Enabling Billing in Borrowing

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Before enabling billing in borrowing, please contact support at support@atlas-sys.com. Enabling billing requires Customization Manager changes, changes to all user records, and significant web changes.

All Billing for Borrowing and Document Delivery is done through the Billing Manager. See ILLiad Billing Manager for instructions on billing your customers. 

Configuring Billing 

The Billing Manager was designed to invoice for every transaction. If you plan to only create one-off invoices, we recommend manually sending the invoice instead of enabling the Billing Manager. Then just record the information in a comments field of the ILLiad Request Form. For example, if you only send one invoice every two months for a past due fine, the Billing Manager wouldn't be ideal for your workflows.

There are several changes that need to be made to enable billing in Borrowing. Toggling the BillingActive in the Customization Manager should be the last thing you do when enabling and disabling billing functions. Once the toggle is switched every user record will require new values, changes to the default accounts table, changes to the shipping fees table, web page change, etc. We recommend having these changes implemented and tested prior to setting the BillingActive toggle.

When Billing is Enabled

ILLiad Billing for Borrowing allows your users to set up accounts to which transactions may be billed. It also allows you to set up default billing amounts and will let you notate billing charges during the check-in process. These processes create several Billing tables in the database, to which you can link to generate invoices or send them to another system for processing. Billing is highly customized for many sites. This is a general reference guide for Billing. Your site may operate differently. 

When Billing is Inactive 

If Billing is turned off, the Billing icon on the Request Form ribbon and the Billing Account field will be greyed out and inactive and the Add Billing Charges Form will not appear.

Changes to the Web User Interface

When Billing has been enabled, several changes are made to the default web pages your users will see.

Edit Account Information

ILLiad can automatically create a new account for all registering users by creating entries in The default billing account can be specified by NVTGC (shared server site code or delivery location) and Status. The account is created immediately after the user record is created and it can display to the user on the EditAccountInformation.html page. This also allows you to edit the EditAccountInformation.html page to not allow customers to create more accounts and just display their account information or any other welcome message for new users.

From the ILLiad Main Menu Web Page, a new page is added called Edit Account Information (EditAccountInformation.html). Users can set up as many different accounts as they would like using this screen. This screen is accessed via the Change Accounts button under the Tools menu and is also displayed automatically after the User Registration page is completed successfully.

Changes to the ILLiad Client

When Billing has been enabled, several changes are made to the ILLiad Client that the ILL Staff will see.

Differences on the Check In from Lending Library Screen

Billing information is attached to the record when the check-in process is completed. When an item is searched and selected on the Check In from Lending Library Screen, the default billing amount is selected for the request type and appears on the Add Billing Charges Form. You can make changes to the amounts and quantities charged at this point. Click the Recalculate button to recalculate the amounts. Once you have the Total charge correct, click the Charge button. This will store the billing information in the database for later processing.

Viewing an ILLiad User's Billing Accounts

When Billing is enabled for Borrowing, the User Form will display with an added Account Information section included in the tabs. Here, you can view the accounts that a user has set up. You can see accounts marked as inactive as well as mark inactive accounts as active. ILLiad assigns an InternalNo (Internal Number) to each account that is created; this number, while is not visible or needed by ILL Staff, is used in background billing processes.


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