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JCU Library Experience Procedures ALMA: Fulfilment

Debt Collector Dashboard

  • Purpose: 
    • To process Debt Collector fines:
      • Through generating a report of patrons who have amassed fines $50 & over
  • ALMA Roles
    • Fulfilment Operator
    • Circulation Operator
  • Responsibility 
    • Team Leader, Library Experience
    • Librarians, Library Experience

Generating the Debt Collector list

  • Open ALMA
  • Click on Analytics → Access Analytics

  • Click on Dashboards in the blue banner at the top right of the page
  • Select Debt Collector Dashboard

  • Click on each tab to open each User Type

  • Use the date filter to limit it to the previous month
  • Click Apply

  • If there are any new patrons to be put to debt collector then you will need to export the report (do this for each tab)
  • Click on the gear at the top on the right hand side 

  • Select export to excel
  • Choose export page 
  • It will then download to your "Downloads" folder
  • Transfer the information across to the Debt Collector spreadsheet 

Bad Debt Write off

  • Purpose
    • To generate a list of bad debts for write off to JCU Council for review  in ALMA Analytics
  • ALMA Roles
    • Admin
  • Responsibility
    • Preparation of reports and list
      • Librarian, Library Experience
    • Overall responsibility and work processes
      • Team Leader, Library Experience (Townsville)
  • Open ALMA
  • Click on Analytics → Design Analytics - This will open Oracle Analytics - My Dashboard
  • Click on Catalog in the blue banner at the top right of the page
    • Shared Folders → James Cook University → Reports → Fulfilment  → Fines & fees
  • Click Edit under Bad Debt Write Off 
  • Click Criteria at the top left of screen
  • Update filters:
    • Expiry Date > Filter 
      • Operator drop down > is between
      • Click the calendar icon on the right of Value Line 1 > select Start Date (in List Date table above)
      • Click the calendar icon on the right of Value Line 1 > select End Date (in List Date table above)
      • Click OK 
    • Fine Fee Creation Date (Calendar)> Filter
      • Operator drop down > is between
      • Click the calendar icon on the right of Value Line 1 > select Start Date 01/01/2015 (this is to catch any fines that were possibly missed in previous write-offs. 
      • Click the calendar icon on the right of Value Line 1 > select End Date (in List Date table above)
      • Click OK
    • Remaining amount > Filter 
      • Operator drop down > is greater than
      • Value > 0.01
  • Click Results at top left of screen 
  • Click the Export this Analysis arrow [Insert Image] 
    • Data > Excel - This will open your report in Excel
    • Create new folder in share drive R:\LIS_IRS\Library Operations\Bad Debt Write off
    • YEAR MONTH Write Off Lists e.g. 2019 MAY Write Off Lists
    • Save the Excel workbook as YEAR MONTH Bad Debt Write Off Report List 

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