Emailing Checkout Receipts

Modified on Fri, 26 Feb, 2021 at 3:22 PM

Emailing checkout receipts is an option within Symphony WorkFlows. The ability to email only the patrons current checkouts OR to email ALL checkouts with accompanying due dates are the two choices available.

This instructional document will explain:

How to email receipts to patrons.
How to add an email to patron’s record from the email option choice.
How to keep a receipt from printing if patron wants receipt emailed.

Generally staff would be emailing items checked out that day, so choose Email Current Checkouts Receipt in the Checkout wizard.If there is a valid email address currently in the patron’s record, staff will receive the following message:NOTE: An SMS text address only does not constitute a valid email address and NO receipt will be sent by text.

The emailed receipt would show up in the user’s inbox with [email protected] as the From: address and Checkout Receipt as the Subject:

The email receipt looks like this with no customization available:
The default setting for all email receipt options is set to open the Modify User wizard If an email address is not on file. The following prompt will appear:Click YES and enter a valid email address for the user on the Address TAB in the EMAIL field and SAVE.Note: This would be an ideal way to ‘re-canvas’ your user base to offer notices by email going forward. If so, then you would also need to go to the DEMOGRAPHICS tab on the user record and choose Notify By: EMAIL for hold notices and overdue notices, then click SAVE.

If a patron calls in for phone renewals, emailing a receipt of all checkouts would give them an instant look at all their items and new due dates. For this option, choose the EMAIL ALL CHECKOUTS option at the bottom of the screen.

If after receiving the prompt to email and they opt not to supply an email address, click NO and choose to print a receipt instead.
To keep from printing receipts when you are emailing them, go to the Preference menu at the top of WorkFlows, choose Peripherals, then Receipt Printer (you will be prompted to print or not):This will give you a printer dialog box and the staff user can click cancel to cancel the print job.

If you have the No builtin raster driver option selected; the Display receipt printer dialog box is not an option and receipts would have to be turned off within the CheckOut properties. Right-click CheckOut and choose properties. In the behavior tab, select None in the charge printing. Note: this will turn off all checkout receipt printing and only email will be an option.