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OCLC

Debt Collection

This feature allows WorldShare Circulation to work with Unique Management Services, Inc., the principal material recovery agency in the global library marketplace.

Selection Criteria

  1. On the Selection Criteria screen, fill in the fields in the order below:
    1. Minimum Patron Balance: The minimum amount patrons must owe before they are eligible to be sent to debt collection.
    2. Oldest Fine Date: The oldest date of a fine that should be considered when calculating whether or not patrons are eligible to be sent to debt collection.
    3. Grace Period: The period during which accrued fines are not considered when calculating the patron balance.
    4. Minimum Patron Age: The minimum age a patron must be before their account is selected for debt collection.
    5. Included Patron Types: Select the Patron Types that are eligible for debt collection. Patron Types are set on the Institution Borrower Categories screen in the WMS Institution module.
    6. Included Bill Reasons: Select the Bill Reasons to be included when calculating the patron balance. Create bill reasons on the Bill Reason screen.
    7. Processing Fee Bill Reason (optional): Select the text that will appear on the bill for the processing fee that the library assesses if a patron is sent to debt collection.
    8. Processing Fee Bill Amount: The amount of the fee the library assesses if the patron is sent to debt collection.
    9. Staff Name: The staff member(s) who will be notified when the process has finished.
    10. Scheduling: Select how often the file is created.
    11. Time: Select the time of day when the file is created.
  2. Click Save.

File Review

Use this screen to review the patron files in preparation for sending.

  1. On the File Review screen, review the patron information.
  2. (Optional). Select Exempted to exclude the patron from all future instances of debt collection.
  3. (Optional). Select Exclude Now to exclude the patron from debt collection one time.
  4. When you are finished, you have three options:
    1. Click Reset Selection Criteria to reset all submission criteria and discard the current data.
    2. Click Save Changes to save without submitting the data for transmission.
    3. Click Submit to send the list to Unique Management.

File Transmission Configuration

Use this screen to specify the details of how the file should be transmitted. The file will be encrypted prior to transmission.

  1. On the File Transmission Configuration screen, fill in the fields in the order below:
    1. File Format: Select the file format.
    2. Transmission: Select the method to send the file.
    3. Staff Name: The staff member(s) who will be notified when the file transmission is complete.
    4. Email Address: Email address of your contact at Unique Management.
  2. Click Save.

Manage Shared Key

Use this screen to create a shared key that will be used by Unique Management to decrypt the file.

  • A shared key must be created before the library completes the File Transmission Configuration.

Manage Shared Key fields:

  • Shared Key Name: Select the name of the shared key.
  • Shared Key: The system supplied shared key that is created and will be used to encrypt and decrypt the file. It is the library's responsibility to send the shared key to their contact at Unique Management.

Update Patron Reports

Use this screen to determine when an updated file of eligible patrons should be sent to Unique Management.

  1. On the Update Patrons Report screen, fill in the fields in the order below:
    1. Staff Name: The staff member(s) who will be notified when the process is finished.
    2. Scheduling: Select how often the report is run.
    3. Time: Select the time of day the file is created.
  2. Click Save.

Synchronization Report

Use this screen to configure when to submit a report of all patrons currently in debt collection status and the current total balance of outstanding debt as represented in WMS Circulation. This enables Unique Management to verify the data in both systems.

  1. On the Synchronization Report screen, fill in the fields in the order below:
    1. Staff Name: The staff member(s) who will be notified when the process is finished.
    2. Scheduling: Select how often the report is run.
    3. Time: Select the time of day the file is created.
  2. Click Save.
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