Collections Update Report

The Collections Update (Collectupdate) report creates electronic files with updated information about users previously referred to the collection agency.

The Collections Update report contains the following tabs.

•

Basic Tab: Reports

•

Bill Selection Tab

•

Item Selection Tab

•

Export File Tab

•

Fee/Update Options Tab

•

Sorting Tab

•

User IDs Tab

•

User Selection Tab

•

User Status Selection Tab

This report is part of the Unique Management Interface. The default settings configured for this report are designed to work with the Unique Management software. If you use another vendor’ debt collection system, use the defaults recommended by the vendor. Refer to the FAQs: Using Debt Collection Reports topic before getting started.

The SirsiDynix Symphony Workstation server needs to be running to schedule and run this report, or the report will fail. Do not halt the SirsiDynix Symphony Workstation server until the report displays on the finished list.

Even though the SirsiDynix Symphony delinquency reports are not used to calculate the fines in the reports which create files to send to the agency, it is recommended that the Update Select User Delinq Stat Report or the Update User Delinquency Status reports still be run. If the delinquency reports are not run, there may be discrepancies between the inhouse library reports and corresponding electronic files sent to Unique Management Interface.

The Collections Update report produces an XML file with data on users who have made payments since previously being referred to the agency but who still owe money and also has data on users who have made payments since previously being referred and who now owe no money. The XML file is designed for forwarding to a collection agency. On the Export File tab, you must provide a name for the export file this report (a name such as debtupdateMAIN for the MAIN library), and once the report is run the file will be placed in the /Unicorn/Rpttemp directory on the SirsiDynix Symphony server.

For information about the structure of the XML file and the information it contains, go to Understanding the Collections Update Report Output.

Report Selections

You may select specific user IDs, or make selections based on bill, user, or item information. For instance, you may have different fine limits for videos than for books.

In addition to standard user selections, individual users may also be selected on the User IDs tab.

The only selections on the Item Selection tab are Library and Item Type. If the items that are associated with eligible charge records or eligible bills do not meet the specified criteria for copy library or item type, the charges and bills are not selected.

On the User Status Selection tab, you can select users by a specific Delinquency Type or Delinquency Status. You can also select users by a total amount or range of Estimated Fines.

The Bill Selection tab only displays the Library selection. Users are included in the report output only for bills at the selected library or libraries.

On the Sorting tab, you can sort the report results by library/user name, library/user ID, library/zip code, or just user name, user ID, or zip code.

On the Export File tab, you must type a name for the export file. For example, you could name the report debtupdateMAIN for the MAIN library. The file will be placed on the SirsiDynix Symphony server in the /Unicorn/Rpttemp directory, ready to be sent to Unique Management. If you do not type a file name, the report data will only appear in the finished report; no separate XML file will be created. Additionally, you can select the Include Date/Time in Filename check box, and a date/time stamp will be appended to the file name, for example debtupdateMAIN20080530.

On the Fee/Update Options tab, you can elect to run the report in a “Synchronization” mode by selecting to include all users in collection in the report output. When run in this mode, the output only includes user information and total amount due. Or, you can select to include only those users with activity in the report output. The activity would include any new bills or payments, and will be for the bill library specified in the report. If you don't select a library, then any activity at any library will be included. The report can be run in test mode (no records are modified) by clearing the Update Database Records check box.

Updates Made By This Report

When the report is ready to be sent to the collection agency, you must be certain to select the Update Database Records check box on the Fee/Update Options tab so that appropriate documentation is retained. The updating is done after the XML file is created so the agency has information on the previous referral. The user's COLLECTION status will be updated as appropriate.

If the reported user has a $0.00 balance for the library, this report will check to see if the COLLECTION status should be cleared from the user record. If the user is reported to collections for another library, the status is not cleared. If the user no longer has bills for any library or is not in collections for any other library, the report will clear the COLLECTION status.

The amount a user has paid since he was last reported to the collection agency is calculated from paid bills and provided in the file. The amount added in new bills since the user was last reported is also provided. Additionally, the amount a user has been forgiven (which is the sum of all bills that have a payment type of FORGIVEN or CANCEL) and the amount for a lost processing fee that was removed when a lost item is returned (which have a bill reason of PROCESSFEE) are reported.