Pay Bills

Evergreen v.2.2


Patrons may pay their bills at any library, regardless of which library owns the item, where the item was originally checked out, where the item was returned, or the patron home library, etc.

  • If the patron is paying OVERDUE bills, that money is kept by the payment receiving library
  • If the patron is paying LOST MATERIALS or DAMAGED ITEM bills, that money is returned to the item owning library
  • Forgiving fines is handled in the same way as paying fines
  • PLS recommends the use of payment notes (see: "Annotate Payments") for any unusual situation
  • A net payment can be applied to all bills or checked bills can be paid individually

ALERT! NOTE: bills are not checked by default. Staff MUST check individual bills, or click Check All to check all bills to be paid.


Payment Types

  • Cash
  • Check
  • Credit Card
  • Passthru (Work) - use for payments for Lost Materials bills accepted for an item owned by another library, route passthru payments to the owning library; this appears on the CashReport as "Work"
  • Forgive - use to clear fines created in error, or for which you are not holding the patron responsible
  • Goods - use when items or services are accepted in lieu of money payments

Annotate payment

Check to add a note to the payment, if the situation requires explanation or detail. Once checked, this option will remain selected until turned off. A payment note can be updated later if needed, using the EditBillNote function.

See Distribution

Use See Distribution when a net payment is being applied to multiple bills to see how much of the payment is applied to each individual bill, or use to verify that checked bills are being payed appropriately.

Enter the Payment Received amount then click See Distribution before clicking Apply Payment. The amount applied to each bill will display in the Payment Pending column.


Whether a bill is checked (check mark appears next to the row number) or selected (bill is highlighted blue) is a small, but important detail.

Bills must be checked in order to be paid. When applying a lump sum toward the balance, the payment amount will be applied to ALL checked bills. By default, NO bills are initially checked. In order to pay any bills, click "Check All" or place a check mark next to individual bills.

If no bills are checked but the Payment Received amount is entered and Apply Payment is clicked, the following error will display.

Bills must be selected in order to use the ActionsForSelectedBillTransactions menu - Show in Catalog, Show Item Details, Full Details, etc.

Pay Bills

  1. In Bill list, click Check All to select all bills or check specific bills to pay
  2. In the Pay Bill area, enter payment details:
    1. Select Payment Type
    2. Enter Payment Received amount
      • Optional: Check Annotate Payment to add a note to the payment (i.e. - "fine forgiven due to staff error")
      • Optional: Click See Distribution to see how payment received will be applied to multiple bills
  3. Click Apply Payment
  4. Payment will be applied to the selected bill(s) and all bills paid in fill will clear from the list

Overdue Materials bills for Items Still Checked Out

Bills associated with overdue items appear in the Bills List with the item titles highlighted in red. These bills will continue to accrue so long as the item remains overdue. These Overdue Materials "Item is still checked out" bills can be paid; however certain problems can occur:

  • New overdue bills will start to accrue again so long as the item remains overdue
  • If the overdue bill is the MAXFINE amount (typically $5.00), the item will NOT continue to accrue overdue fines even though it is still overdue AND the item will not be able to be renewed
  • "Refunds available" may be applied for overdue bills paid if the item is returned or renewed later, particularly if backdated checkin is used

ALERT! PLS strongly recommends renewing the items first (forcing any max fines/max overdue blocks) to finalize the fines, then paying the finalized bills.

ALERT! For more information about the impact on renewals see: Renew Items - ACTION_CIRCULATION_NOT_FOUND

Pay bills for Lost items

Bills for lost items - generated when an item is manually marked lost or when the item is 8 weeks overdue and the system makes the item lost - appear in the Bills List highlighted dark red.

  1. Check only the Lost Materials bill
    • This is particularly important if the lost item is NOT owned by your library
    • To verify the owning library, use the ColumnPicker to add "Owning Library" to the bills list
  2. The Total Checked amount should equal the lost item total billed
  3. Select the Payment Type
    • Use "Passthru" if the lost item is NOT owned by your library, regardless of the actual payment method
  4. Enter the Payment Received
    • Partial payments are not recommended for lost items not owned by your library
    • If the Payment Received is less than the total billed, the lost item will remain on the PatronItemsOut list until the bill is fully paid
  5. Click Apply Payment


ALERT! If the item is not owned by your library, send the payment received along with patron and item details to the owning library.

ALERT! If the item is owned by your library, route item details to your holdings maintenance staff to have the CopyRecord deleted.

Pay Bills using Credit Card payment type

  1. First process the payment using your credit processing software
  2. Then in Evergreen, open the patron's bills list
  3. Select the bills paid by credit
  4. Enter Payment Type credit card
  5. Enter Payment Amount Received
  6. Click Apply Payment
  7. A Credit Card Information pop-up opens
  8. In the Process where? box, click and select "Record externally processed payment"
  9. In the Approval Code box type any three digits, ex: 111
  10. Click Submit this info

Topic Subject Bills, Circulation
Service Evergreen
Documentation type Procedure

Includes RT Form? No

Topic revision: r21 - 27 Feb 2018 - 15:04:42 - LindsayStratton

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