This manual is intended to show AISD library staff how to do various day to day functions withing WorkFlows. If you can not find what you are looking for, please contact the LMC for further assistance.
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Lost Book is returned to the library
Check in the book through the discharge wizard.
A dialog box reading, "This item was reported as lost or assumed to be lost" will appear.
Click "Okay"
If the book was not paid for, it will show the correct home location in the "Route/Transit to" field and is ready to be shelved.
If the book had been paid for, it will show "LOSTPD(year)" in the "Route/Transit to" filed.
In that case the user needs to be refunded if your school chooses to. If you can't locate the user in your receipt book:
Look at the item record under "Item Search and Display"
Locate the previous user in the "Call number/Item" tab.
Click on that number (nothing will change, but the number will be saved for the next step).
Go to "User Maintenance" and the user number should be in the "current" field, select it.
Go to the "bills" tab and select, "paid bills."
Click on the amount under "owes" and see how much the user paid for the lost item.
Refund the user.
TALK TO YOUR BOOK KEEPER.
If the Book Keeper approves a refund, you will need to fill out a check request, get instructions from your Book Keeper.
Change the item location.
Go to Global Edit.
Change the home location to the appropriate location for the item.
Scan the item.
Close the Global Edit wizard.
Lost Book and Billing or Forgiving
Please note: Only forgive items belonging to your campus. If the item belongs to another campus, please contact the owning librarian to ask if they would like to forgive items owed. Not all campuses are the same, some will forgive while others will want restitution.
User reports item lost or the user withdraws with items checked out.
Open the Special Circulation group and click on the "Mark Item Lost" wizard (gray book with a red question mark).
If you know the item ID enter it into the text box next to "Item ID:"
If you do not know the Item ID, use the User Search helper at the top of the window to display the user's records and identify the lost item.
Click the box next to the item that is lost and click "Mark Item Lost"
User Wants to pay for the item at this time
1.Enter an amount to be billed in the "Lost Item" line if it is not automatically entered.
2. DO NOT assign a processing fee.
3. Select "Cash" in the "Payment Type" section.
4. Click "Pay Now."
5. Click "Ok" on the confirmation window.
6. Fill out a receipt for your book keeper that includes the item ID and the user ID.
7. Edit the item's home location.
Select "Global Edit" under "Special Circulation."
Change the home location to "LOSTPD(CURRENTYEAR)" i.e. LOSTPD2019
NEVER CLICK "CANCEL LOST ITEM BILL"
Forgive the fine and not charge the user
Enter the amount for the item in the "Lost Item" line if it is not automatically entered.
DO NOT assign a processing fee.
Select "FORGIVEN" in the "Payment Type" section.
Click "Pay Now"
5. Do not edit the item's location, the system will automatically assign a "LOST-CLAIM" location.
NEVER CLICK "CANCEL LOST ITEM BILL"
Overdue item but student no longer attends the school
Mark the item "Lost"
Enter an amount to be billed in the "Lost Item" line if it is not automatically entered.
DO NOT assign a processing fee.
Select "FORGIVEN" if you want to forgive the cost of the item.
5. Select "CASH" in "Payment Type" Section if you want to charge the user.
6. If you select "CASH" the user will be blocked if they return to an AISD school, as they will have an outstanding bill.
7. Click "Bill User."
8. Click "Ok" on the confirmation window.
NEVER CLICK "CANCEL LOST ITEM BILL"
User is paying for a book that has already been marked lost and billed
Pick "PAYING BILLS" under the "Common Tasks" menu.
Search for and select the user.
Click "OK" on the "USER IS BLOCKED" box that appears.
In the "Individual Bill and Payments" window at the bottom, enter the amount the user is paying and then click the "Pay Bills" button at the bottom.
5. If the user is only paying a portion of the bill and you are forgiving the rest:
Click "Pay More Bills" at the bottom.
Type the amount that you are forgiving into the same payment box as before.
Change the payment type to "FORGIVEN."
Click Pay Bills.
6. Fill out a receipt for your book keeper that includes the item ID and the user ID.
7. Edit the item's home location.
Select "Global Edit" under "Special Circulation."
Change the home location to "LOSTPD(CURRENTYEAR)" i.e. LOSTPD2023
Forgive a book that has already been marked lost and billed
Pick "PAYING BILLS" under the "Common Tasks" menu.
Search for and select the user.
Click "OK" on the "USER IS BLOCKED" box that appears.
In the "Individual Bill and Payments" window at the bottom, enter the amount you want to forgive, change the payment type to "FORGIVEN" and then click the "Pay Bills" button at the bottom.
Mark Item Lost and billed ScreenCast
WF Mark Item Lost and Bill 9.2.20.webmDamaged Item Billing
Click on the "Billing for Damages" wizard (green figure with gold coins), located in the Common Tasks group.
If you do not know the user ID use the "User Search" helper at the top of the window.
Enter the user ID and choose a reason for the bill by clicking on the down arrow to the right of the "Reason for bill" box.
After selecting a reason for the bill, put in the amount of the bill in the "Amount" field.
Choose the payment type by clicking on the down arrow to the right of the "Payment type" field.
In the item ID field, scan the barcode of the item to be billed.
Press the "Bill User" button at the bottom of the window.
If the user is ready to pay the bill, follow the "User is paying for a book that has already been marked lost and billed."
