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Tip of the Week

Tip for: 11.07.2005

Refunding Money from the Circulation Window

Summary: In the past, it has been necessary to check a patron record once a lost book was found to verify whether a refund was owed. A user also needed to go to the Charges/Payments window in order to complete the transaction. The 5.4.4 and 5.5.0 versions of Alexandria have some added features to make refunding money for found books, etc. quick and efficient.

Not only are you alerted to a refund due on a found book, you can use the FF command to refund money from the Command field. No more checking the patron record to see if they have already paid for a lost book they are returning. Simply check the book in and if a refund is owed a Refund window opens.

To refund money paid on a found item:

Bookdrop the item by typing B and scanning (or typing) the barcode of the item.

If you are bookdropping more than one item, switch to Bookdrop mode by using the Command drop-down menu or typing B  and pressing <enter>.

A message window will open asking if the book has been found and indicating the name of the patron who lost the item. Click Yes.

• From the Refund window that opens, verify the amount of the refund and click on the Refund or Refund with Receipt button.

• Click the blue Refunds icon on the Charges tab to view refunds and forgiven charges made to the current patron.

You can also refund money to the current patron from the Command line. However, it is recommended that you use the Charges tab of the Circulation window, clicking on the green Payments icon, to refund a payment for a charge. This is because refunds made using this command will not be linked to any previously paid charges, and thus Alexandria will not be able to ensure that the amount being refunded is not larger than the amount paid.

The FF could be used to refund money for a canceled book order or for other similar situations.

To refund money from the Command line:

• Make the patron you are refunding money to the current patron by scanning their barcode or using the L command.

• Type FF, the dollar amount, and then the reason for the refund.

• Press <enter>.
• Click the blue icon on the Charges tab to view refunds and forgiven charges made to the current patron.

You can also refund money from the green Payments portion of the Charges tab, but we think you will find these two features useful in making refunds quick and simple.

Thank you,

The Alexandria Staff Librarians

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