Summary

Follow this process to create an application or permit. You will need to create a Permit Type before any applications or permits can be created.

Step by Step

1     Open the Select Permits window (BP> Maintenance> Permits).

• The Permit Selection window will display all of the existing permits in the database. Enter permit information in the Search Criteria section and click the Refresh icon to filter the displayed permits.
• Highlight a permit and click the Delete icon or press DELETE to delete the selected permit.
  • There are no limits on which applications or permits are deleted. You will receive a confirmation message, but you will not be prevented from deleting any application or permit in the system.
• Highlight a permit and click the Modify icon or press ENTER to edit the selected permit.
• Click the Create icon or press INSERT to add a new permit. This will open the Permit Maintenance window.

2     Create a new permit.

• Specify an Effective Date for the permit. This will default to today's date.
  • The effective date determines which revision of valuations and fees are brought into a permit. This date also determines whether those items are brought in from the permit type selected below or manually selected by the user.
  • The user is not permitted to choose a specific revision to include, but the effective date can be changed at any time to start using different valuation and fee revisions. Any items previously added to the permit are not affected.
• Select an Operation for the permit from the drop-down menu.
  • Select Application to create a new application. The application can be converted to a permit at a later time.
  • Select Permit to create a new permit.
  • Once the application or permit is saved, the Operation field cannot be edited.
• Enter a Permit Type for the permit or click the field label to select one from a list. This is a required field.
  • Permit types dictate the approval steps, fee codes, and forms that will be used on the permit. By creating a number of different permit types based on these characteristics, you are not required to attach numerous approval steps, fee codes, and forms to each permit you create. You simply attach the permit type to the permit that should contain this information. The use of permit types also allows you to classify similar permits with each other for reporting purposes.
  • Once the permit type is attached, any data attached to the permit type will populate the permit tabs. The permit type can be edited until a transaction history is established on the application or permit.
  • Permit Types are created and maintained on the Permit Type Maintenance window (BP> Maintenance> Permit Type).
• The Application Number field will automatically populate with the application that was used to create the permit.
• Enter a unique Permit Number for the new permit.
  • This field will only be enabled if the BP module is not set up to automatically number new permits and if Permit is selected in the Operation field above.
  • If the BP module is set up to automatically number new permits this field will populate with the new permit number when the permit is saved.
  • The BP module is set up for automatic numbering on the Permit Type Maintenance window (BP> Maintenance> Permit Type> Auto Number field).
• Enter a Lot Number or click the field label to select one from a list. Each permit must be attached to a lot.
  • Lots are created and maintained on the Lot Maintenance window (SS> Maintenance> Lot Master Search).
  • The Tax Lot, Service Address, Lot Owner Name and Lot Owner Address fields will automatically populate with the details associated with the selected lot.
• Enter a Customer Number to associate with the permit or click the field label to select one from a list.
  • If the Auto attach customer on permit toggle is checked on the BP Setup window, this field will automatically populate with the customer number attached to the lot selected above.
  • If the Notification toggle is checked below, a customer number must be attached to the permit.
  • The Customer Name field will populate with the name associated with the selected customer number.
  • While it is not required to attach a customer to a permit, only permits that have customers attached can be processed through the BP Refunds process.
  • The Customer Number will display on the printed permit if the Display customer number on permit toggle is check on BP> Utilities> Setup.
• Enter a Project Cost for the permit.
  • The project cost on a permit can be entered directly in this field or can be calculated on the Valuation tab. If the project cost is calculated using valuations, it cannot be directly edited.
• The Total Fees, Outstanding Fees, Unapplied Credits, Unapplied Deposits, and Permit Balance fields are all read only and will automatically populate with the values associated with the fees attached to the Fees tab.
  • The Outstanding Fees and Unapplied Credits values include both committed and uncommitted transactions.
  • The Permit Balance value includes only committed transactions.
• Enter a Permit Status for the permit or click the field label to select one from a list. This is a required field.
  • Permit Statuses are created and maintained on the Permits Status Maintenance window (BP> Maintenance> Permit Status).
• Click the Permit Code field label to attach a permit setup code to the permit. This will determine how the permit is displayed when it is printed.
  • Permit setup codes are created and maintained on the Permit Setup Maintenance window (BP> Maintenance> Permit Setup).
• The Application Date field will display the date that the application was initially created.
• The Issue Date field will display the date that the permit was created or that the application was converted into a permit. This date can be modified if Application is selected in the Operation field above.
• The Completion Date field is used to enter a completion date on the permit.
  • This field is for reference and reporting purposes only and will not automatically populate.
• The Duration and Duration Units fields are inherited from the selected Permit Type. These fields will determine the length of the application or permit.
• The Expiration Date is calculated by adding the duration period to the Effective Date specified on the permit.
• The Print Date field will display the date that the permit was last printed from the Cash Receipts module.
• The Temp CO Expiration Date field is used to record a temporary certificate of occupancy expiration date.
• Enter a Permit Description for the new permit. This description can be included on the printed application or permit.
  • This field can be up to 500 characters.
• Enter a Permission Description for the new permit. This description can be included on the printed application or permit.
  • This field can be up to 500 characters.
• Check the Notification toggle to generate form letters for the customer attached to the permit if the permit is included in a BP Letters batch.
  • If the Notification toggle is checked, you will be required to associate a Customer Number with the permit.
• The General Contractor section is used to specify the general contractor for the permit. Additional contractors can be added to the permit on the Subcontractor tab.
• Enter the general contractor's Last Name or click the field label to select one from a list.
  • The First Name, Company Name, Cell Phone, Business Phone, and Fax fields will populate with the information attached to the selected general contractor.
  • If the expiration date associated with the contractor's local license, bond, or insurance is prior to today's date, an error message will display.
  • General contractors are created and maintained on the Contractor Maintenance window (BP> Maintenance> Contractor).
  • Use the Clear icon to remove a general contractor from the tab.
• Click the Attachments icon to attach a document or file to the application or permit. This icon is available from any of the permit tabs.
• Click the Print icon to print a BP module MS Word merge field document or to print the permit itself. This icon is available from any of the permit tabs.
  • When printing a Word Merge form, the Form Selection window will display all of the Forms created in the BP module. Highlight a form and click the Confirm icon   to print the selected form.
  • The printed form will be saved on the permit record as an attachment.
  • Forms are created and maintained on the Form Maintenance window (BP> Maintenance> Forms).
  • When printing the permit, the Permit Setup window will display all of the Permit Setup templates created in the BP module. Highlight a template and click the Confirm icon   to print the permit using the selected template.
  • Permit Setup templates are created and maintained on the Permit Setup Maintenance window (BP> Maintenance> Permit Setup).
• Use the Convert icon to convert an application to a permit.
  • If permit auto-numbering is turned on, the permit will be converted without further prompting or action necessary. If auto-numbering is not on, the permit number field will become enabled and the user will need to enter a valid permit number and save the permit in order for it to be converted.
    • Permit auto-numbering is activated on the Permit Type Maintenance window (BP> Maintenance> Permit Type> Auto Number field).
  • Any fees attached to the application that are set up to be applied once the application is converted to a permit will now be applied.
  • Once the application is converted to a permit, it cannot be converted back to an application.
• Click the Launch URL icon   drop-down menu and select a URL type code to transmit data from the customer or lot records associated with the permit to the web site attached to the URL type code.
  • This icon is accessible from any tab on the Permit Maintenance window.
• If your organization uses third-party web sites for tasks such as lot mapping or permit applicant background checks, URL type codes can help improve efficiency by reducing data entry.
• URL type codes are created and maintained on the URL Setup window (SS> Maintenance> URL Setup).

3     Complete the Valuation tab. 

• The Valuation tab will display all the existing valuations unit types associated with the permit. Valuations units are multiplied by the total units on the permit to calculate the Project Cost of a permit.
• Click the Create icon to add a valuation to the tab. This will open the Valuation Unit Type Selection window.
  • Highlight a valuation unit type and click the Confirm icon   to add the unit type to the Valuation tab.
  • Valuations Unit Types are created and maintained on the Valuation Unit Type Maintenance window (BP> Maintenance> Valuation Unit Type).
• Edit the Number of Units column to reflect the number of valuation units that the permit covers.
  • The Total Amount column is calculated by multiplying the Unit Cost amount by the Number of Units.
• Enter any optional Comments for the new valuation. This field can accommodate up to 256 characters.
• The Total Amount column is summed at the bottom of the tab. This total will appear in the Project Cost field on the General tab.

4     Complete the Fee tab.

• The Fee tab is used to attach fees to the application or permit. Any fees attached to the Permit Type selected on the General tab will automatically populate the Fee tab.
  • Because the fees attached to permit types are not date-dependent, revision-based fees will default to the active fee revision when they are populated.
• Click the Create icon to open the Fee Selection window and add a fee to the tab.
  • Only fees with an active revision for the effective date of the application or permit can be added to the application or permit.
  • When attaching fee based fees to the permit, you will be prompted to attach the source fee as well.
  • Tax fees associated with an attached fee will automatically be added to the tab.
• Use the Used By field to specify the state in which the fee will be assessed.
  • If the Used By value is set to Application, the fee will be assessed when the permit is in application state.
  • If the Used By value is set to Application, and the permit type is used to directly create a permit bypassing the application state, the application fee will still be assessed.
  • When adding a fee directly to an application or permit, the fee Used By state will default to the current state of the application or permit.
• The Fee Date field will be enabled for editing only when a fee is initially attached to the application or permit.
  • Because the fee date is used for calculating application and permit age, it will not be editable after saving.
• Enter the Number of Units to calculate the fee total or the flat Amount that should be assessed on the new permit.
  • These fields will not be enabled for all fees. For example, a standard fee that calculates the assessed charges using the total units on a permit will need to have the Number of Units field completed in order to update the fee charges.
• Click the Delete icon to remove a fee from the tab.
• Because the Building Permits module is a cash-based system, you will be able to directly edit attached fees on the Fee tab. Any attached fees that calculate their assessed amounts based on other fees, such as fee based or tax fees, will automatically update to reflect the changes to their source fees.
  • Because fees can be directly edited on the permit, they will not automatically update if the fee is edited on the Fee Maintenance window.
• Another effect of the cash-based system is that credits and deposits applied to outstanding fees attached to a permit will not be displayed as payments on the Fees tab of the Permit Maintenance window (BP> Maintenance> Permit> open a permit> Fees tab). This can lead to some confusion in instances where the Payments field does not reflect all of the credits applied to the total fee amount.
  • For example, if a $300 payment is received on a $500 permit fee, the Amount field would display $500, the total amount to the fee, and the Payments field would display $300, the total amount of the received payments. The Balance field would automatically update to display $200, the remaining balance on the permit fee. If an existing credit or deposit of $200 is then applied to the fee, the Balance field will automatically update to $0 to reflect the application of the credit or deposit, but the Payments field will remain unchanged because no new payments were received through Cash Receipts. While credits adjustments such as this are not displayed on the Fees tab, they are recorded, and can be tracked, on the History and Audit Trail tabs.
• Fees are created and maintained on the Fee Maintenance window (BP> Maintenance> Fee).

5     Complete the Inspection tab. 

• The Inspection tab will display all of the inspection types attached to the permit.
• Highlight an inspection type and click the Delete icon or press DELETE to remove the selected inspection type.
• Click the Create icon or press INSERT to add a new inspection type line item to the tab. This will open the Inspection Type Selection window.
  • Highlight the desired inspection type and click the Confirm icon   to add the inspection type to the permit.
  • Inspection types are created and maintained on the Inspection Type Maintenance window (BP> Maintenance> Inspection Type).
• The Step Number field will automatically populate with the next available step number and the Inspection Type field will display the type attached to the selected inspection type.
  • If multiple inspection steps should be started at the same time, assign the same step number to those steps.
• Select a Step Status for the new step.
  • Inspection types can be set up to influence the permit status and how fees are applied to the permit. As the inspections type cycles from one status to the next, the permit status will be updated and fees will be applied to the permit based on the settings established on the Inspection Type Maintenance window (BP> Maintenance> Inspection Type).
  • The Step Status field will default to Pending when a new inspection type is added.
    • If the inspection type is set up to apply a fee when the status is set to Pending, that fee will be applied every time that inspection type is added to a permit.
• Enter a Required Date and Required Time for the new step.
  • These fields are for reference and reporting purposes only. If the inspection type passes the required date and time, no internal action will be taken by the system.
• The Inspector Name, Scheduled Date, Scheduled Time, and Scheduled Duration fields will only be active if the Springbrook Scheduling system is set to OFF (BP> Utilities> Setup> Scheduling field).
  • When the Scheduling system is ON and these fields are disabled, use the Schedule icon to schedule the inspection appointments.
  • Once an inspection type is scheduled, these details will automatically populate.
  • When the Scheduling System is OFF, use these fields to schedule the inspection type appointments.
  • Enter an Inspector Name to attach to the type or click the field label to select one from a list.
    • This field will automatically populate with an inspector if a default inspector is attached to the selected Inspection Type.
    • Inspectors are Springbrook users that are set up with availability schedules on the User Schedule Setup window (SS> Maintenance> User Schedule).
  • The Scheduled Date and Scheduled Time fields specify when the inspection appointment should be carried out.
  • The Scheduled Duration field determines how long the inspection appointment should take.
• The Actual Date, Actual Time and Actual Duration fields will populate with the actual date, time and duration of the inspection.
• Enter any appropriate Inspection Notes on the inspection type. This field can be up to 500 characters.
• Check the Completed by Applicant and Internal toggles to categorize the inspection type for reporting purposes.
  • These toggles are for informational purposes only. You can use these toggles to mark certain inspection types as completed by applicant or internal types and then use the status of these toggles to filter inspections types, applications, and permits included in reporting batches.
• The Contacts section is used to attach contacts to the inspection type.
  • Click the Create icon drop-down menu and select New Inspection Contact to add a contact to the inspection type.
  • Contacts are created and maintained on the Contact Maintenance window (BP> Maintenance> Contact Type).
• The Result Code section is used to attach result codes to the inspection type in order to track the results of each inspection type.
  • Click the Create icon drop-down menu and select New Inspection Result to add a result code to the inspection type.
  • Result codes are created and maintained on the Result Code Maintenance window (BP> Maintenance> Result Code).
• Use the Up and Down icons to reorder the inspection types.

6     Complete the Approval tab.

• The Approval tab of the Permit Maintenance window allows you to attach approval steps to the permit.
  • Approval types are created and maintained on the Approval Type Maintenance window (BP> Maintenance> Approval Type).
• Click the Create icon drop-down menu and select Add Approval to open the Approval Type Selection window.
  • The Approval Type Selection window will display all of the approval types created in the BP module. Select an approval type and click the Confirm icon to return to the Approval tab.
• Each approval type attached to the permit constitutes a new approval step. These approval steps can be set up to notify a particular user, update the permit status, apply a fee or attach an alert code to the permit when the step is approved or failed.
  • If multiple approval steps should be started at the same time, assign the same step number to those steps.
• Click the Create icon drop-down menu and select Add Approval Contact to add a contact to the approval step.
  • Contacts are created and maintained on the Contact Maintenance window (BP> Maintenance> Contact Type).
• Use the Up and Down icons to reorder the approval steps.

7     Complete the Subcontractor tab.

• The Subcontractor tab will display all of the subcontractors attached to the permit.
• Highlight a subcontractor and click the Delete icon or press DELETE to remove the selected subcontractor from the tab.
• Highlight a subcontractor and click the Modify icon or press ENTER to edit the selected subcontractor.
• Click the Create icon or press INSERT to add a new subcontractor to the tab. This will open the Contractor Selection window.
  • Highlight the contractor you would like to attach to the permit and click the Confirm icon. If the expiration date associated with the selected contractor's local license, bond, or insurance is prior to today's date, an error message will display.
• Enter any optional Notes that should be attached to the subcontractor. This field can be up to 256 characters.

8     Complete the Contact tab.

• The Contact tab of the Permit Maintenance window allows you to insert and store information about individuals who are associated with the selected permit.
• All the contacts currently attached to the permit will display on this tab.
• Highlight a contact and click the Delete icon to remove the selected contact.
• Click the Create icon to attach a new contact to the permit. This will open the Contacts window.
  • Click the Contact Type field label to attach a contact type to the contact. This will open the Contact Type Selection window.
  • Select a contact type and click the Confirm icon to attach a contact type to the new contact.
    • Contact Types are created and maintained on the Contact Type Maintenance window (BP> Maintenance> Contact Type).
  • Enter as many of the remaining contact details as desired. Only the Contact Type and Last Name fields are required.
  • Check the Notification toggle if the contact should receive a copy of any form letters generated when the permit is included in a BP Letters batch.
  • Click the Save icon the save the contact details to the permit.

9     Complete the Forms tab.

• The Forms tab will display any forms attached to the permit.
• Click the Create icon and select one of the available form letters to attach that form letter to the permit.
• Forms are created and maintained on the Forms Maintenance window (BP> Maintenance> Forms).

10     Complete the Comments tab.

• The Comments tab of the Permit Maintenance window allows you to insert and store comments about the selected Permit.
• Click the Create icon to add a comment code to the account. This will open the Comment Code Selection window.
  • Highlight a comment code and click the Confirm icon to attach the code to the account.
  • Enter a detailed comment in the Comment field. This is an optional field and can be up to 512 alphanumeric characters long.
  • The Date Created field will default to today's date.
  • You can use the Date Closed field to record when the issue was resolved.
• Comment codes are created and maintained on the Comment Code Maintenance window (BP> Maintenance> Comment Code).

11     Complete the Alert tab.

• The Alert tab will display all of the existing alerts attached to the permit.
• Highlight an alert code and click the Delete icon or press DELETE to remove the selected alert code from the permit.
• Highlight an alert code and click the Modify icon or press ENTER to edit the selected alert code.
• Click the Create icon or press INSERT to attach a new alert code to the permit. This will open the Alert Code Selection window.
  • Select an alert code and click the Confirm icon to add the selected alert code to the permit.
  • Alert codes are created and maintained on the Alert Code Maintenance window (BP> Maintenance> Alert Code).
• The Description field will automatically populate with the description attached to the selected alert code.
• Enter an Alert Date for the new alert code. This represents the date that the alert code becomes active.
  • This field will automatically populate with today's date.
• The Expiration Date is calculated by adding the alert duration specified on the selected alert code to the date specified in the Alert Date field. If the Alert Date is updated, the Expiration Date will automatically update according to this calculation.
  • The Expiration Date cannot be prior to the Alert Date.
• The Comment field will populate with the comment attached to the selected alert code.
• Check the Selection Alert toggle to activate the alert message when the permit or application is selected for a report or a BP Adjustments, Letters, or Refunds batch.
• Check the Maintenance Alert toggle to activate the alert message when the permit or application is opened from any window where the permit details can be maintained or edited.
• Check the CR Receipt Alert toggle to activate the alert message when the permit or application is selected from the CR Cash Entry search window.

12     The History tab is used to track transactions on the permit.

• Both committed and uncommitted transactions will be displayed on the History tab. The lower section of the tab displays the transaction type details.
• Uncommitted transactions will display in red and committed transactions will display in black. Committed transactions will also have a date in the Post Date column.
  • The Post Date column displays the date that the transaction was committed. This is the date the batch was committed, not necessarily the same as the date the transactions are posted to the general ledger or the transaction date.
• Click the Expand button to view the line item detail of a transaction.
• You can export the transactions that display in the window to a MS Excel spreadsheet by right clicking on the data in the tab and selecting Export grid contents to Excel. All transaction line items will display on the export, even line items that have not been expanded. This feature allows you to create a quick report of the history of a permit.
• The History tab will not display any permit history until the first transaction is attached to that permit.

13     Complete the Miscellaneous tab.

• The Miscellaneous tab allows you to build your own tables of data if there is information you want to track. This information is optional and user-defined.
• Miscellaneous field labels are maintained on the Miscellaneous Field Label Maintenance window (SS> Utilities> Miscellaneous Field Labels).
• Click the Save icon when the permit is complete.
  • Saving the permit will not close the Permit Maintenance window. This allows you to enter permit details on one tab, save the new details, and then move on to the next tab without requiring that the permit be reopened. Click the Close icon to close the Permit Maintenance window.

14     Track any changes made to the permit.

• Click the Audit Trail icon to open the Audit Trail window.
• Use the Search Criteria section to sort the displayed audit history.
• The Audit Trail section will provide details about any changes made to the permit record including the date of the change, type of change made, user that made the change, and data table that was edited.