The current main page and the fines/fees tab of a user’s account do not show the balance of the accruing fines to the circulation desk operators. The fines/fees tab doesn’t include the information of the loans that have accruing fines on them, and this confuses both circulation desk operators and clients. Circulation desk operators should be able to see this information easily and they should be able to give exact information to the library patrons about their fines/fees. Now this information is on several lists of loans and returns and the operator cannot see the accruing balance anywhere. (see Figure 1)

We propose that the main page of a user’s account should display the active (payable) balance with the Pay button beside it, the accruing balance, and the total amount of fines/fees (see Figure 2). Furthermore, we propose that the fines/fees tab of a user’s account should include the accruing balance, the list of fines/fees should include the loans that have accruing fines and the operator should be able to filter the list by status “Accruing” if needed (see Figure 3). Please see the attached document with the screenshots.

[There are two relating ideas in Idea exchange: “Expand Scope of Active Balance” and “Display both charges payable and total charges owed”, but these two are not adequate as such from our perspective.]

We have several short-loan items that our patrons check out, and these items often generate small fines that are difficult to track whether or not a fine is legitimate, or if there may have been operator error.

For example, we circulate study rooms where a student may check out the room key, and a box of white board markers or a television remote. If the student returns the room key and white board markers on time, but not the remote, it's difficult to tell if that's valid.

Solution: Rather than emailing all staff that may need to interact with that patron in a dispute, we would like to be able to attach a note to the specific fine stating the reason the fine isn't being waived (e.g. the remote was left in the room and our staff found it at the end of the day). This leaves inboxes clear, removes any need to go digging through old emails, and creates access for new staff and student workers who may onboard after the original email.

Fines often get exported through Bursar before a patron disputes them. Our lost item replacement fees and overdue fines get funneled into different accounts. The vague description for "credit" does not give our system any way to determine which account the credit should be adjusted from. (For example: A lost item replacement fee charge ends up in our materials budget once sent to the Bursar. The majority of credits are for materials returned after they were billed, so this is our default credit account. Since all credits are just defined as a "credit" when exported to the Bursar, credits for fines created in error or that were from a different budget still end up coming out of the materials budget.)

This could be greatly improved by adding additional Credit types rather than just "Credit" (such as "Credit Overdue Fine" and "Credit Replacement Fee")

As new Alma users, we struggle with Alma’s use of the Fulfillment term ‘Active Balance.’ This is the balance owing that is displayed at the top of the Patron Services screen for each user. We find the term ‘Active Balance’ to be a bit of a misnomer because it only reflects fines/fees for closed transactions as listed under a patron’s Fines and Fees tab – leaving out currently accruing fines for overdue items (support case 00673063) and accruing fines for unpaid items declared lost (support case 00667631).

The current display puts front line circulation desk operators at a bit of a disadvantage when a user asks them to provide a total amount owing on the spot. Likewise, patron facing Fines\Fees Notification and Borrowing Activity letters reflect the ‘active balance’ as stated in the Fines and Fees Summary, and leave out currently accruing fines for overdue and unpaid lost items.

We would like to propose that the Patron Services screen display a more complete ‘Active balance’ that reflects all amounts owing -- ie., applied fines from Fines & Fees tab + currently accruing overdue amounts. The ‘Active Balance’ should change daily as additional charges are accrued, paid or waived, etc. Supporting Fines/Fees Notification and Borrowing Activity letters should reflect this broader focus.