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 one collection agency code from the dropdown list of collection agency codes for your meta institution.

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, reports will include item barcode, title, author, material type, price (from item record) and due date of invoiced overdue items. This field has an effect only if the fee type for Item charges does not appear in the exemptions list in AFO 482 – Collection agency codes.

New borrowers report file: specify path and file name where the output should be directed.

Updated borrowers report file: specify path and file name where the output should be directed.

Synchronization report file: specify path and file name where the output should be directed.

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 not exempt (Borrower's Amount Due – does not include amounts calculated against exempt fee types )

-                  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)

-                 Borrower's current barcode

-                 Total (Borrower's Amount Due – includes all amounts owing – even those calculated against exempt fee types )

-                 Contact person

Note

The Borrower Address field includes the borrower's complete address as defined in AFO 482 - Borrower address print SSP setup. The individual lines of the address are separated with a "%" character. Null lines are not included.

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 not exempt (Borrower's Amount Due – does not include amounts calculated against exempt fee types )

-                 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)

-                 Total (Borrower's Amount Due – includes all amounts owing – even those calculated against exempt fee types )

-                 Contact person

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 not exempt (Borrower's Amount Due – does not include amounts calculated against exempt fee types )

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

-                 Total (Borrower's Amount Due – includes all amounts owing – even those calculated against exempt fee types )

-                 Contact person

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)

435.4 Manually mark borrowers in collection[//]

This option is used to manually mark a borrower who was already reported to the collection agency (pre-Vubis Smart). This will prevent the borrower from appearing in the “new” borrowers file when you submit files to the collection agency.

A form is presented with the following prompts:

Fields on the screen

Collection code: choose one collection agency code from the dropdown list of collection agency codes for your meta institution.

Borrower: enter a valid borrower barcode (original or current). Once you have entered a valid borrower barcode, the system will validate that this borrower can be marked as ‘in collection' and update the borrower's record. The system will then redisplay the form with the Collection code field protected and you can continue to enter more barcodes.