Summary

Follow this process to create a license or application in the LP module.

Step by Step

1     View the existing licenses.

• The License Selection window (LP> Maintenance> Licenses) will display all licenses and open applications that have been created in the LP module.
• Enter information in the fields in the Search Criteria section of the window and click the Refresh icon to filter the licenses and applications that will display in the window.
• Highlight a license or application and click the Delete icon to delete the selected license.
  • A license or application that has been issued to an active customer, a customer in an open batch or an AP vendor cannot be deleted.
• Highlight a license or application and click the Modify icon to open an existing license.
• Click the Create icon to create a new license or application.

2     Create a new license or application.

• Click the Create icon to open the License Maintenance window.
• Complete each of the tabs on the License Maintenance window.
• If you are creating a license from an existing application, click the Generate icon and save the new license.

3     Complete the General tab.

• Click the Operation drop-down menu to specify whether this will be a new Application or a new License.
• Click the Category drop-down menu to select Business, Pet or Vehicle as the category for the license.
  • The Category selection will determine what information is displayed to the right.
• Click the License Type field label to specify a license type for the license or application. Every license or application must be associated with a license type.
  • License types make creating licenses simpler and less time consuming. License types dictate the fee codes and forms that will be used on the license. By creating a number of different license types based on these characteristics, you are not required to attach fee codes, forms, and other miscellaneous information to each license you create. You simply attach the license type to the license that should contain this information.
  • The use of license types also allows you to classify similar licenses with each other for reporting purposes. License types are created and maintained on the License Type Maintenance window (LP> Maintenance> License Type Maintenance).
• The Application Number field will automatically populate with the next available application number when the application is saved.
• Enter a License Number if you are creating a new license.
  • The License Number field will not be active if the attached License Type is set up for auto numbering (LP> Maintenance> License Type> Auto Number field).
• Enter a Business Number or click the field label to choose one from a list. Businesses are created and maintained on the Business Maintenance window (BT> Maintenance> Business).
  • A business can be attached to the license after the license has been created.
• Enter the company name in the Doing Business As field.
• The Customer Number, Customer Name, Lot Number, Service Address, Lot Owner Name and Lot Owner Address fields will automatically populate with the information associated with the selected business number.
  • If the Customer Number does not automatically populate, or if you are creating a license or application for an individual rather than a business, you must click the field label and select a customer from the list. This is a required field.
  • The Customer Number field will display on the printed license if the Print customer number on license toggle is checked on LP> Utilities> Setup.
• The Outstanding Bills, Unapplied Credits, and License Balance fields are inactive and will populate with financial data as transactions are processed on the license.
• The Web Registration Key field is used to record the registration key if the license has been set up to use the Business Licensing or Business Licensing and Tax online applications.
  • Click the Generate Web Registration Key icon above to generate a registration key for the selected license.
• Click the License Status field label to specify a license status for the license.
  • The License Status field will automatically populate with the status specified on the License Type selected above.
    • The license status will automatically update as the license progresses through events specified on the License Type Maintenance window. For example, if the selected license type has a Status On Application of "APP" and a Status On New License of "NEW", the License Status field will display "APP" if it is created as an application and "NEW" if it is created as a new license or created from the application.
  • License statuses are created and maintained on the License Status Maintenance window (LP> Maintenance> License Status Maintenance).
• Select an Application Date from the drop-down menu. This field will default to today's date but can be edited.
• The Issue Date is the date that the license is physically delivered to the business or customer. This date does not have to be the same as the Start Date.
  • The Issue Date field will automatically update to today's date when generating a license from an existing application.
• The Start Date field will automatically populate with the start date specified on the License Type selected above. This is the date that the license is considered active and the license term begins.
• The Duration, Duration Units, and Expiration Date fields will populate with the information attached to the selected License Type.
  • The Expiration Date is tied to the Start Date, and will reflect a time period established by the values in the Duration and Duration Units fields.
• The Print Date field will automatically populate with the last date that the license was printed.
• Enter an optional Description for the license.
  • This field can be up to 1024 characters long.
• The License History Summary will display a brief summary of the license history displayed on the History tab. This is not meant to be detailed and comprehensive. It is simply meant to provide a quick overview of the important dates in the license history.
• Check the Do not renew toggle to exclude this license from a renewal letters batch.
• Check the Notification toggle to generate a letter for the customer attached to the license when the license is included in an LP Letters batch.
• Check the Charge Exempt toggle if this license is being issued to an organization that has been deemed exempt from the standard licensing fees.
  • This toggle can be used to issue supplementary licenses that must be associated with a primary license but do not require additional fees. This toggle is also often associated with organizations such as churches or non-profits.
  • Licenses set up as charge exempt cannot be included in the renewals process.

4     Complete the category-specific section of the General tab.

• The category-specify section of the General tab will change based on the selection in the Category drop-down menu.
• Add business types to the license or application if Business is selected.
  • Click the Create icon   to attach a business type to the license. This will open the Business Types selection window.
    • The Business Types selection window will display all business types that have been created in the LP module. Business types are created on the Business Type Maintenance window (LP> Maintenance> Business Types).
    • Highlight a business type and click the Confirm icon   to attach a business type to the license.
• If Pet or Vehicle is selected from the Category drop-down menu, enter the pet or vehicle information in the available fields.

5     Transmit Customer or Lot data to a web site.

• 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 license to the web site attached to the URL type code.
  • This icon is accessible from any tab on the License Maintenance window.
• If your organization uses third-party web sites for tasks such as lot mapping or license 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).

6     Complete the Fees tab.

• The Fees tab will display any fees attached to the license or application.
  • All fees attached to the License Type selected on the General tab will be displayed in the data grid.
  • Only those fees that are associated with the same status as the license or not associated with a status at all will be applicable in Cash Receipts.
• Click the Create icon to add a Fee to the license.
  • Edit the Number of Units field if desired. If the License Type selected has a fee code attached that uses units for rate calculations, the appropriate Unit Type will be displayed.
    • The Amount field will automatically update to display the total amount incurred by the fee.
• Fees are created and maintained on the Fee Maintenance window (LP> Maintenance> Fee).

7     Complete the History tab.

• The History tab is used to track the committed and uncommitted transaction line items on the selected account. 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 has been committed. This is the date the batch was committed, it is 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 customer account.
• The History tab will not display any license history until the first transaction is attached to that license.

8     Complete the Approval tab.

• The Approval tab of the License Maintenance window allows you to attach approval steps to the license.
  • Approval types are created and maintained on the Approval Type Maintenance window (LP> 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 LP module. Select an approval type and click the Confirm icon to return to the Approval tab.
• Each approval type attached to the license constitutes a new approval step. These approval steps can be set up to notify a particular user, update the license status, apply a fee or attach an alert code to the license 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 (LP> Maintenance> Contact Type).
• Use the Up and Down icons to reorder the approval steps.

9     Complete the Comments tab.

• The Comments tab of the License Maintenance window allows you to insert and store comments about the selected license.
• 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.
• Comment codes are created and maintained on the Comment Code Maintenance window (LP> Maintenance> Comment Code).

10     Complete the Contacts tab.

• The Contacts tab of the License Maintenance window allows you to insert and store information about individuals who are associated with the selected license.
• All the contacts currently attached to the business will display on this tab.
  • Use the filter options and click the Refresh icon to filter the displayed contacts.
• Highlight a contact and click the Delete icon to remove the selected contact.
• Click the Create icon to attach a new contact to the license. This will open the Contacts selection window.
  • Select a contact and click the Confirm icon to attach a contact to the license.
• Contacts are created and maintained on the Contact Maintenance window (LP> Maintenance> Contact Type).

11     Complete the Forms tab.

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

12     Complete the Alert tab.

• The Alert tab will display all of the existing alerts attached to the license.
• Highlight an alert code and click the Delete icon or press DELETE to remove the selected alert code from the license.
• 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 license. 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 license.
  • 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 license is individually selected for a batch processes such as LP Letters.
  • The selection alert will not activate if the license is included in a batch as a member of a group select during a batch generate step.
• Check the Maintenance Alert toggle to activate the alert message when the license is opened from any window where the license details can be maintained or edited.
• Check the CR Receipt Alert toggle to activate the alert message when the license is selected from the CR Cash Entry search window.

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).

14     Track any changes made to the license record. 

• 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 a license record including the date of the change, type of change made, user that made the change, and data table that was edited.

15     Print the license or permit.

• Click the Print icon to print the license or permit. This will open the License Print window.
• Click the Name field label to open the License Setup Selection window.
  • The License Setup Selection window will display all of the license setups created in the application. License setups are used to configure how printed licenses are displayed.
  • License setups are created and maintained on the License Setup Maintenance window (LP> Maintenance> License Setup).
• The Logo Location field is used to specify where the organization logo will display on the printed license header.
  • The logo location will affect how the Header 1-3 fields specified on the license setup will be displayed.
• The Licenses Per Page field is used to specify whether you would like to print one license per page or three licenses per page. Because you are only printing the open license, only one license will print on the top 1/3 of the page.
  • The Fee Options field will automatically be set to None if you choose to print three licenses per page.
• The Fee Options field is used to specify whether the printed report will display no fee information, fees only, fees and units, or fees, units and descriptions.
• The Printer Adjustment field is used to adjust where the first line of the statements will print. If you adjust the alignment of the statements you may want to print a test statement before printing a large batch.
  • Zero is the system default. Adjusting the value up will move the first line of the statement up on the printed page and adjusting the value down will move the first line down.
• Click the Print icon to process the report immediately or enter a date and time in the field next to the Print icon to schedule the report to generate at a later time. You can view the progress of the report on the Job Viewer window (SS> Utilities> Show Scheduled Jobs).
  • Click the Print icon drop-down menu and select Print Preview to preview the report before printing.
  • Click the Print icon drop-down menu and select Excel to export the report data to an Excel spreadsheet as unformatted data.
  • Click the Print icon drop-down menu and select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
  • Once the report is generated, you can also display the report using the View Reports window (SS> Utilities> View Report).