Tracking a Cash Transaction
You can define a set of workstation parameters for each staff member so that you can identify who performed each transaction, and where. You can identify the workstation, the cash drawer, and the library department. (For more information, see “Setting Workstation Parameters to Track Payments” in the “Blocks” chapter of the Circulation Guide.)
Horizon tracks cash transactions that your staff records in Circulation (such as fine payments and refunds) and stores the information in the fee payment transaction log. You can view and print the information in the log using the Table Editor. You can also use a third-party report generator to extract information from the log and generate more structured reports.
Horizon tracks this kind of cash information:
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Who performed the transaction. This is determined by the workstation ID and staff user’s login. Horizon keeps track of the user ID of the person who handled the transaction only if they have authorization; otherwise, Horizon records the user ID of the staff member authorizing the transaction. (If a staff member who lacks authorization to conduct cash transactions, such as fine payments and refunds, attempts to perform such an action, Horizon requires permission from an authorized user before the transaction can be completed.) |
For more information about setting up user IDs, see “Securing Horizon” in the “Security and Preferences” chapter of the System Administration Guide.
Note: Horizon displays this information in the User column of the Payment History list window. (For instructions on displaying the information, see “Accessing Cash Transaction Statistics” in the “Reports” chapter of the Circulation Guide.) Horizon also displays this information in the borrower’s History Block Detail window. (For instructions on displaying the information, see “Viewing a Borrower’s Block History” in the “Blocks” chapter of the Circulation Guide.)
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What the transaction was (fine payment, refund, waiver, fee amount change). This is determined by the fee type block that the library staff member chooses when the transaction occurs. (For more information about fee block types, see Setting Up Blocks.) |
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When the transaction occurred. This is determined by the computer’s operating system date. |
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The workstation and location where the transaction took place. This is determined by the workstation ID and location ID specified at the workstation. (For more information, see “Setting Workstation Parameters to Track Payments” in the “Blocks” chapter of the Circulation Guide.) |
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The cash drawer the cash was put into or taken from. This is determined by the cash drawer ID specified at the workstation. (For more information, see “Setting Workstation Parameters to Track Payments” in the “Blocks” chapter of the Circulation Guide.) |
To track a cash transaction
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Open the fee_payment_log view in the Table Editor. |
Horizon displays the List Payment History window.
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Use the Display button to choose the columns that you want to display in the list window. |
You can choose from these columns:
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Date. The date the fee transaction occurred. |
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Dept. The department where the transaction occurred. |
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Payment. The payment type made (for example, credit adjustment, refund, or payment). |
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Fee. The fee type block the transaction is for (for example, fine, fee, or lost). |
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Amount. The monetary amount of the transaction (for example, the amount paid, refunded, waived, or adjusted). |
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Descr. The description of the transaction. |
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Borr#. The borrower number of the borrower for whom the transaction was made (taken from the borrower record). |
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Payment#. The sequential order of the payment made at the workstation. |
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Location. The location at which the transaction occurred. |
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Time. The time the transaction was made. |
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DrawerID. The cash drawer from which the transaction was made (determined by the Cash Drawer ID). |
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WkstID. The workstation at which the transaction was made (determined by the workstation ID). |
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User. The staff member who conducted the transaction (determined by logon ID). |
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Ck#. The check number, if the transaction was paid by check and the staff member recorded the check number. |
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PayAmt. The amount of the payment made. |
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Ref#. A system-wide number that references the item transaction. |
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Ord. This column is not used. |
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Incurred. The date the fee type block was incurred. |
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