Debt reminders

If a patron has not paid outstanding fees over a set amount, it is possible to define debt reminders after a certain time. A maximum of four debt reminders, that may or may not include an administrative fee, can be generated before a bill is created.

Note:
Any unpaid membership fees will not be included in Quria’s debt reminders. These fees need to be handled separately.

Only one series of debt reminders can be ongoing at the same time for one patron per authority. If a patron pays part of a debt so that the total debt amount is less than the set amount that triggers debt reminders, these reminders will not be sent out any more.

Any administrative fees for debt reminders will be added to the total sum of the ongoing debt reminder.

Debt reminders rules can only be set up on account or authority level. (Note that if set at account level, the notifications will still be done on an authority basis, meaning there will be different debt reminders sent per authority if the patron has debts in different authorities.)

The following needs to be defined to support debt reminders, and is described in detail below:

  • Enabling usage of debt reminders
  • The minimum debt amount to trigger debt reminders
  • If there is an administrative fee for debt reminders
  • When debt reminders should be sent out, including send method
  • Adding message texts for debt reminders
  • If patrons with debt reminders should be blocked in Quria
  • Setting up a scheduled job for debt reminders
  • Defining the maximum overdue period for debt reminders

Enabling debt reminders

You set up usage of debt reminders under Configuration/Settings/Circulation and notifications/Rules.

  1. Select Circulation control/Enable debt reminder.
  2. Select Debt reminder 1.
  3. Click Add rule.
  4. Enter a description of the rule and define the conditions. Mandatory fields are marked with an asterisk.
  5. Select Yes for When above, then.
  6. Determine if notification via email or print-out should be prevented and if the patron or the guarantor (if applicable) should be notified.
  7. Click Save.

Continue adding debt reminders 2, 3 and 4, and bill, if you want to use all these levels.

Defining minimum debt amount

The minimum total amount to trigger debt reminder is set up under Configuration/Settings/Circulation and notifications/Rules.

  1. Select Counts/Minimum total amount for debt reminder.
  2. Click Add rule.
  3. Enter a description of the rule and define the conditions. Mandatory fields are marked with an asterisk.
  4. Define the minimum total debt amount for a debt reminder to be generated.
  5. Click Save.

Defining an administrative fee for debt reminder

The administrative fee is set up under Configuration/Settings/Circulation and notifications/Rules.

  1. Select General charges/Debt reminder fee/Debt reminder 1.
  2. Click Add rule.
  3. Enter a description of the rule and define the conditions for the fee. Mandatory fields are marked with an asterisk.
  4. Define the debt reminder fee.
  5. Click Save.

Continue adding administrative fees for debt reminders 2, 3 and 4, and bill, if you want to use all these levels.

Defining time period for debt reminder

  1. Select Periods/Debt reminder period/Debt reminder 1.
  2. Click Add rule.
  3. Enter a description and define the conditions for the rule. Mandatory fields are marked with an asterisk.
  4. Define the number of days after which the first reminder should be sent.
  5. Click Save.

Debt reminder 1 will only be sent if the debt amount is reached and if no other series of debt reminders has been initiated.

Continue adding time periods for debt reminders 2, 3 and 4, and bill, if you want to use all these levels. The number of days equals days that have passed since the last reminder was sent plus the total number of days for the previous reminder levels, for example: if reminder 1 is sent after 100 days and reminder 2 should be sent after additional 28 days, then reminder 2 will be sent after 128 days.

Message texts for debt reminders and debt reminder bills

Message texts need to be created to be used for debt reminders and these are defined on authority or account level. They are set up under Configuration/Settings/Circulation and notifications/Message texts.

  1. Select Debt reminder (including level) and Debt reminder bill for Message type, Email or Print-out for send method, the correct level in the organisation and the language for the reminders.
    You can click an existing message text in the list to verify that the text is accurate.
  2. To add a custom text, click Add custom text.

You find the debt reminders/bills for printout under Patron/Notifications.

  1. Select Debt reminder (including level)/Debt reminder bill and the correct branch.
  2. Click Print for each of the reminders/bills that you want to print.

Blocking patrons with debt reminders

You can block patrons with debts reminders from making reservations and checking out items under Configuration/Settings/Circulation and notifications/Rules.

  1. Select Patron control/Debt reminder block/Debt reminder or Bill.
  2. Click Add rule.
  3. Enter a description and define the conditions for the rule. Mandatory fields are marked with an asterisk.
  4. Select Yes to block a patron with a debt reminder/bill from reserving and checking out items.
  5. Add a message if you want to.
  6. Click Save.

Setting up a scheduled jobs to generate debt reminders

Debt reminders and debt bills are generated using a scheduled job.

See also: Notifications

Defining a maximum overdue period for debts

  • By default, overdue reminders older than 730 days are excluded from debt reminders. You can update this setting under System settings.

    • See also: System settings