Lost items, when returned, are not credited

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Product: Aleph
Product Version: 20, 21, 22, 23
Relevant for Installation Type: Dedicated-Direct, Direct, Local, Total Care

Description:
In some or all cases, a billed/paid Lost item is not credited when it is returned.

Resolution:
When an item is billed as Lost, ALEPH doesn't delete the z36 (loan) record but instead changes its status from 'A' (Active) to 'L' (Lost).

The pc_cir/pc_return_item program looks for loan records with z36_status = "L". If it finds one, it calls the pc_cir/pc_cir_handle_lost which looks up the z31 cash record for the user (the z36_id), etc.

The problem could be:

(1) (for converted records) no z36 status "L" record;

(2) mismatch between the z31 Cash record and the z36 status "L" record; or

(3) tab100 settings which prevent crediting.

(for #1) No status "L" z36. If this problem is occurring with records converted from another system to ALEPH -- where you don't have Z36 (or Z36H) records with Z36_STATUS "L".

(for #2) Mismatch between the z31 Cash record and the z36 status "L" record. Causes of mismatch: The pc_cir_handle_lost program reads the z31 and does the following checks:

IF Z31-TYPE = "40" or "41"
Z31-KT-Z36-DOC-NUMBER = Z36-DOC-NUMBER
Z31-KT-Z36-ITEM-SEQUENCE = Z36-ITEM-SEQUENCE
Z31-KT-Z36-NUMBER = Z36-NUMBER
KEY-CASH-DATE-1 = Z36-LOAN-DATE
KEY-CASH-HOUR-1 = Z36-LOAN-HOUR
KEY-CASH-DATE-2 = Z36-DUE-DATE
KEY-CASH-HOUR-2 = Z36-DUE-HOUR
Z31-STATUS = "W" *

If any of these fails to match, then it is considered a non-match. * "W" is waived/forgiven. If TAB10-LOST-LOAN-CREDIT-METHOD is "2", then Closed transactions ("C") will also not be automatically credited. See KB 3986 for info on the Z31-KEY (KEY-CASH) structure.

(for #3) tab10/tab100 settings which prevent crediting

(a) If the tab10/tab100 LOST-LOAN-CREDIT-METHOD is "2", then Closed transactions ("C") will not be automatically credited. To credit billed/paid items upon return, this needs to be "1".

(b) (16.02-up) If the tab100 REFUND-RATE" is set to "0 0 0", no crediting will occur. The first value sets the percentage that will be refunded for handling cost (tab18 transaction number 40); the second value, the replacement cost (transaction number 41); and the third value, the notice cost (transaction number 42). A value of 0 means that no refund will be made, and a value of 100 means that full refund will be made. When one of the rates is set to zero, the flag ZERO-FINE-HANDLING is consulted whether to generate a zero-sum credit transaction. We think that most sites will want to have at least the second value (replacement cost) set to 100% crediting.

Article last edited: 12-Mar-2016