Pay User Group Bills Helper

The Pay User Group Bills Helper is used to accept bill payment for members of a user group during another circulation activity, typically when using the Paying Bills wizard or Pay Bills helper. This helper can be used to make a payment for a single bill, all bills for a given user, or applied to the total bill for all group members.

To make a bill payment for a user group

1

Click the Pay User Group Bills helper.

2

The User Search helper appears. Search for a user who is a member of the user group.

3

A window opens with a list in the left pane of user IDs for users in the group. The user ID of users with unpaid bills displays normally, with a folder next to the user ID. The user IDs of group members who do not have unpaid bills display in gray. To pay a bill or bills for a user, select the user ID from the left pane.

4

In the right pane, the user information area displays useful information about the user, including the user’s status and amount owed. Under Total Bills and Payments, the total number of bills and total amount owed is shown. Under Individual Bills and Payments, each bill displays on a separate line.

Note: If the Deletion of Items with Bills feature is enabled and an item associated with a bill has been deleted from the catalog, the item ID field will be blank.

5

To apply payment to the total amount owed for a user in the group:

•

Select a user with unpaid bills from the left pane.

•

Under Total Bills and Payments, type the payment amount in the Payment box (for example, 1.75, $1.75, .50, or $.50)

•

In the Payment Type list, select the payment type.

•

Click Pay Bills.

•

If you are making a payment using BLUEcloud Commerce via a card reader device, a dialog displays containing the subtotal and the following message:

Waiting for card swipe...

Swipe the card. If the card swipe is successful, this dialog disappears and the payment completes.

A window opens with a summary of user group payments, showing the total payment made for the group and any change due. Under User Payment Summary, a list of payments for individual users displays. List Payment to Bills shows how payments were applied to each individual bill. Under Failed Payments, a list of bills which were not paid successfully displays. This is typically caused by entering payment amounts in an improper format.

Note: WorkFlows does not permit the use of more than one BLUEcloud Commerce payment type in one transaction. However, more than one payment of the same BLUEcloud Commerce-enabled Payment Type is permissible.

WorkFlows cannot produce change for bills paid using a BLUEcloud Commerce-enabled Payment Type policy. If you attempt to pay a group of bills and one of the bills is overpaid using BLUEcloud Commerce, an error occurs and the bills are not paid.

Payments on an individual bill only apply to that particular bill. For example, if one bill is overpaid and another is underpaid, WorkFlows does not apply the amount of change left over from the first bill to the deficit of the second bill; the user receives change for the bill that was overpaid but still owes for the underpaid bill.

6

To apply payments to an individual bill for a user in the group:

•

Select a user with unpaid bills from the left pane.

•

Under Individual Bills and Payment, select the bill to be paid.

•

If you want to change the payment type, click the Payment Type field on the selected bill to display a list, and then select the payment type.

•

Click the Payment field. With the field selected, type the payment amount.

•

Click Pay Bills when you have finished entering payment information.

•

If you are making a payment using BLUEcloud Commerce via a card reader device, a dialog displays containing the subtotal and the following message:

Waiting for card swipe...

Swipe the card. If the card swipe is successful, this dialog disappears and the payment completes.

A window opens with a summary of user group payments, showing the total payment made for the group and any change due. Under User Payment Summary, a list of payments for individual users displays. List Payment to Bills shows how payments were applied to each individual bill. Under Failed Payments, a list of bills which were not paid successfully displays. This is typically caused by entering payment amounts in an improper format.

Note: If you make multiple payments on a bill with a BLUEcloud Commerce-enabled Payment Type within the user group, the cumulative payment amount must be less than or equal to the Amount Owed.

7

To pay all the outstanding bills for a user group:

•

Select a user with unpaid bills from the left pane.

•

Under Total Bills and Payments, type the payment amount in the Payment box (for example, 1.75, $1.75, .50, or $.50)

•

In the Payment Type list, select the payment type.

•

Do not click Pay Bills. Instead, select another user with unpaid bills from the left pane. The previous user’s ID now displays with a green currency icon next to it.

•

Enter the payment and select the payment type for the second user under Total Bills and Payments. Repeat this step for each user in the group with unpaid bills.

•

Click Pay Bills when you have finished entering payment information.

•

If you are making a payment using BLUEcloud Commerce via a card reader device, a dialog displays containing the subtotal and the following message:

Waiting for card swipe...

Swipe the card. If the card swipe is successful, this dialog disappears and the payment completes.

A window opens with a summary of user group payments, showing the total payment made for the group and any change due. Under User Payment Summary, a list of payments for individual users displays. List Payment to Bills shows how payments were applied to each individual bill. Under Failed Payments, a list of bills which were not paid successfully displays. This is typically caused by entering payment amounts in an improper format.

Note: WorkFlows does not permit the use of more than one BLUEcloud Commerce payment type in one transaction. However, more than one payment of the same BLUEcloud Commerce-enabled Payment Type is permissible.

Payments on an individual bill only apply to that particular bill. For example, if one bill is overpaid and another is underpaid, WorkFlows does not apply the amount of change left over from the first bill to the deficit of the second bill.

WorkFlows cannot produce change for bills paid using a BLUEcloud Commerce-enabled Payment Type policy. If you attempt to pay a group of bills and one of the bills is overpaid using BLUEcloud Commerce, an error occurs and the bills are not paid.

If you added two or more payments of the same BLUEcloud Commerce-enabled Payment Type, the system pays them all together with one card swipe.

8

Once a bill has been paid, click Close to close the payment summary window. You will return to the wizard window from which you selected the Pay User Group Bills helper.

Related topics 

Paying Bills Wizard Properties