
<li value="14">
|
||||
<p>To transmit reports via FTP, follow these steps:</p>
|
||||
<ol style="list-style-type: lower-alpha;">
|
||||
<li value="1">Select <b>Enable FTP</b>.</li>
|
||||
<li value="2">If you want library staff to receive a summary e-mail report, check <b>Send e-mail</b> and set up the addresses as described in step 13. Then select <b>Send summary email only</b>. If you leave this option unchecked, the full collection agency reports will be sent by e-mail to the specified e-mail addresses, and via FTP to the collection agency. See <a href="Using_a_Collection_Agency.htm#XREF_50461_E_Mail_Summary">E-Mail Summary</a>.</li>
|
||||
<li value="3">If the collection agency uses Active FTP (see <a href="Using_a_Collection_Agency.htm#XREF_16028_Active_FTP">Active FTP</a>), select <b>Set mode to Active FTP</b>. If you leave this option unchecked, Passive mode is used.</li>
|
||||
<li value="4">Supply your agency’s server information in the following fields:<ul type="disc"><li><b>FTP server</b> - Type the complete URI for the agency’s FTP server.</li><li><b>Default Folder</b> - Type this organization’s folder name as it exists on the agency’s FTP server. See <a href="Using_a_Collection_Agency.htm#XREF_65697_Collection_Agency">Collection Agency Reporting via FTP</a>.</li><li><b>Default port</b> - Type the port number for the agency’s FTP server.</li><li><b>User Name, Password</b> - Supply your user name and password for the agency’s FTP server.</li></ul></li>
|
||||
<li value="5">
|
||||
<p>If you use a third-party service for FTP transmission (see <a href="Using_a_Collection_Agency.htm#XREF_99085_Secure_FTP_and">Secure FTP and Third-Party FTP software</a>), follow these steps:</p>
|
||||
<ul type="disc">
|
||||
<li>Type the executable name (for example, <b>ftp.exe</b>) or click <b>Browse</b> to browse for and select the executable.</li>
|
||||
<li>
|
||||
<p class="FM_Bullet">Enter the FTP parameters as directed by your third-party service. At a minimum, your entry must include <b>[FTPFILE]</b>. Other valid parameters include:</p>
|
||||
<ul type="disc">
|
||||
<li><b>[FTPServer] </b>- Server that will be used for FTP</li>
|
||||
<li><b>[FTPUSER]</b> - FTP user</li>
|
||||
<li><b>[FTPPASSWORD]</b> - FTP password</li>
|
||||
<li><b>[FTPPORT]</b> - FTP port</li>
|
||||
<li><b>[FTPREMOTEPATH]</b> - The remote FTP path to put the file in</li>
|
||||
</ul>
|
||||
</li>
|
||||
</ul>
|
||||
<p class="NoteShade"><span class="FM_NoteHeader" style="font-style: normal;font-weight: bold;color: #000000;text-decoration: none;letter-spacing: 0.00em;">Example:<br /></span><b style="font-style: normal;font-weight: bold;color: #000000;text-decoration: none;letter-spacing: 0.00em;"> -s -file  [FTPFILE]</b>
|
||||
</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>Some of the parameters may duplicate the values you entered in the <b>User Name</b>, <b>Password</b>, or other fields.</p>
|
||||
</li>
|
||||
</ol>
|
||||
</li>
|
||||
</ol>
|
||||
<ol start="15">
|
||||
<li value="15">
|
||||
<p>In the <b>Number of days to keep the reports</b> box, specify how long report copies should be kept on the library’s server. </p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>Collection agency report processing takes place on the server. Report copies are automatically saved in the following default server location:<br /><b>C:\ProgramData\Polaris\[version]\Logs\SSIS\CollectionAgency\Reports\<br />[Branch Abbreviation]</b></p>
|
||||
</li>
|
||||
</ol>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="16">Click <b>OK</b> to save your changes and close the dialog box, or click <b>Apply</b> to save your changes and continue to work with this dialog box.</li>
|
||||
</ol>
|
||||
<h4 style="font-weight: normal;font-style: normal;">Related Information</h4>
|
||||
<ul type="disc">
|
||||
<li><span class="FM_BulletHead">Changing reporting levels</span> - Libraries, and especially consortia, are advised <span class="FM_Emphasis">not</span> to change the reporting level (system, library, or branch) on the Collection Agency Setup dialog box after it is established. Changing this setting can cause patron accounts to be lost from the reporting process or unexpectedly added. However, if you must change the reporting level, first select a level that you do <span class="FM_Emphasis">not</span> want in the <b>Reporting Level</b> box, then click <b>Apply</b>. Then select the level you want, and click <b>OK</b>.</li>
|
||||
</ul>
|
||||
<p class="NoteShade"><b>Example:<br /></b>To change the level from <b>System</b> to <b>Branch</b>, first change from <b>System</b> to <b>Library</b> and click <b>Apply</b>. Then change from <b>Library</b> to <b>Branch</b> and click <b>OK</b>.</p>
|
||||
<ul type="disc">
|
||||
<li><span class="FM_BulletHead">Fine notices</span><b> - </b>If the library sends warning notices to delinquent patrons before the patrons are reported for collection, set up the fine notices in Polaris Administration. See <a href="../PDPnotices/Fine_Notices.htm#XREF_43049_Setting_Up_Fine">Fine Notices</a>.</li>
|
||||
<li><span class="FM_BulletHead">Collection agency reports</span> - See <a href="Collection_Processing_Reports.htm#XREF_23374_Processing">Collection Processing Reports</a>.</li>
|
||||
<li><a name="kanchor3131"></a><a name="IX_payments"></a><span class="FM_BulletHead">Processing payments from the collection agency</span> - A collection agency may collect payments directly from patrons, and turn over a bulk payment with a report to the library. In this case, you record the payments a patron made to the collection agency by selecting <b>Collection Agency</b> as a payment method in the patron record. See <a href="../../Public_Access_Admin/PDOpurchase/Enabling_Online_Book_Purchases.htm#XREF_33555_Pay_or_waive_a">Pay charges from the Account view</a>.</li>
|
||||
<li><span class="FM_BulletHead">Displaying an individual patron’s collection history</span> - See <a href="../../Patron_Services/PPuseacct/Patrons_in_Collection.htm#XREF_10999_Patrons_in">Patrons in Collection</a>.</li>
|
||||
<li><span class="FM_BulletHead">Manually removing a patron’s account from collection</span> - You can manually remove a patron’s account from collection in the staff client. See <a href="../../Public_Access_Admin/PDOpurchase/Enabling_Online_Book_Purchases.htm#XREF_23724_Remove_a_patron">Remove a patron account from collection</a>. However, the action is not included in any automatic collection agency reports.<span class="FM_Emphasis"> </span>If a patron’s account is manually removed from collection, you must inform the collection agency.</li>
|
||||
</ul>
|
||||
</div>
|
||||
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|
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<div>Polaris Version <span class="mc-variable III_Variables.VersionNumber variable">7.8</span></div>
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<h1><a name="XREF_19362_Using_a_Collection"></a><a name="XREF_87761_Using_a_Collection"></a>Using a Collection Agency</h1>
|
||||
<p class="NoteShade"><b>Note:</b>
|
||||
<br />For information about the setup in Polaris Administration, <MadCap:conditionalText data-mc-conditions="Primary.Hidden,Primary.Online">see <a href="Set_up_collection_agency_processing.htm#XREF_76604_Configure">Set up collection agency processing</a>.</MadCap:conditionalText></p>
|
||||
<p><a name="kanchor1758"></a><a name="IX_overview_administration_2"></a>Collection agencies differ in notification practices and in how repayment is obtained. Some collection agencies, such as Unique Management Services (UMS), manage all collection communications with patrons who have delinquent accounts, but the patrons make all payments directly to the library. For other collection agencies, the library may send a fine notice warning the patron that the account will be turned over to collection. Once the account is turned over, patrons may make payments to the collection agency as well as to the library. Your library’s contract with the collection agency determines the cost to the library for collection agency services. To recoup some of these costs, you can set a collection fee on delinquent patron accounts.</p>
|
||||
<p>Regardless of communication and payment methods, collection agency services rely on the automatic reporting capabilities of Polaris. Polaris automatically transmits a Submission Report of delinquent patron information and an Update Report of patron account activity to the collection agency, via e-mail, FTP, or both. You can have Polaris send copies of the reports to a library staff member for verification and backup. In addition, a Synchronization Report lists all currently reported patrons with their balances. You can run this report manually, any time.</p>
|
||||
<p><a name="kanchor1759"></a><a name="IX_reporting_patrons"></a>A patron’s account is considered delinquent and is included on the Submission Report when all the following conditions exist:</p>
|
||||
<ul type="disc">
|
||||
<li>The patron owes an amount of money over a library-defined limit.</li>
|
||||
<li>The money has been owed longer than a library-specified period of time.</li>
|
||||
<li>The specific patron has not been excluded from collection reporting (the <b>Exclude from collection agency</b> checkbox is not selected on the Patron Registration workform - General view).</li>
|
||||
<li>The patron code in the patron record has not been excluded from collection reporting.</li>
|
||||
</ul>
|
||||
<p>The total amount reported may include charges of all types, replacement costs, processing fees, and collection fees. Or, you can opt to report patron accounts based only on lost item charges (see <a href="#XREF_22428_Reporting_for_Item">Reporting for Lost Item Charges Only</a>).</p>
|
||||
<p>Accrued overdue fines that have not yet been charged are not included in the calculation for reporting to a collection agency. See <a href="#XREF_11603_Calculating_and">Calculating and Blocking for Estimated Accrued Fines</a>.</p>
|
||||
<p>The following events occur during collection agency processing:</p>
|
||||
<ul type="disc">
|
||||
<li>After collection agency functions are started, the system identifies delinquent patrons. The Submission Report is produced during overnight batch processing and is sent to the collection agency by e-mail or FTP. The report includes all patron accounts that match the criteria you set in Polaris Administration. See <a href="Collection_Processing_Reports.htm#XREF_23374_Processing">Collection Processing Reports</a>.</li>
|
||||
<li>A system-generated collection block and collection fee (if specified) is automatically added to the patron record. Only staff members with the system-level Circulation permission <b>Override collection agency block: Allow</b> can override the block.</li>
|
||||
<li>The collection agency encourages the patron to settle with the library, or collects money directly from patrons and transmits it to the library.</li>
|
||||
<li>The patron pays all participating libraries all the money that is owed, including fines and collection fees incurred after being reported to the collection agency. When the patron no longer owes money to the reporting libraries, the patron’s account is out of collection. (The patron may still owe money to non-participating libraries.) The block is automatically removed from the patron’s account, and the patron’s account is considered to be out of collection.</li>
|
||||
</ul>
|
||||
<p class="NoteShade"><b>Note: <br /></b>If the patron’s account is not paid down to $0.00 at all the participating organizations, the patron’s account is still in collection. If the patron’s account is paid down to $0.00 after submission to collection, but the patron incurs a new fine before the Update Report is generated, the patron’s account is still in collection.</p>
|
||||
<ul type="disc">
|
||||
<li>The Update Report is generated during overnight batch processing, and is sent to the collection agency by e-mail or FTP. The report includes all patrons who have been identified for collection and have had any activity (payment, waiver, or new charge) at the reporting organization since the last report, either the Submission Report or Update Report, was generated.</li>
|
||||
</ul>
|
||||
<p class="NoteShade"><b>Note:<br /></b>You can manually remove a patron’s account from collection. For information, <MadCap:conditionalText data-mc-conditions="Primary.Hidden,Primary.Online">see <a href="#XREF_23724_Remove_a_patron">Remove a patron account from collection</a>. </MadCap:conditionalText>However, the action is not included in any automatic collection agency reports.<span class="FM_Emphasis"> If a patron’s account is manually removed from collection, you must inform the collection agency.</span></p>
|
||||
<p>If your library uses a second level of collections with the first agency reporting patron accounts that are still unsettled to the library and the library referring these accounts to a second collection agency, see <a href="#" class="selected">Second Collection Agency Management.</a></p>
|
||||
<p class="FM_Heading3"><a name="TOC_Reporting_for_Lost_Item"></a><a name="XREF_22428_Reporting_for_Item"></a>
|
||||
</p>
|
||||
<h2><a name="Reportin"></a>Reporting for Lost Item Charges Only</h2>
|
||||
<p><a name="kanchor1760"></a><a name="IX_reporting_for_lost_item"></a>Patron accounts can be sent to collection based only on lost item charges (combined replacement and processing fees). No other charges are included when determining if the patron account should be reported. However, if the patron account does qualify for reporting based on lost item fees, the total amount owed, including all charges such as overdue fines or printing, is sent to the agency. Similarly, after a patron account is submitted to the collection agency, all new charges of any type are included in the Update Report, not just lost item fees.</p>
|
||||
<p>A patron account is sent to collection based on a threshold amount you specify. If you set the “item fees only” option, the calculation to determine if the patron meets the minimum balance for reporting is based only on combined replacement and processing fee charges. For example, if the threshold amount is $25:</p>
|
||||
<ul type="disc">
|
||||
<li>A patron who owes $30 in combined replacement cost and processing charges for lost items will be reported to the collection agency. If this patron owes an additional $10 in overdue fines, making his total owed $40, when the account is submitted to the agency his amount owed will be $40, and the account will not be cleared until the balance is $0.</li>
|
||||
<li>A patron who owes $20 in combined replacement cost and processing charges and $10 in overdue fines will not be reported.</li>
|
||||
</ul>
|
||||
<p>The “item fees only” option is available only at the system level. If selected, it affects all calculations to determine if a patron account qualifies for reporting, regardless of the <b>Reporting Level </b>setting (System, Library, Branch) or <b>Reporting By</b> setting (Patron Branch, Item Branch, Loaning Branch). For more information, <MadCap:conditionalText data-mc-conditions="Primary.Hidden,Primary.Online">see <a href="Set_up_collection_agency_processing.htm#XREF_76604_Configure">Set up collection agency processing</a>.</MadCap:conditionalText> </p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>When you set the “item fees only” option, calculations for new collection agency submissions from that point on will be affected. Patron accounts reported under previous rules are not affected.</p>
|
||||
<h2><a name="TOC_Reporting_Minors"></a><a name="XREF_72561_Reporting_Minors"></a>Reporting Minors</h2>
|
||||
<p><a name="kanchor1761"></a><a name="IX_reporting_minors"></a>Polaris identifies patrons under the age of 18 from the <b>Birth date</b> field in the patron record. You can specify a guardian for collection purposes by setting up a user-defined field (UDF) for the guardian’s patron barcode. See <a href="../PDPpatacct/Setting_Up_User-Defined_Fields.htm">Setting Up User-Defined Fields</a>. In this case, the Submission Report to the collection agency lists the guardian’s address and telephone numbers for collection purposes. If you use library-generated fine notices, the message regarding the minor’s delinquent account is addressed to the minor, in care of the guardian, at the guardian’s address. If the patron’s record does not include a birth date, but does contain a UDF with a valid patron barcode, the patron is reported as a minor. If the system cannot identify the UDF barcode as a patron, the delinquent patron is reported on her own behalf (not as a minor).</p>
|
||||
<p class="NoteShade"><b>Important:<br /></b>Innovative Interfaces sets up user-defined fields at implementation. If you plan to use collection agency services, and you want to specify a UDF to use for the guardian barcode, you must have Innovative Interfaces set up the UDF.</p>
|
||||
<h2><a name="TOC_Collection_Agency"></a><a name="XREF_65697_Collection_Agency"></a>Collection Agency Reporting via FTP</h2>
|
||||
<p><a name="kanchor1762"></a><a name="IX_FTP_report_transmission"></a>You can transmit Submission and Update reports to your collection agency via FTP (File Transfer Protocol), instead of or in addition to e-mail. </p>
|
||||
<p>FTP is a method of  sending data files to (or retrieving them from) specified locations on remote servers.  In Polaris Administration, the library specifies the FTP address on the collection agency server. When the process runs, the Submission and Update files are automatically placed on the remote server.</p>
|
||||
<p>Depending on the collection agency’s requirements, the FTP file location for multiple branches may require individual folders for each branch or library, or a single folder containing the data files from all locations. For example, UMS prefers a single folder since the files for individual branches are distinguished by file name.</p>
|
||||
<h3 style="font-size: 12pt;"><a name="XREF_99085_Secure_FTP_and"></a>Secure FTP and Third-Party FTP software</h3>
|
||||
<p>Polaris also supports SFTP (Secure FTP), a secure way to transmit the data. If the library chooses to use SFTP, you must install a third-party SFTP program on the library network. You can also use third-party FTP software that does not support SFTP. In either case, you specify the program executable and any associated parameters in Polaris Administration.</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>Some networks may have restrictions on FTP or on file sizes, and there may be firewall settings that prevent FTP. The library is responsible for clearing the way for FTP on the local network.</p>
|
||||
<h3 style="font-size: 12pt;"><a name="XREF_16028_Active_FTP"></a>Active FTP</h3>
|
||||
<p>Some collection agencies may support Active FTP. Active FTP allows the remote service to initiate the connection to begin the transfer. However, the firewall on some networks will not allow this, so Passive mode is used. If the remote server accepts Active FTP, you can select the option in your Polaris Administration setup. As with Passive mode, the remote service will need to provide the parameters necessary to connect via Active FTP.</p>
|
||||
<h3 style="font-size: 12pt;"><a name="XREF_50461_E_Mail_Summary"></a>E-Mail Summary</h3>
|
||||
<p>The Polaris Administration e-mail setup for collection agency processing includes an option to send an e-mail summary only. When this option is selected, the program sends a summary to the specified e-mail addresses instead of a full report. The summary e-mail includes the summary data normally included in the full report. (This summary data is not included in the FTP files.) The header of the summary includes a mapping of the UDFs included in the files. The summary option should be used in connection with FTP transmission to alert the designated recipients that the reporting process ran.</p>
|
||||
<p class="NoteShade"><b>Important:<br /></b>The e-mail summary option is intended to be used with the FTP option. If the library sends files to the agency via e-mail but does not use FTP, do not select this option.</p>
|
||||
<p>The e-mail summary feature is also valuable if there are transmission errors. If the FTP transmission fails for any reason, the summary e-mail message indicates that the process failed. The message includes the filename of the document to be sent and a reason for the failure, if one can be determined.</p>
|
||||
<h3 style="font-size: 12pt;">Sending the Files</h3>
|
||||
<p>When you enable FTP transmission, the Submission and Update reports are automatically sent to the designated file location, and a copy of the report file is automatically saved to a local directory on your server:<br /> <b>\[Polaris Data Path]\[Version No.]\Logs\SSIS\CollectionAgency\Reports </b></p>
|
||||
<p>If you report by branch or library, each location has a subdirectory: <b>SSIS\CollectionAgency\Reports\AMS-3</b></p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>If both e-mail and FTP output options are selected, only one copy is sent to the local directory.</p>
|
||||
<h2>Setting Up FTP Transmission in Polaris Administration</h2>
|
||||
<p>Before you begin setting up FTP transmission in Polaris Administration, contact your collection agency to determine the following:</p>
|
||||
<ul type="disc">
|
||||
<li>FTP server location</li>
|
||||
<li>FTP port</li>
|
||||
<li>FTP folder name</li>
|
||||
<li>Your user name and password for the agency’s FTP server</li>
|
||||
</ul>
|
||||
</div>
|
||||
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|
||||
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|
||||
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|
||||
<div>Polaris Version <span class="mc-variable III_Variables.VersionNumber variable">7.8</span></div>
|
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|
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