435.3 Submit files to collection agency [//]

This process produces report files whose formats are described in section 435.3.1.

After successfully creating the report files, you can either send the files to the collection agency via FTP or as attachments in an email.

Choosing this menu option presents you with the following form:

Fields on the screen

Collection code: choose the code of the collection agency to which you want o send the file from the dropdown list.

Include alternate identifier in reports: if this option is checked the Borrower alternate identifier/Social Security Number will be included in the report.

Include invoiced overdue details in reports: if this option is checked the report will include details of invoiced overdue items.

New borrowers report file: specify path and file name.

Updated borrowers report file: specify path and file name.

Synchronization report file: specify path and file name.

435.3.1 Output file layout [//]

The formats of the report files are as follows: each field is delimited by “|”. Records are delimited by Carriage return.

·                New borrowers report file

For each ‘in collection’ borrower that has not already been reported to the collection agency, one header record is produced, consisting of:

-            “H” – record type - header

-            Borrower Name Borrower ID/Barcode/RecordNumber

-            Borrower Address

-            Borrower City

-            Borrower State

-            Borrower Postal Code

-            Borrower Home Phone Number

-            Borrower Date of Birth (format DD/MM/YYYY)

-            Borrower Category

-            Borrower alternate identifier/Social Security Number (if on file and if Include alternate identifier in reports flag set)

-            Total (Borrower's Amount Due)

-             Earliest debit date of accrued invoices ( the date stamp of the oldest charge on the borrower record)

-             Earliest due date of invoiced items (the date stamp of  the earliest overdue item that has been invoiced) (format DD/MM/YYYY)

If you have chosen to include details of invoiced overdue items in the report files, the system produces one report record for each item, consisting of:

-            “D” – record type - detail

-            Borrower Name

-            Borrower ID/Barcode/RecordNumber

-            Item barcode

-            Title

-            Author

-            Material category

-            Item price

-            Due date(format DD/MM/YYYY)

·                Updated borrowers report file

For each ‘in collection’ borrower that has already been reported to the collection agency, one header record is produced, consisting of:

-            “H” – record type - header

-            Borrower Name

-            Borrower ID/Barcode/RecordNumber

-            Borrower alternate identifier/Social Security Number (if on file and if Include alternate identifier in reports flag set)

-            Total (Borrower's Amount Due)

-            Amount paid (the sum of payments made on the borrower’s record since the last report was sent) )

-            New Money Owed (sum of new charges on the borrower’s record since the last report was sent )

-            Amount Waived (sum of payments waived on the borrower’s record since the last report was sent)

-            Earliest due date of invoiced items (the date stamp of  the earliest overdue item that has been invoiced) (format DD/MM/YYYY)

If you have chosen to include details of invoiced overdue items in the report files, the system produces one report record for each item, consisting of:

-            “D” – record type - detail

-            Borrower Name

-            Borrower ID/Barcode/RecordNumber

-            Item barcode

-            Title

-            Author

-            Material category

-            Item price

-            Due date(format DD/MM/YYYY)

·                Synchronisation report file

For each ‘in collection’ borrower, one report record is produced in the following format:

-            “H” – record type - header

-            Borrower Name

-            Borrower ID/Barcode/RecordNumber

-            Borrower alternate identifier/Social Security Number (if on file and if Include alternate identifier in reports flag set)

-            Total (Borrower's Amount Due)

-            Earliest due date of invoiced items (the date stamp of  the earliest overdue item that has been invoiced)

If you have chosen to include details of invoiced overdue items in the report files, the system produces one report record for each item, consisting of:

-            “D” – record type - detail

-            Borrower Name

-            Borrower ID/Barcode/RecordNumber

-            Item barcode

-            Title

-            Author

-            Material category

-            Item price

-            Due date(format DD/MM/YYYY)