FAQs: Processing Long Overdue Items

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What is the purpose of the Process Long Overdue Items report?

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With lost item processing using the Assumed Lost report, is there any reason to use the Process Long Overdue Items report? in FAQs: Managing Assumed Lost Materials

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What happens when I run the Process Long Overdue Items report to update the database records?

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What does this report add to the LOSTITEM Extended Information entry in the user record?

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Can I set up this report to produce bill notices?

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How should I set up the Remove Bills report and Remove Paid Bills report so I can keep lost item bill information for future refunds? in FAQs: Managing Assumed Lost Materials

What is the purpose of the Process Long Overdue Items report?

The Process Long Overdue Items (Longoverdue) report is designed primarily to manage items that are excessively overdue, and the library does not expect the items to be returned. This report selects items that have been overdue for some time, discharges them, moves them to a special location for later removal, removes the lost item bill (if any), and notes in the user record which items have been moved. The note added to the LOSTITEM extended information entry is the only connection that will remain between the user and the lost item after the report runs.

The report includes the additional options of creating a bill for the user to include the price of the item, a processing fee, and the accrued fine(s) on the item(s), and/or BARRING the user from any more circulation privileges. Since this report does not produce bill notices, you must run a bill notice type report (such as the Generalized Bill Notices report) to notify patrons that they have been billed.

Since the charge link between the item and the user are removed by this report, it is recommended that you use this report only when your library is ready to replace or remove the selected long overdue items.

What happens when I run the Process Long Overdue Items report to update the database records?

When the report is run with the Update Database Records check box selected on the Update Options tab, the following changes are made to your library’s data.

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Selected items are discharged.

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A note with Brief Title information is added to the LOSTITEM extended information entry in the user record of the patron who lost the item. Each LOSTITEM entry contains the title, call number, copy number, item ID, and date due for the item. The LOSTITEM extended information entries display only when a user record is being modified.

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Each item’s current location is modified to LONGOVRDUE, or to the location set in the New Location tab.

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The bill linked to item is removed. The report can be set up to create a bill that is linked to the user. By removing the link to the item bill, the report enables the item to be removed from the library collection while maintaining a connection between the patron who lost the item and the amount owed for the lost item bill.

After running the Process Long Overdue Items report, use the Remove Items by Location (Rembylocation) report to complete the processing of long overdue items by permanently removing from the collection the items placed in the LONGOVRDUE location.

What does this report add to the LOSTITEM Extended Information entry in the user record?

When the report is run with the Update Database Records check box selected on the Update Options tab, it adds a note of Brief Title information to the LOSTITEM extended information entry in the user record of the patron who has not returned the item. Each LOSTITEM entry contains the title, call number, copy number, item ID, and date due for the item. Refer to Sample LOSTITEM Extended Information in a User Record for an illustration that shows examples of LOSTITEM entries in a user record.

The LOSTITEM extended information entries display only when a user record is being modified.

Can I set up this report to produce bill notices?

No. Even though this report can create bills, it does not produce bill notices. You must run a bill notice type report (such as the Generalized Bill Notices report) to notify patrons that they have been billed.