Single invoice containing multiple transactions
Create one invoice for orders/one invoice for multiple copy requests from single user
Anne Marie Lyons commented
Georgia Archives and the University of Arkansas would also like this feature. They often receive multiple reproduction requests from a single patron. They prefer to bill everything in one invoice for the patron. Right now, they are manually updating the billing tab in one of the requests to include all of the charges in one place, but they also have to type out the citation and billing information for the other requests when communicating with the patron via an Aeon email, which can only be sent from one request. Georgia Archives is typing all of the other request info into the Notes field of the request used for billing, and then including the LastNotes merge field in the email template. The Notes field is not available on the Invoice template, though - I've submitted a separate uservoice about this.
I have the same frustrations as Genie and Thomas on this, plus my coworkers and I are constantly hindered by the fact that you can't view/print a patron's requests statement once the orders have been paid for. Even that would be a huge fix.
To expand a bit, I’ll add to this discussion our initial “Issue” and “Desired Enhancement” requests from 2015:
ISSUE: Multiple transactions from the same patron cause extra work for patron, repository, Patron Services, and Imaging Services.
DESIRED ENHANCEMENT: It would be a great help to be able to bundle requests and then apply services to the bundle. The bundle of multiple orders would be the only "Order," and would be linked to multiple transactions. (i.e. Changing the status on the bundle would change the status on all associated transactions.) This would solve many problems, including keeping material for one patron together through production, simplifying the recording of payments, simplifying routing, simplifying delivery, and simplifying charging for delivery and rush services.
Our patrons routinely complain about this issue, as it complicates record-keeping and reimbursement on their end.
As it stands, when we write up several orders for a single patron, just one is chosen to bear the rush, storage, and/or shipping costs. It has happened, sadly, that in the end, the patron elects to pay only a few of the orders, and not, of course, the one that includes the shipping and other charges, creating an unpleasant situation. Being able to view line items for multiple invoices at one time in the client would not really solve this problem.
I realize that a good database solution is difficult. If other Aeon Photodupe-users have developed workflows that allow for tracking of discrete objects while billing only once, we’d love to hear about them.
Ah good catch. I'm not sure how we ended up with two of these so similar but I'm going to merge this info into the other one (that already has votes from Harvard etc.).
Is this similar to this already-requested service? Or am I missing a subtlety?
Genie Powell commented
The following scenario has been occurring with some frequency: • A patron wishing to order several items fills out the Aeon request form multiple times – one for each book/object/photo, etc. • The multiple forms are turned into multiple orders, and the patron receives multiple invoices. • The cost of delivery must be either distributed evenly among the multiple orders, or (and this is how we’ve been handling it) added to only one transaction - which can be a problem if the patron ends up only paying for select orders. • When the patron does pay, each order must be searched and the billing tab opened to view the total, then all the totals must be totaled manually. • Once paid, multiple Job Tickets must be printed out, and each goes through the lab as a separate order. This can lead to some orders being completed before others, can complicate delivery, and could lead to confusion for the patron. Is there anything already present in Aeon that could help to ameliorate this situation? Is there a way that a list view could show the invoice totals for several transactions at once, for example? And is there a way to get the total for only selected invoices out of a set? One thing that we think might help us is a larger “container” into which multiple transactions could be gathered. A side benefit of such a development might be that the shipping charge and rush charge, if any, could be added as a separate line, independent of all transactions. We have tried Bundling the transactions, but the options for “bundled” transactions appear to be limited.