Automatic Payments

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Automatic payments are linked to various settings, pages and buttons within MiBaseNZ and will automatically occur when activated or selected. To check these payments have happened, you will need to go into the Payments page, select the member, if their details are not there already, and view the payment in the list of transactions.

There may be some occasions when these Automatic Payments do not work. If this does happen you will need to manually add them. Please refer to the article Manual Payments for further information. Listed below are the different Automatic Payments MiBaseNZ provides.  

 

Membership Fee

The most important automatic payment is the membership fee. When a new member is added or a membership is renewed, the membership fee will automatically be added to the member’s account/payments page.
It will appear in the table as shown:

  • Category: Membership Fees or Renew
  • The description depends on what you have added when setting up your Membership Types
  • Payment Type: SUBS

If you have not already Set up your Membership Types please follow this link. When adding or renewing a member and the system doesn’t work you can click the Debit Annual Fee button on the Payments page to add the fee.  

 

Loaning a Toy

If your library has a toy hire fee when loaning a toy in the Loan page the rent will automatically appear in the Payments page.
It will appear in the table as shown:

  • Category: Rent
  • The description will be the toy id and name
  • Payment Type: Debit

The amount debited from the member’s account will depend on the Toy Cost you allocated when adding the toy to the system. The amount also depends on the Membership Type, is the rent free, normal, double or half?  

 

Overdue Toy Fee

If your toy library chooses to charge your members an overdue toy fee you will need to activate the setting.
If you have not done this already please follow this link Activating the Fine System.
When an overdue toy is returned either via the Loan page or the Return page, the fee will automatically appear on the Payments page.
It will appear in the table as shown:

  • Category: Fine
  • The description will be the toy id and name
  • Payment Type: Debit

The amount debited from the member’s account all depends on the Fine Amount you allocated when setting up the fine system.  

When returning an overdue toy in the Return page, if you use the Search Toy Name field, you will see the Fine Status. This does not appear when using the Toy ID nor will you see this in the Loan page.

 

Missing Parts Fee

If a member returns a toy with missing or broken pieces, it will need to be recorded.
If you do not know how to do this, follow this link How to record missing parts to see how.
When you record a missing or broken piece, you can allocate the member responsible for it and add the fee if your toy library chooses to have one. When you click Save, the fee will automatically appear on the Payments page.

It will appear in the table as shown:

  • Category: Fine: Missing Part or Fine: Broken
  • The description will be the toy id and details of the missing part
  • Payment Type: Fine

As you can see from the image, a yellow Refund button appears. If the member returns the missing piece, clicking the Refund button will automatically credit the fine back to the member. For toys/pieces that have been broken, however, the Refund button will not appear, as seen below.

If the system does not work and the fine is not automatically added to the member’s Payment page, you can click the Debit Missing Part button to add the fine to the account. This function will work only on the last missing pieces added.

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