Managing Fines

Recording a Payment

1. Click Fine Manager in the sidebar menu.
2. Use the search box to find the student by name or email.
3. Use the Status filter to show only "Outstanding" or "Partial" fines.
4. Find the fine you want to collect payment for.
5. Click the Pay button on that fine's row.
6. Type the payment amount. It must be greater than zero and cannot be more than what the student owes.
7. The payment method is set to "Cash" by default.
8. A reference number is created automatically (it looks like "PAY-ABCD1234").
9. Click Submit Payment.

What you'll see: The fine status changes to "Partial" if only part of the amount was paid, or "Paid" if the full amount was paid.

Waiving a Fine

Sometimes you may need to forgive a fine (for example, for a graduating student with a hardship case).

1. In the Fine Manager, find the fine you want to waive.
2. Click the Waive button.
3. Type a reason for the waiver (at least 5 characters). For example: "Graduating student, financial hardship."
4. Click Approve Waiver.

Important: You cannot waive a fine that you yourself assessed. Another librarian must approve the waiver. This is a safety rule to prevent misuse.

What you'll see: The fine status changes to "Waived."

Printing a Receipt

1. After recording a payment, click the Print Receipt button on the payment.
2. A PDF file downloads to your computer.
3. Print the PDF and give it to the student as proof of payment.

What you'll see: The receipt shows the payment amount, date, reference number, student name, and your school's name.

If something goes wrong:

• "Fine already settled" -- This fine has already been paid or waived. No further action is needed.
• "Overpayment" -- The amount you typed is more than what the student owes. Type a smaller amount.
• "Cannot waive -- self-approval" -- You assessed this fine, so you cannot waive it yourself. Ask another librarian to approve the waiver.