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Jobs

Find information about using Jobs to create and manage your library's bill export jobs when the WMS Patron System Bill Connector is enabled.

When the WMS Patron System Bill Connector is enabled, navigate to Circulation > Scheduled Jobs > Jobs to create and manage your library's bill export jobs.

  • This option will not appear if your library does not have the bill connector feature activated.
  • To see the Jobs option, you must have the Circulation Admin, Circulation Desk, or Student Worker Circulation roles. See Circulation account roles for more information.
  • Contact OCLC Library Services or your OCLC Library Services Consultant to learn more about enabling the WMS Patron System Bill Connector

Create and manage bill connector jobs

The WMS Patron System Bill Connector uses export jobs to find the bills that you want to share with another system and to set the frequency of bill exports.

From the Jobs screen, use the Create New Job button to configure a new job.

To monitor, update, or run an existing job, click on the job from the Name column.

 Note:  Users with the Circulation Admin or Circulation Desk roles are allowed to create and update bill connector jobs for your library. Users with the Student Worker Circulation role may view existing jobs and monitor job activity. See Circulation account roles for more information.

Job information and export processing modes

Configure one or more bill connector export jobs with different processing modes, bill criteria, and/or export schedules. Each subset of your library's bills may have its own export job with a unique Job Reference that will appear in the CSV filename for easy identification. 

Bil Criteria

When creating a new job, set Bill Criteria to identify bills that should be exported when the job runs. You may adjust bill criteria at any time. Options include:

  • Amount Outstanding: Choose the minimum amount that must be outstanding against a bill before it can be exported. By default, the system will export any bill with an amount outstanding greater than 0.00 (zero).
  • Patron Type(s): Choose one or more patron types whose bills should be exported by the job. By default, the system will export bills for users with any patron type.
  • Bill Reason(s): Choose one or more bill reasons to be exported by the job. By default, the system will export bills with any bill reason.

All bill criteria are honored when the job runs and selects bills for export. 

 Circulation groups: Export files are always limited to the bills owed by patrons of the exporting institution that can be paid by Group Payments Policy. Bills charged by other institutions in your group can be identified in the export file.

Processing Modes

In some cases, it may be enough to provide bill details to other systems used by your institution. For example, it may be enough for the campus registrar to know which users owe the library money. In other cases, your library may want the campus system to fully manage bills raised by WMS. This phase of the bill connector adds support for two export Processing Modes to reflect those two scenarios:

  • Reconciliation: Provides a CSV file of all relevant bills. Bills are not updated by WMS.
    • Use reconciliation mode if your library wants to notify another system about the existence of a library bill.
      • Example: Your library wants outstanding bills to continue to block patrons based on Patron Type Policy and/or your library wishes to accept payments through WMS. 
  • Transfer: Provides a CSV file of all relevant bills and marks all of the exported bills as paid in WMS using the Payment Method of your choice.
    • Use transfer mode if your library wants to transfer responsibility for bill payments to another system.
      • Example: Library staff do not need to accept payments from users. Patrons with an outstanding balance should be blocked manually by library staff and/or the campus system via the circulation block flag in the user record. See Block a patron.
    • Bills paid via a transfer job will move to the patron's Account History and will no longer appear to the user in My Account or on a self-check machine. Bills will no longer be counted towards the patron's bill limits. See Patron Type Policy

Schedule and monitor job executions 

Staff users with the Circulation Admin, Circulation Desk, or Student Worker Circulation roles may monitor job executions to ensure that files are being exported as expected. See Circulation account roles for more information.

Review each job via Circulation > Scheduled Jobs > Job to find information about the date and time that a job is next scheduled to run, the date and time that a job last ran, and the status of the last attempt.

View more information about each job execution of a specific job by opening its Activity Log accordion. Each attempt to run the job will include its execution ID, execution date and time, status, and a summary of the export including the number of bills exported. Click on the execution ID to see more details about the export attempt.

Schedule a job

Use the Schedule option to choose when and how often an export file will be generated by WMS. You may choose to export files daily, weekly, or not to use the scheduling function and run a job on an ad-hoc basis.

  • A job must be in Enabled status to run on schedule. Disabled jobs will remember their previous schedule but the process will not run automatically.
  • Daily or Weekly schedules can be run at the time of your choice.
    • The system will prevent your library from scheduling jobs with the same start time and will only allow one job to process at a time. Other scheduled jobs must wait until the current job has stopped running. This will avoid export conflicts if bill criteria overlap across multiple jobs.

Manually run a job

Users with the Circulation Admin or Circulation Desk roles may use the Run button to manually run an Enabled job, regardless of its schedule. The Run option will not appear if the job is currently Disabled.

The ad-hoc Run option is useful if you prefer not to run a job on a predetermined schedule and only need to export billing data a few times per year, or for testing the integration.

Retrieve and use bill export files

Bill connector export files are placed in your OCLC file exchange account as CSV files that can be downloaded, transformed, and imported into other software as needed. Export files are retained for 30 days. Files older than 30 days are subject to deletion. 

 Caution:  Bill connector files include sensitive personal and financial data. We advise you to consult with your local IT department when deciding how to download, transfer, and store this data on your local or institution-managed systems.

Bill export files can be found under the /xfer/wms/out/circdata/fees file exchange directory and can be downloaded using an open-source SFTP client or your local IT support's preferred method. See Download files using an open-source SFTP client for more information.

Filenames are built as follows: wms.myLibrarySymbol.out-circdata-fees.exportDateTime.jobReferenceId.csv

  • Ex. wms.ZZZZZ.out-circdata-fees.D20210609.T070019.students123.csv

Data included in the export file

Example data file
# FILE_FORMAT_VERSION=1.0
# JOB_NAME=SW 10781 EDIT Recone
# JOB_EXECUTION_ID=35184372174058
# JOB_EXECUTION_DATETIME=2021-06-17T09:45-0400
# OUTSTANDING_AMOUNT=20.00
# BILL_REASON=Overdue Fee
# BILL_REASON=Processing Fee
# BILL_REASON=Replacement Cost
# PATRON_TYPE=Graduate
# PATRON_TYPE=Undergraduate
BILL_ID,ROW_TYPE,PATRON_ID,CHARGING_INSTITUTION,CURRENCY,ORIGINAL_AMOUNT,OUTSTANDING_AMOUNT,BILLED_TITLE,BILLED_ITEM,ASSESSED_DATETIME,LAST_MODIFIED_DATETIME
"2d2ca0a6-bec8-4497-97e9-9d45c226b6b7",NEW,user1,91475,USD,70.00,70.00,,,"2021-06-16T10:32:57-04:00","2021-06-16T10:32:57-04:00"
"96888eda-ca32-4ed3-90eb-824baedb348a",NEW,user2,91475,USD,56.78,56.78,"Buffalo Bill's America : William Cody and the Wild West Show /",573918992,"2021-06-17T04:03:30-04:00","2021-06-17T04:03:30-04:00"
# FILE_BILL_COUNT=2
# SKIPPED_BILL_COUNT=0

The file header includes information about the job that created the file:

  • FILE_FORMAT_VERSION: The export file format version. Current file format is version 1.0.
  • JOB_NAME: The name of the job when the export process produced the file.
  • JOB_EXECUTION_ID: The job reference ID when the export process produced the file.
  • JOB_EXECUTION_DATETIME: The date and time when the export process ran.
  • OUTSTANDING_AMOUNT: The minimum amount outstanding configured in the job's bill criteria when the export process produced the file.
  • BILL_REASON: The bill reasons selected in the job's bill criteria when the export process produced the file. Repeatable for each selected bill reason.
  • PATRON_TYPE: The patron types selected in the job's bill criteria when the export process produced the file. Repeatable for each selected patron type.

Each export file will include the following data elements for each bill:

  • BILL_ID: A 36-character identifier assigned to each bill by WorldShare Circulation. Can be used as a unique bill identifier by the partner system.
  • ROW_TYPE: Reserved for future use. Value will always be NEW for reconciliation and transfer exports.
  • PATRON_ID: The circulation barcode of the user who owes money on a library bill.
  • CHARGING_INSTITUTION: The WorldCat Registry ID of the institution that originally created the bill.
    • Circulation groups: Export files are always limited to the bills owed by patrons of the exporting institution that can be paid by Group Payments Policy. Use this field to identify the institution that originally charged the bill to ensure payment is transferred to the correct library.
  • CURRENCY: The ISO currency code of the bill, e.g., CAD, EUR, GBP, and USD.
  • ORIGINAL_AMOUNT: The numeric amount that was originally assessed by the library.
  • OUTSTANDING_AMOUNT: The numeric amount that remains unpaid of the bill's original amount.
  • BILLED_TITLE: The title of the item associated with the bill. May be null/empty.
  • BILLED_ITEM: The barcode of the item associated with the bill. May be null/empty.
  • ASSESSED_DATETIME: The date and time that a bill was originally created in WMS. Timezone information is provided, e.g., 2021-03-08T05:40:36-05:00
  • LAST_MODIFIED_DATETIME: The date and time that a bill was last updated in WMS. Timezone information is provided, e.g., 2021-03-08T05:40:36-05:00

The file footer includes summary information about the bills in the file:

  • FILE_BILL_COUNT: The number of bills included in the export files.
  • SKIPPED_BILL_COUNT: The number of bills that failed to be exported by WMS. Please contact OCLC Support for assistance with skipped bills.

 

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