Create bursar output file

The C > CREATE bursar output file menu option allows you to convert the records in the Paymentbursar file into a standard format and save them to the bursar.out file.

If there is an existing bursar.out file, the system prompts you to clear or archive the previous file.

The system displays a message similar to the following while converting records:

Bursar's Office Interface
               Prepare bursar output file

               Checking patron .p180238

Once all records have been converted, the system displays a summary similar to the following, and asks if it should clear the current Paymentbursar file.

File has 32 transactions, totaling $608.14
Contains invoices numbered between 40270 and 40409
Do you want to clear the "Paymentbursar" file? (y/n)

Answering 'y' to clear the Paymentbursar file prevents you from accidentally sending the records again.

Recovering Paymentbursar Files

The system saves the last three Paymentbursar files under different names after they have been cleared. If a situation arises where a Paymentbursar file needs to be recovered after it has been cleared, Innovative can recover the records as long as you have not cleared more than two successive Paymentbursar files since clearing the file in question.

The converted records from the Paymentbursar file are now stored in the bursar.out file. This file is listed as file number '1' at the top of the display. For example:

Bursar's Office Interface

        1 > bursar.out

Clearing Fields in Patron Records

The system does not automatically clear the fields in the patron record which store the outstanding fines and money owed when it creates the output file. Use the menu option G > GLOBALLY purge files to purge these fields.

The bursar.out file must be converted to a bursar.send file. The bursar.send file is sent to the bursar's office.

Existing bursar.out file

If you choose the C > CREATE bursar output file menu option when a bursar.out file already exists, the system displays a message similar to the following:

The previous bursar output file has not been cleared
Last updated on 01-27-95 10:06AM
32 transactions, totaling $608.14
Contains invoices numbered between 40270 and 40409

C > CLEAR existing file
A > APPEND to existing file
Q > QUIT
Choose one (C,A,Q)

Select C > CLEAR existing file to clear the records from the existing bursar.out file and create a new one using only the records in the current Paymentbursar file.

Select A > APPEND to existing file to add the records from the current Paymentbursar file to those records that already exist in the bursar.out file.

Appending records to an existing file can result in records being sent to the bursar's office twice.In general, it is recommended that you use the R > REMOVE files menu option to clear the bursar.out file each time you transfer records to the bursar's office.

Format of Records in the Output File

The first line in the bursar.out file is a header line containing summary data for all charges and fines in the file. Each subsequent line in the output file contains the record for a single patron charge or fine.

Header

The header contains data separated by vertical bars ('|') in the following format:

Output File Header Format:

Header: The string "HEADER"
<#_records>: Total number of records in the file
<Tot_Amt1>: Total of all Amt 1 fields in all records
<Tot_Amt2>: Total of all Amt 2 fields in all records
<Tot Amt3>: Total of all Amt3 fields in all records
<Tot_all_amts>: Total of all amounts in all records
<Beg_inv#>: Starting invoice number
<End_inv#>: Ending invoice number
<Date>: Date file created in "yymmdd" format

Example header line:

HEADER|0000001172|0000574480|0000000000|0000000000|0000574480|0000000276|0000001476|120530

Record Data

The data for each record of a charge is separated by a vertical bar ('|') in the format shown below:

Output Record Format:

<inv_#>: Invoice #, not padded
<inv_date>: Invoice date in "yymmdd" format
<location>: Location where charge created/assessed
<patron_#>: Patron record number, prefixed with 'p'
<patron_ID>: Identifying field from Patron record (usually barcode), preceded by field tag (e.g., "b21234567890"). Library specifies field to use.
<Name>: Patron NAME
<Address>: Patron ADDRESS
<PCODE1>: PCODE1 from Patron record
<PCODE2>: PCODE2 from Patron record
<PCODE3>: PCODE3 from Patron record
<P TYPE>: Patron P TYPE (0-1999)
<Item_ID>: Identifying field from Item record preceded by field tag, or the item record number preceded by 'i'. Library can specify field to use (default is Item record number).
<Title>: Item TITLE (from Bib. MARC 245 or 200)
<Call_#>: Item CALL NO.
<Charge_type>: Label corresponding to charge type from Item FINE field (e.g., "MANUAL", "OVERDUE", etc.)
<Amt1>: Item charge in lowest unit of currency (can be negative for adjustments)
<Amt2>: Processing fee in lowest unit of currency (replacements, adjustments and lost books only, can be negative for adjustments)
<Amt3>: Billing fee in lowest unit of currency (replacements, adjustments, and lost books only; can be negative for adjustments)

Example 1: Illustrates a fine for an overdue item:

308|121217|norst|p10571231|b572687382|TANNER, ODETTE L| 1886 QUINCE AVE$BOULDER CO 80304|-|-|28|0|bU183004142985| Black liberation in Kentucky : emancipation and freedom, 1862-1884 / Victor B. Howard. --| E185.93.K3 H68 1983|OVERDUE|50|0|0

Example 2: Illustrates a bill for a lost item:

35993|120619|jama |p1009977|b25029000283739|WELTER LISA M| 91 CALIFORNIA CT $ORLAND PARK IL 60462|-|-|0|67|i1864671| Siddhartha / Hermann Hesse ; translated by Hilda Rosner| PT2617.E85 S52 1971|LOST|3500|500|500

Example 3: Illustrates a credit issued by the system when an item is returned which the system has already billed. A patron might return a book after the charge has already been sent to the bursar's office or the library might waive a portion of the charge after it has been sent. In these cases the system will add a credit transaction for the appropriate amount to the bursar output file.

For example, assume that the item billed in Example 2 above was returned and that the library's policy in such cases is to reduce the bill to the "bill fee". The system issues a credit by writing negative dollar entries in field 16 (Amt 1, item charge) and field 17 (Amt 2, processing fee); no credit is issued for field 18 (Amt 3, billing fee) since the library wants to reduce the bill to this amount. Note that field 15 (Charge Type) is set to "OVERDUEX" to identify this transaction as an adjustment after a patron has returned a billed item.