Updates

Prior to version 7.18.8, overdue fines for lost items were a bit complicated because they were dependent on your Circulation Rules preferences for overdue items. There wasn't a lot of wiggle room if you needed to charge one patron for an overdue item but not another; either your library charged overdue fines, or it didn't. And if a lost book was returned, there was no way to charge an overdue fine.

So we fixed it. Here are the big changes:

1. Removed Preferences

To give you more flexibility, we removed the following preferences and integrated them into the process:

• • Charge Overdue Fines on Lost Items. Overdue fees continued to accumulate on lost items up to the limit set by the patron's policy setting.
  • Returned Lost Item Fee. When a lost item is returned, the patron is charged a set amount for administrative processing fees.

2. Two Processes

All lost and returned items are subject to a lost item fee and overdue fines. To avoid confusion, these charges are processed independently. Two processes, two receipts. 

3. Overdue Fines

When an item that was thought to be lost is later returned, an overdue fine is calculated retroactively from the original due date. The patron is responsible for this fine, up to the their limit set by their Patron Policy for overdue items settings. The librarian can forgive (waive) all or part of this fine in the Overdue Fine window when processing the bookdrop or later in Circulation > Charges tab > History subtab.

Lost Item

When an item is declared lost, it is checked out to the Lost Copies system patron to remove it from circulation and flag it for later removal. In Circulation, there are two ways to report an item is lost:

Lost Copies system patron

If you know barcode of the lost item(s), use this method:

1. In Circulation, choose Check In/Out (.) mode.
2. To pull up the Lost Copies system patron, type 1 in the command line and press <enter>.
3. Type the barcode of the copy was lost, then press <enter>.
4. Next, if the item was checked out to a patron, Alexandria will calculate fines and fees.
   
   

Declare Lost

Is the patron in front of you? Use this method:

1. In Circulation, pull up the patron who lost the item.

2. On the bottom half of the screen, click the Items Out tab.

3. Select the copy in question, then click Declare Lost.

4. Are you sure you want to declare this item lost? If this is the correct copy, click Yes.
5. Next, Alexandria will calculate fines and fees.

Fines and Fees

You will only see the Overdue Fine window if the item has accrued a fine, and you will only see the Lost Item Fee window if the item has a set replacement cost. Payments for these charges are made separately. The librarian can waive some or all of the charges by entering an amount in the Forgiven fields.

1. • Overdue Fine: Enter or adjust any of the charges or payments for this transaction, then click Process.
   • Lost Item Fee: Enter or adjust any charges or payments for this transaction, then click Process.

If you choose Cancel to close either window, the item will still be declared lost and any applicable fines and fees will be posted to the patron's account. Later, the librarian can go to Circulation > Charges tab to apply a payment or forgive a charge.

Returned Lost Item

Sometimes an item that was lost is found and returned, at which point the librarian will bookdrop the item or check it out to someone else. The rest of the process is a bit different depending on your version of Alexandria. But first, here are a few things you should know.

1. It is possible for a patron to have two sets of overdue fines: one from when they lost it and another from when they found it.

2. If a partial payment or no payment is made during this process, the balance can be paid or forgiven later in Circulation > Charges subtab.
   
   
3. When the lost item is returned under the following circumstances, you will not see the item processing windows, and any applicable charges will be posted to the patron's account automatically:
   
   • The item is returned via transaction script.
   • The patron returns the item in Self-Service mode.
   • The operator's security preferences do not allow them to process charges.
   • Circulation mode is set to Inventory Bookdrop Suppressed or Inventory Suppressed.
     
     

7.18.7 and older

1. Return

The librarian bookdrops the item or tries to check it out to someone else.

Alexandria will ask if the lost item has been found. Choose Yes.

2. Lost Item Found

A fee will be charged for the item's return if the Returned Lost Item Fee is checked in your site's Circulation Rules preferences.

Enter or adjust any charges or payments for this transaction, then click Process.

3. Success!

The item has been returned to circulation, and any remaining charges have been posted to the patron's account. You can make a payment, forgive current charges, or refund any paid fees in Circulation > Charges tab.

7.18.8 and newer

1. Return

The librarian will bookdrop the item into circulation or try to check it out to someone else.

If you no longer want to bookdrop the item, choose No. Otherwise, click Yes to continue.

Behind the scenes, Alexandria will recalculate the overdue fine for the patron who lost the item, but you won't see the overdue fines window yet.

2. Process Found Item

This is your opportunity to refund or forgive remaining charges, and charge any additional fees associated, as required.

This window shows you exactly what was charged, what was paid or forgiven when the item was lost originally, and the balance owed. Any previous payments made for this item can be refunded to credit, and the some or all of the remaining lost fee can be forgiven. If you need to charge an additional fee, enter that amount in the last field.

• • Refund Previous Payment to Credit. The amount, up to the total previous payments, to be refunded as credit. It defaults to the full amount of previous payments minus the amount that was already refunded.
  • Forgive Remaining Lost Fee. Enter an amount, up to the remaining lost fee balance, to be forgiven. It defaults to the remaining lost fee balance.
  • Charge Extra Fee. If applicable, enter an amount to charge the patron for this item. It defaults to 0.00.

Enter or adjust any of the charges or payments for this transaction, then click Process.

3. Overdue Fines

When an item that was thought to be lost is later returned, an overdue fine is calculated retroactively from the original due date. The patron is responsible for this fine, up to the their limit set by their Overdue Patron Policy setting:

• • Fines limited by item cost. The overdue fine will not exceed the replacement cost of the item.
  • Maximum fine for overdue item. The overdue fine will not exceed the amount specified here.

The operator can accept the patron's payment and/or forgive (waive) all or part of this fine here. If a partial payment or no payment is made now, the balance can be paid or forgiven later in Circulation > Charges tab > History subtab.

Enter or adjust any of the charges or payments for this transaction, then click Process.

4. Success!

The item has been returned to circulation, and any remaining charges have been posted to the patron's account.

Security Preferences

Each Security Groups can be assigned their own set of preferences that determine what kind of access to the program those users are permitted. Preference settings are listed in order of least to most access, and a higher level of access includes all lower access features. For example, if the Circulation > Charges preference is set to Forgive Charges, that user is also given the Make Payment and View permissions. 

These settings apply to lost and overdue fees: