Fees/Fines (UXPROD-792)

[UXPROD-845] Fees/Fines in-app reports: Balance cash drawer for fees/fines Created: 06/Jun/18  Updated: 03/Jan/24  Resolved: 27/May/21

Status: Closed
Project: UX Product
Components: Fees/Fines
Affects versions: None
Fix versions: R2 2021
Parent: Fees/Fines

Type: New Feature Priority: P2
Reporter: Holly Mistlebauer Assignee: Holly Mistlebauer
Resolution: Done Votes: 0
Labels: PMP, appreport, feesfines, needs-testrail, resourceaccess, round_iv
Remaining Estimate: Not Specified
Time Spent: Not Specified
Original estimate: Not Specified

Attachments: PDF File FIne Fee Reconciliation Accounting Office Summary.pdf     PDF File Fine Fee Reconciliation Detail for Library Units.pdf     PNG File screenshot-1.png     PNG File screenshot-2.png     PNG File screenshot-3.png    
Issue links:
Blocks
is blocked by UIU-1399 Pay/Waive/Transfer/Cancel fee/fine: "... Closed
is blocked by UIU-1398 Charge fee/fine: "Created at" must be... Closed
Cloners
is cloned by UXPROD-3064 Financial Transactions Detail Report ... Closed
Defines
is defined by MODFEE-161 Create 'Financial transactions detail... Closed
is defined by MODFEE-162 Create 'Cash Drawer Reconciliaton rep... Closed
is defined by MODFEE-178 Create endpoint to return data for Ca... Closed
is defined by UIU-1959 Add modal for 'Cash drawer reconcilia... Closed
is defined by UIU-1961 Create 'Cash drawer reconciliation re... Closed
is defined by UIU-2083 Add new fee/fine reports as options t... Closed
is defined by UIU-2084 Create 'Cash drawer reconciliation re... Closed
is defined by UIU-2088 Add 'Cash Drawer Reconciliaton report... Closed
is defined by UX-406 Add two new fee/fine in-app reports t... Closed
Relates
relates to UXPROD-867 Reporting: In-App Reports Open
relates to UXPROD-103 Pay outstanding fees/fines Closed
relates to MODFEE-177 SPIKE: Research and write BE stories ... Closed
Potential Workaround: Holly: This report is much more involved that the other Fees/Fines in-app reports. I am surprised that the rank isn't higher than it is, given all libraries will need to balance fees/fines. Perhaps the words "cash drawer" threw people off. It would be a lot of work for each library to produce this report for themselves. I would recommend that we plan this report for development in Q1 2020 or it back to the Reporting SIG ASAP so they can make other arrangements.
Epic Link: Fees/Fines
Front End Estimate: XL < 15 days
Front End Estimator: Holly Mistlebauer
Front-End Confidence factor: Low
Back End Estimator: Holly Mistlebauer
Estimation Notes and Assumptions: We haven't done any canned reports yet so I have no idea what will be involved.
Development Team: Vega
Report ID (pre-May 2019): ID437; ID438; ID440; ID498 (partially covers ID483)
Report Contact(s):
David Larsen, Edd Merkel, Joanne Leary
Report Functional Area(s):
Resource Access
PO Rank: 100
Cap Plan Fix Version (DO NOT CHANGE): R2 2021
Rank: Chalmers (Impl Aut 2019): R5
Rank: Chicago (MVP Sum 2020): R1
Rank: Cornell (Full Sum 2021): R1
Rank: Duke (Full Sum 2021): R1
Rank: 5Colleges (Full Jul 2021): R5
Rank: FLO (MVP Sum 2020): R4
Rank: GBV (MVP Sum 2020): R2
Rank: Grand Valley (Full Sum 2021): R1
Rank: hbz (TBD): R2
Rank: Hungary (MVP End 2020): R1
Rank: Lehigh (MVP Summer 2020): R4
Rank: Leipzig (Full TBD): R1
Rank: Leipzig (ERM Aut 2019): R5
Rank: SHL (Dec 2021): R5
Rank: TAMU (MVP Jan 2021): R1
Rank: U of AL (MVP Oct 2020): R5

 Description   

SPLIT - see UXPROD-3064 Closed .

Susan Bristol from Cornell is Reporting SIG contact for this report. Please confirm she agrees with final format of this report. See issue REP-### for details.

Purpose: This report will allow a unit library to balance their cash drawer for money taken in for fees and fines. The term "cash" is actually used loosely--this includes checks, credit card transactions, department charges, and other forms of payment allowed by the unit (but not transfers). The fee/fine owner will be identified on the report so that the appropriate unit is given the payment.

Other names used by institutions for this type of report:

  • Financial Transactions Detail Report
  • Fine Fee Reconciliation
  • Monies paid/collected for fines/fees, privileges, purchases, or other reasons by payment method, date range, location, or operator
  • Cash Drawer Reconciliation Report

Status as of February 26, 2021:

We have defined two reports for this feature.  They are...

  • Cash drawer reconciliation report (for use by cash drawer assignee in balancing their drawer when their shift ends)
  • Financial Transactions Detail Report (for use by supervisor investigating issues related to fee/fines actions for the time period specified)

Status as of January 1, 2021:  In Fall 2019, a sub-group was created to define what is really needed to balance fees/fines. (See the sub-group's wiki page at https://folio-org.atlassian.net/wiki/x/3D0i.) On January 14, a kick-off meeting will be held for a new sub-group (not all of the same people were available) to start working with Holly on the user stories for this feature. We will use the previous sub-group's summary (available at https://folio-org.atlassian.net/wiki/x/E0Ei) as our starting point.



 Comments   
Comment by Anya [ 29/Mar/19 ]

Comment from the March Meeting : If this means cash we do not need it

Comment by Sharon Beltaine [ 26/Apr/19 ]

At Cornell, we do accept cash, checks, and credit cards as payments for fines and fees, so we need this functionality.

Comment by Sharon Beltaine [ 26/Apr/19 ]

I am attaching 2 examples of reports that illustrate how we use this functionality at Cornell:
Fine Fee Reconciliation Detail for Library Units - used to balance cash drawer and allocate fees to correct owning libraries
Fine Fee Reconciliation Accounting Office Summary - used to reconcile individual deposits to pay fines and fees against quarterly summaries of fines and fees expenditures

Comment by Holly Mistlebauer [ 26/Apr/19 ]

Sharon Beltaine, Payment Methods are defined by the institution in Settings so Cornell should be all set. Thanks for attaching the sample reports. I will definitely need them!

Comment by Holly Mistlebauer [ 19/Sep/19 ]

From: Holly L. Mistlebauer
Sent: Thursday, September 19, 2019 1:25 PM
To: folio-ra@ole-lists.openlibraryfoundation.org
Cc: Sharon Beltaine (slm5@cornell.edu) <slm5@cornell.edu>
Subject: Balance cash drawer for fees/fines sub-group...

Dear RA SIG,

We have discussed the formation of a sub-group to addressed the requirement for UXPROD-845 Closed (Fees/Fines in-app report: Balance cash drawer for fees/fines). This feature actually covers the following Reporting SIG Master Spreadsheet reports…

ID437: Cash Drawer Reconciliation Report (Contact is Ed Merkel)
ID438: Financial Transactions Detail Report (Contact is Ed Merkel)
ID440: Fine Fee Reconciliation (Contacts are Joanne Leary & Ed Merkel)
ID498: Fee Fine Reconciliation Accounting Office Summary Report (Contact is Susan Bristol at Cornell, but Joanne can probably coordinate)
ID483 (partially covered): Monies paid/collected for fines/fees, privileges, purchases, or other reasons by payment method, date range, location, or operator (Contact is David Larson)

The people who have identified themselves as contacts should be informed about the new sub-group that will be covering a report they are the contact for, and invited to participate in the sub-group. We have already discussed Ed and Joanne joining the sub-group. Perhaps Joanne can represent Susan and Ed can represent David? Lehigh has also expressed an interest in several of these reports, but did not list a contact on the Reporting SIG Master Spreadsheet.

Thanks,
Holly

Comment by Erin Nettifee [ 22/Oct/19 ]

A small group from the RA SIG spec'd out requirements for this feature - they are summarized here:
https://folio-org.atlassian.net/wiki/display/RA/RA+-+Fine+Reports+Small+Group+Fall+2019+-+Summary

Comment by Holly Mistlebauer [ 22/Oct/19 ]

There will be 2 in-app reports as shown at https://folio-org.atlassian.net/wiki/x/E0Ei

Comment by Anya [ 28/Sep/20 ]

Holly Mistlebauer is the comment in the workaround - still viable?

Comment by Debra Howell [ 29/Sep/20 ]

Holly Mistlebauer Requesting an update on this feature as it is important to us for Go Live. It looks like the Workaround field contains a comment rather than a workaround and indicates that this feature needs to be done. Perhaps the comment in the Workaround field could be moved to this Comment section and this feature could be prioritized?

Comment by Holly Mistlebauer [ 20/Oct/20 ]

UPDATE: A sub-group of the RA SIG worked on this a year ago. They were to come up with what is needed and then I would write the user story. The group did come up with a nice summary (see https://folio-org.atlassian.net/wiki/display/RA/RA+-+Fine+Reports+Small+Group+Fall+2019+-+Summary), but at the time I didn't think it was enough to write a user story from. I just took another look and I am changing my mind. I am not an accountant so I need help with this one. I'll report back with the status.

Comment by Holly Mistlebauer [ 20/Oct/20 ]

I have created UX-406 Closed for Kimie to add the two new reports (Cash Drawer Reconciliation Report and Financial Transactions Detail Report) to the list of available "reports" on this page...

When one of the two reports is selected, a modal will appear for the user to select a date range (required), fee/fine owner (required) and payment method.
I will create a layout of both new CSV reports.
When Kimie had her designs done and I have the report layouts completed, I will present this feature to the RA SIG. Hopefully next week...

Comment by Holly Mistlebauer [ 20/Oct/20 ]

P.S. I remember now what held this up. I was hoping the sub-group would do the spreadsheet mock-ups.

Comment by Holly Mistlebauer [ 06/Nov/20 ]

UPDATE: Holly has created placeholder user stories (see DEFINED BY links). Kimie has completed the report criteria mock-ups, which are attached to UIU-1959 Closed and UIU-1960 Closed . The mock-ups may change after we start working on the reports in earnest.

Comment by Holly Mistlebauer [ 09/Dec/20 ]

UPDATE: A sub-group of the RA SIG will start working with Holly on this in early January.

Comment by Holly Mistlebauer [ 19/Jan/21 ]

UPDATE: Notes from sub-group meeting on January 15 available at https://docs.google.com/presentation/d/1BoFVTdcjfv1vOS9k8zxhvlZVRZUecD09TUDlKEMKLOM/edit?usp=sharing

Comment by Holly Mistlebauer [ 19/Jan/21 ]

UPDATE: Draft version of "Financial Transactions Report" has been passed to the sub-group for review...

Comment by Darcy Branchini [ 12/Mar/21 ]

BE stories need to be created and it needs to be re-estimated after grooming on 3/11.

Comment by Darcy Branchini [ 30/Apr/21 ]

Holly Mistlebauer, this feature is at-risk for completion in R2. At this point in time, it looks like we'll be able to complete the stories related to the Cash drawer reconciliation report but NOT the Financial transactions detail report.

Comment by Holly Mistlebauer [ 10/May/21 ]

Darcy Branchini:  The Cash drawer reconciliation report is definitely the most important of the two, but the other report will need to be completed in Kiwi.  We are giving the completion of Juniper features priority over those pointed for Kiwi.  Thanks much!

Comment by Sharon Beltaine [ 27/May/21 ]

Sharon's notes from meeting with Michelle and Susan:
Fine Fee Reconciliation Detail for Library Units - used by Michelle to reconcile deposits; as long as we can guarantee that we have this in-app report in August (Juniper) and Accounting is okay with waiting, we can wait until August; this is fine with Accounting as long as they can get back (retroactively) to fines fees data used in this report starting at FOLIO Go Live 7/1/21. 

Sharon will set up a meeting with Holly and Darcy to check on this. 

Comment by Holly Mistlebauer [ 27/May/21 ]

The 'Financial transactions detail report' has been split off as a separate feature ( UXPROD-3064 Closed ) to be completed as part of the KIWI (R3 2021) release.

Comment by Holly Mistlebauer [ 27/May/21 ]

Sharon Beltaine:  This feature covers two reports.  The first report, the "Cash drawer reconciliation report" has been completed for the Juniper release.  It is available for testing right now at https://folio-snapshot.dev.folio.org/.  The second report, the "Financial transactions detail report" will be in the Kiwi release.  There is criteria for selecting dates when creating the report, so older data will be picked up the reports if you include those dates.  For example, in August after Juniper is installed, Michelle could easily run the report for July 1 (or whenever we implement) to the current day to pick up everything.  Nothing will be missed. 

Comment by Sharon Beltaine [ 28/May/21 ]

Meeting with Susan, Michelle, Joanne, and Holly: Holly has confirmed that Accounting can get back (retroactively) to fines and fees data used in this report starting at FOLIO Go Live 7/1/21.

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