Sirsi Admin

The Long Overdue Report is run periodically for books that have been overdue for 18+ months but have not yet been billed, or have been billed but have not been paid for. The report removes the books from the patron’s accounts, but creates a note in their account indicating the title, barcode number, etc. The barcodes are left in the catalog until they have been replaced.

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If you need to find information about a barcode that is no longer in the catalog, including who was billed for it, the title, author, dates checked out, etc.:

• Log into Workflows
• Click on Display User in the Users group    
• Click on the User Search Wizard    
• Change the Search Type to keyword
• In the Index box, select NOTE-LOSTITEM
• Type in the barcode
• The screen for the appropriate patron record will show
• Look at the Extended Info tab to find the Lost Item Note

 

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Report Templates (Run first without Update option checked)

Process Long Overdue Items: Bills = 0  (this report is purely a sanity-check that we never missed billing anything; we normally expect it to be empty)

Process Long Overdue Items: Bills > 0

 

Those templates have these details pre-set, but should you need to reconstruct the report:

Report details

Charge Selection Tab

            Current location: checkedout

            Due date < the date you want [generally due dates before 18 months < current date]

            Overdue  yes

Copy Selection Tab

            Number of bills =0  [that will catch those that have not been billed]

            AND  [RUN TWO REPORTS ONE WITH =0 AND ONE WITH >0]

            Number of bills >0 [that will catch those that have been billed]

User Selection Tab

           User profile Click on the gadget and click on the radio button “Does not contain selected policies”

            Select the ILS profile

User Status Selection Tab

            No entries

New Location Tab

            Will show default location of LONGOVRDUE

Sorting Tab

            Select the sort option that’s most helpful

Update Option Tab

Do not checkmark Update database the first time you run the reports!! This will give you the report so that you have the information you need to contact patrons (see steps below) and have a record of the accounts before the changes.

Only after patron contact has been completed should the report again with the Update database check marked.

Long Overdue Options Tab

            Checkmark Bill for Replacement Cost

                        Bill reason for replacement cost billing: Bookrepfee

                        Default value to bill: $50.00

                        Processing fee: $15.00

                        Bill reason for processing fee: Oldadmin

                        Do not check Bill for accrued fine on long overdue item

                        Multiple parts override: c1rcst4ff

                        Do not check Change patron’s circulation status to Barred

 

** After running the program with bills =0 and >0 in test mode (not updating the database):

• Verify that the patrons have not been billed.
• Using the latest Annual Book Price by LC list, update the item records’ cost that have the default $50.00 with the correct price.
• Contact the patrons by email. Email scripts are available at T:\NGL\Access Services\Billing\Long Overdue Report
• After a week or two – giving them time to respond and act -- run the report with the Update Database check marked.  That will change their accounts to reflect the Long-Overdue status.  The patron’s record will have extended information that looks like this.