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  • ExLibris Dev

    Bursar Systems

    To configure a bursar integration profile, you must have the following role:
    • General System Administrator
    As part of a library’s processes, patrons can be charged with various fines and fees. For example, if a patron returns a loaned book after its due date, the patron is charged for each day following the due date. For details, see Configuring Fines/Fees Behavior.
    Patrons can be charged fees for various types of activities, such as signing up for a course, extra education services, and so forth. Many institutions handle patron-related charges in a dedicated bursar system. This can be the institution’s ERP system or a system that is in charge of patron-related finance. Institutions can export fine and fee information from Alma to the bursar system. Exported fines and fees are considered closed in Alma, since they are handled outside of the library’s scope.
    After creating and scheduling the bursar integration profile, the Export to Bursar Using Profile <profile name> job is scheduled.
    Alma exports fines and fees for expired users as well.
    To configure a bursar type of integration profile:
    1. On the Integration Profile List page (Administration > General Configuration > Configuration Menu > External Systems > Integration Profiles), click Add External System. The first page of the integration profile wizard opens.
    2. Perform the following actions on this page:
      1. Enter a code and name for the profile you are defining.
      2. From the Integration type drop-down list, select Bursar.
      3. From the S/FTP connection type drop-down list, select the name of the FTP connection that you previously defined.
      4. Indicate the type of bursar system with which you are integrating (for Ex Libris’ informational purposes). Note that this is mandatory.
      5. Optionally, enter a description of the integration you are configuring.
        Bursar Integration Profile Definition – Page 1
    3. Under Actions, configure the following integration parameters:
      Bursar Integration Profile Parameters
      Field Description
      Active (Required) Whether you want the integration profile to be active or non-active. Note that only active profiles can be run by schedule. By default, Non-active is selected.
      Plugin Not currently in use.
      Time before export (days) The amount of time, in days, that you want Alma to wait before exporting the fines and fees to the bursar system. If this field is left blank, Alma exports the fine and fee information immediately after it is created.
      Minimal amount for user The minimal amount of debt that a user must reach before the user’s fines and fees are exported (to be used in order to avoid exporting many small charges). In calculating the user’s balance for this purpose, Alma first considers all other parameters defined in the profile (fine and fee age, owner, and type). If the total amount of exportable fines and fees is below the minimal amount, the fines and fees are not exported.
      • To include credits, enter 0 in this field or leave the field blank.
      • Decimal points should not be entered in this field.
      User identifier type The identification type that will be used to match users when a file contains a user ID. Select one of the options predefined by an administrator.
      User groups The user groups whose fine and fee information is to be exported. If this field is left blank, Alma exports the fine and fee information for all user groups.
      Fine/Fee types to export The types of fines/fees to export. When this field is entered, only fines/fees of the specified types are exported. If this field is left blank, Alma exports the fine and fee information regardless of type.
      Institutional fine/fee Whether the fines and fees of the institution are exported to the bursar system.
      Library fine/fee The libraries whose fine and fee information is to be exported. If this field is left blank, Alma does not export any library fine/fee information. Note that if the Institutional fine/fee is set to No, at least one library must be selected; if no libraries are selected, the Institutional fine/fee must be set to Yes.
      Output file path A subdirectory of the path specified when creating the S/FTP connection. For example, if you specified Alma in the Sub-directory field during S/FTP connection configuration and you enter bursar in the Export file path field, the fine/fee information is exported to the Alma/bursar directory (under the root FTP directory).
      Schedule Select one of the scheduling options that are preconfigured by Ex Libris staff.
      Bursar Integration Profile Definition – Page 2
    4. Click Save. The profile you configured appears in the Integration Profile List.
    To manually run and monitor the bursar export job:
    On the Integration Profile List page, select Actions > Edit for the bursar profile you defined, click the Actions tab, ensure that the Active radio button is selected, and then click Run.
    Running the Bursar Export Job
    The job runs as soon as the system can accommodate it. If email notifications are enabled in Alma, you receive notification via email.
    You can view the status of the job, the number of files processed, and other data by selecting Actions > Job history for the appropriate bursar profile on the Integration Profile List page. For example, the following figure shows a job that completed successfully, processing one file.
    Export Job History
    The status Completed Successfully does not mean that records were exported successfully. Rather, it means that the job completed without error.
    You can use the Actions menu on this page to access a more detailed job report, including statistics on the number of records, users, and fines/fees processed (Actions > View), events that occurred during the job processing (Actions > Events), and a report of errors (Actions > Error reporting).
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