When contract items are processed, the following actions occur:
•For expired contract items, a contract item in a Preliminary state will be changed to an Expired state on the item’s expiration date. A Preliminary contract item with no expiration date will not be changed to Expired.
•For completed contract items, if a contract item is in the Active state and the Expected End date has been reached, the item will be changed to Completed if all charges have been generated for the item. The Actual End date will not be automatically set, however. Use the Update Contract Item Actual Use Dates Batch function (in Odyssey HMS) to change the Actual End date first.
•When contract items are processed, all applicable charges are generated through the Process Up To date defined. This option allows generating charges for items that start in the future. For recurring charges, charge calculations are based on the item’s Start and End dates.
•Generated charges are linked to the charge transaction code defined for the contract item’s charge schedule. Additionally, charges will be sent to the patron’s FT account based on the charge transaction code.
Use the following procedure to process an item for a contract:
1. From the Patron menu, select Search for Patron and perform a search for a patron.
2. From the Patron List grid, click a row to select a patron.
3. Select the Contracts tab. The List of Patron Contracts grid displays all contracts associated with the patron.
4. From the List of Patron Contracts grid, click the Billing Items menu next to the desired contract, and select Process Contract Item. The Process Contract Item pop-up window will be displayed.
Alternatively, to process all contract items for a patron, click Process Contract Items in the List of Patron Contracts grid.
5. Select a term in the Process Date by Term End drop-down menu. This will calculate the contract item’s charges using the last day of the selected term.
Alternatively, enter or select a date in the Process Up To field. This date will be used when calculating the item’s charges.
6. Click Process. The Contract Item successfully processed # transactions message will be displayed.
7. To view any charges generated by the contract processing, use the View Generated Charges option.