FAQs

Overdue and Lost Loan Profiles can be configured to perform the following functions:

• Send email reminders for overdue items (Alma sends the FulOverdueAndLostLoanNotificationLetter notification)
• Declare long overdue items lost (Alma sends the FulOverdueAndLostLoanLetter notification)
• Apply fines and/or fees for items that have been declared lost. 

Overdue and Lost Loan profiles do not:

• Establish Grace Periods (configured in Loan Terms of Use)
• Create hourly/daily overdue fines (configured in Loan Terms of Use)
• Create lost item fines/fees (configured in Loan Terms of Use)
• Set patron limits (configured in Patron Limits table)

There are two general types of Overdue and Lost Loan Profiles:

• Overdue Notification Type 1-5
  • Sends the FulOverdueAndLostLoanNotificationLetter (warning that an item will be declared lost)
  • Can apply a fine and/or fee (fines/fees can differ based on notification type number)
  • Can also configure email differently for Type 1-5. To do that you will need to manually add the labels associated with each notification type to the letter's XSL template. For more information, please see https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/030Fulfillment/080Configuring_Fulfillment/050Physical_Fulfillment#Adding_an_Overdue_and_Lost_Loan_Notification
• Change to Lost
  • Sends the FulOverdueAndLostLoanLetter (notification that an item has been declared lost)
  • Can apply a fee

To configure Overdue and Lost Loan Profiles, you will need either the Fulfillment Administrator or General System Administrator role. 

In order for Overdue and Lost Loan Profiles to be applied to loans, you will need to go to Configuration | Fulfillment | General | Fulfillment Jobs Configuration and turn on the Loans - Overdue and Lost Item job.

For more information on Overdue and Lost Loan Profiles, please see:

https://public.3.basecamp.com/p/G66M6oHSnbuL2SodPFg1DBbo

1. Go to Configuration | Fulfillment | Physical Fulfillment | Overdue and Lost Loan Profiles

2. Click the Add Overdue and Lost Loan Profile link.

3. Give the overdue and lost loan profile a name in the Name field, check the Active box, and then select an overdue and lost loan profile type from the Profile Type dropdown.

4. Different configuration options will appear depending on the value you select in the Type dropdown. If you select Overdue Type 1-5, the following options appear:

• Send Notification - Send the patron a notification letter matching the selected Profile type.
• Create Overdue Fine - Apply an overdue fine for the item when the job runs. The fine amount is taken from the relevant Loan TOU.
• Create Overdue Notification Fee - Charge a fee per warning letter, rather than per loan. When you check this box, the Overdue Notification Fee Amount appears. Enter the amount of the fee you wish to charge into that field.
• Create Block - When Create Block is selected, a Block Type appears. The values in this drop down are defined in the User Block Description page.

If you select Change to Lost, the following configuration option appears:

• Create Overdue Notification Fee - Charge a fee per warning letter, rather than per loan.  When you check this box, the Overdue Notification Fee Amount appears.  Enter the amount of the fee you wish to charge into that field.

5. If you want the profile to be triggered a set number of days after an item is due, enter that number of days into the Days After Due Date field and then select Days if you want to base the profile on calendar days (all open and closed days will be counted) or Open Days if you want the profile to be based on open days (only days you are open will be counted). If you would rather the profile be triggered a set number of days after the last loan status change, enter that number days into the Change After Status Date field (all open and closed days will be counted).

Note: Entering value of 0 is the same as leaving the field empty.

6. Use the Loan Status, Library, Item Policy, User Group, Location, and/or Material Type dropdowns to limit which loans the profile is applied to, select a Letter Send Format (selecting Print will generate a paper letter, selecting Mail will generate an email), and then click the Save button.

Note: The Send Letter Format field is required only for Change to Lost profiles.