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 routine borrowing transactions e.g. we bill all non-affiliate patrons $10 for article requests. If you need only to create one-off invoices for late fees or lost items, we recommend manually sending the invoice instead of enabling the Billing Manager. Billing information can be recorded a note field of the ILLiad Request Form. For example, if you only send one invoice every two months for lost items, the Billing Manager is not an ideal solution for your workflow.

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 requires all users to set up accounts to which transactions are 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

As part of the registration process, user will need to navigate through an additional registration page to assign an account to their User Record. This page is called Edit Account Information (EditAccountInformation.html). By default the user will need to add the account information that should be used for their transactions. Typically, this account information is an internal account number, or it is a generic holding value such as "Student" when billing is applied to one status but not another. You can assign a user Status to be Exempt from billing in the DefaultAccounts table in the Customization Manager. Transactions from users in Exempt status will skip the billing process, but users will still need to navigate through the Edit Account Information page when registering.
 
NOTE: The EditAccountInformation.html page should not be configured to collect credit card information. 
 
ILLiad can automatically create a new account for all registering users by creating entries in the Billing table and customizing the web page. A 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 prevent users from adding alternate accounts or simply display default account information along with any other welcome message for new users.

From the ILLiad Main Menu Web Page, users can edit account information via the Change Accounts button under the Tools menu.

Changes to the ILLiad Client

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

Initial Borrowing Processing

When Borrowing billing is active, billing account information is required for all new requests. If account information is not present, the request cannot be processed, even if the Billing Category is Exempt. 

To manually add Account information, click the menu arrow on the Billing Accounts field of the transaction and select the account associated with that User. 

If an option is not available, you will need to add an account to the User record

Differences on the Check In from Lending Library Screen

Billing information is attached to the transaction 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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