How to email receipts to borrowers when paying or writing off fines
This document outlines how to enable automatically emailing a receipt to a patron for credits paid against a fine on their account.
How to view the payment/writeoff notices
Go to Tools > Patrons and circulation > Notices and slips.
This will take you to a new page with a table of notices available on your site.
The two notices related to this functionality are ACCOUNT_PAYMENT and ACCOUNT_WRITEOFF. Confirm that these two notices appear within this table by using the search box at the top of the table.
If a fine is paid then the ACCOUNT_PAYMENT notice will go out.
If the fine is written off then the ACCOUNT_WRITEOFF notice will go out.
It is possible to edit both of these notices however they require Template Toolkit Syntax.
For more details on editing these notices, please contact Interleaf Technology directly or look at the Template Toolkit Syntax manual.
How to enable the email receipt function
Go to Koha administration > System preferences and search for UseEmailReceipts.
This will take you to a system preference for enabling emailing the receipt notices that have been previously identified above.
Ensure this is set to Send email receipts to patrons for payments and writeoffs and hit Save all Patrons preferences.
How to trigger an email receipt
This example will only look at the workflow for triggering a notice when money is paid off a fine, however, the workflow for when an amount is written off a fine is comparable. The difference is the Write off button is used in place of the Pay amount.
To check the fines on a patron account, go into the Accounting tab on the left hand side.
Confirm that the page is on the Make a payment tab.
Tick the charge to be paid off and click the Pay amount button.
In this example, only part of the fine is being paid, however this functionality will work if any or all of the fine is paid or written off. Input the amount being paid and click Confirm.
A record of the payment will appear in the Accounting tab.
Under the Notices tab on the patron account an Account payment notice will appear, pending being sent.
As with all notices on the patron account it is possible to view the content of the mail from the patron account by clicking the title of the notice.
Once the email has been sent there will be an option to resend if necessary.
| Version | Date | Detail | Author |
| 1.0 | 09/02/26 | Document created | Holly Cooper |
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