9.4 Overview to Claims Processing

Use function Process Claims to process items that have been flagged as claims. Processing collects the claimed items and puts them on Claim Work Lists based on how many claim dates are associated with the item records.

Three types of Claim Work Lists can be generated:

 1. FIRST CLAIMS contains items that have been claimed once.  
 2. SECOND CLAIMS contains items that have been claimed twice.  
 3. THIRD CLAIMS contains items that have been claimed three 
 times.

NOTE: MAKE SURE THE THREE CURRENT CLAIMS WORK LISTS HAVE BEEN PRINTED OUT BEFORE CONTINUING TO PROCESS CLAIMS, AS DESCRIBED BELOW.

An item can be processed as a claim only three times. After the third time, it will no longer display on any Claim Work List or on a Vendor Claim Letter. However, it will appear in the journal display in the function, function [Display Claim File], and in the function [Delete Claim], until it is deleted by using the function [Delete Claim].

To process a claim:

(1) The date each Claims Work List was last processed will be displayed and the selections "Process 3rd Claim", "Process 2nd Claim 2", and "Process 1st Claim" will appear. (Read the note below. Under normal circumstances, start with 3rd Claims first).

NOTE: TO CLAIM AN ISSUE THREE TIMES, COMPLETE THE PROCEDURE BELOW, BEGINNING WITH THE THIRD CLAIMS LIST, THEN THE SECOND,AND FINALLY THE FIRST. If the library sends lists of claims to vendors only once, then technically this procedure needs to be done only on the first Claims List. However, in any event, processing all three Claims Work Lists will not have any adverse effects on the items being claimed for the first time and will provide additional information on what items have not been received, should the decision be made to use it at a later date.

(2) Modify or accept the "Elapsed days since last claim processing".

(3) Select Delete or Merge for the selected claim file. Delete will delete all the items from the work list that were claimed the last time it was processed, allowing for the creation of a new list. The Merge selection produces a work list containing all claims currently on the list from the last processing date and all the new claims that will be added under the current date. Normally, merging is not desirable because it results in two or more dates being printed on one work list.

(4) If all three claims are to be processed, process the Third Claims Work List, then the Second Claims Work List, and finally the First Claims Work List. PRINT AND RETAIN hard-copy lists of the claims (or e-mail the list to yourself) since the lists are deleted during the processing when "Delete" is selected.

SPECIAL NOTE: IF THIS IS THE FIRST TIME THAT CLAIMS HAVE BEEN PROCESSED AT YOUR LIBRARY, there will only be a list of the first claims. The second time claims are processed, there will only be two lists.