Summary

A License Type is a collection of fee codes, forms and other miscellaneous information that is used in conjunction with a particular type of license. By creating a number of license types, you can attach the license type to each new license or application you create rather than having to attach fee codes, forms, and other info to each new license or application created. The use of License Types makes the creation of licenses more efficient. It also lends itself to various forms of license classification for reporting purposes.

If you edit an existing License Type, any licenses created with that type will not automatically update with the new License Type settings. Use the License Update process (LP> License Update) to update multiple licenses.

Step by Step

1     Open the License Type Selection window.

• The License Type Selection window (LP> Maintenance> License Type) displays all the license types created in the application.
• The license types that are displayed in the window can be filtered by entering a specific License Type or selecting a Category and clicking the Refresh icon  .
• Highlight a license type and click the Delete icon to delete the selected license type.
  • License types that are attached to active licenses cannot be deleted.
• Highlight a license type and click the Modify icon or click the Create icon to open the License Type Maintenance window.

2     Create a new License Type.

• The License Type Maintenance window displays the license type details.

3     Complete the General tab.

• Enter a unique License Type.
  • The license type can be up to 16 alphanumeric characters.
• Select a Category from the drop-down menu to associate with the license type.
  • License categories include Business, Pet and Vehicle.
• Enter a License Class or click the field label to choose one from a list.
  • License classes are user defined classifications of license types.
  • License classes are created and maintained on the License Class Maintenance window (LP> Maintenance> License Class).
• The Auto Number field is used to determine if any licenses generated from this license type will be automatically numbered or manually numbered.
  • If No is selected, the user will be required to enter a unique license number for every license generated from this license type.
  • If Yes is selected, the license number created for each license generated from this license type will be determined by two things:
    • The first part of the license number will be the prefix entered in the Auto Number Prefix field below.
    • The second part of the license number will be the next available number with the number of digits specified on the LP Setup window (LP> Utilities> Setup> Auto-Numbering Digits fields).
    • An example auto-numbering format for business licenses would be BL-10-0001 (BL for Business License and 10 for 2010). In order to use this format, you would enter "BL-10-" in the Auto Number Prefix field and "4" in the LP Setup> Business Auto-Numbering Digits field.
• Specify a Duration for which the licenses using this license type will be active. This field will determine the expiration date of the associated licenses.
• Select a Duration Units from the drop-down menu to determine how the value entered in the Duration field will be calculated.
  • Duration units can be Days, Weeks, Months or Years.
• Enter a license type Description.
  • This optional field can be up to 60 alphanumeric characters.
• Check the Notification toggle if form letters should be generated for the customer attached to the license if the license is included in an LP Letters batch.
• Check the Renewable toggle if the licenses in this type are renewable. Licenses that are not specified as renewable will be left out of any renewal letter batches.
• Check the Use in Renewals process toggle to flag any licenses associated with this type as eligible for renewal through the LP Renewals batch process.
• Check the Auto-calculate penalty toggle if the licenses in the type should be automatically charged a penalty fee if the license renewal is past due and the renewal fee includes an attached penalty fee.
  • License renewals are considered past due if the renewal receipt date falls after the renewed license start date.
• Check the Charge Exempt toggle if licenses generated from this license type will be issued to organizations that have 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.
  • Charge exempt licenses cannot be renewed through the Renewals process. If both the Use in Renewals process and the Charge Exempt toggles are checked, you will receive an error message when attempting to save the license type.
• The Status On fields are used to specify the license status at different points in the license life cycle. These are not generally required fields, but they are required if you plan to apply fees to the license when the license status changes.
  • Click the Status On field label to associate a status with the displayed event. Statuses are created and maintained on the License Status Maintenance window (LP> Maintenance> License Status).

4     Complete the Fee Codes tab.

• The Fee Codes tab lists the fees that the system will include in the calculation when charges are generated on licenses that use the selected license type.
• Click the Create icon to add fees to the license type.
• Fee codes are created and maintained on the Fee Code Maintenance window (LP> Maintenance> Fee).
• Click the License Status field label to specify when the new fee will be applied to the license. When the status attached to the license changes to the status specified on the new fee, the fee will be applied to the license and will also display on the Fees tab of the License Maintenance window.
  • In order for a fee to be applied to the license based on a change in license status, the Status On fields on the General tab must be completed. If a fee is associated with a license status, but the license is not set up to change to that status, the fee will never be applied.
  • If you attach statuses to each of the fees, only those fees associated with the current license status will be displayed on the Fees tab of the License Maintenance window. If the license status changes, only those fees associated with the new status will be displayed.
  • If a fee is not associated with a license status, that fee will always be applied when the license or application is created and will always be displayed on the Fee tab of the License Maintenance window.

5     Complete the Approval tab.

• The Approval tab allows you to attach approval steps to the license type. When the selected license type is attached to a new license, the approval steps will automatically populate on the new 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 type 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.

6     Complete the Form tab.

• The Forms tab lists the forms commonly used with licenses that use the selected license type. When the selected license type is attached to a new license, the specified forms will automatically attach to that new license. They will appear on the forms tab of the license maintenance window.
• Click the Delete icon to delete a form to remove a form from the license type.
• Click the Create icon to add a form to the license type.
• Check the Default Print toggle to specify the selected form as a form that should be printed when creating the license through the Cash Receipts module.
  • The LP Licensing window (CR> Cash Receipts> Enter Receipts> create a receipt> LP Licensing icon> Forms section) will display all forms attached to the license type. Any form with the Default Print toggle checked on the License Type Maintenance window will automatically have the Print toggle checked on the LP Licenses window.

7     Complete the Miscellaneous tab.

• The Miscellaneous tab allows the user to enter miscellaneous information regarding the selected license type.
• Miscellaneous field labels are created and maintained on the Miscellaneous Field Label Maintenance window (SS> Utilities> Miscellaneous Field Labels).

8     Complete the Renewal Schedule tab.

• The Renewal Schedule tab will display the renewal schedule set up for the license type.
• Select a Start Date from the drop-down menu.
  • This field will default to the current date.
• The Number of Years to Generate field will determine how many years will be covered by the generated renewal schedule.
• The Duration and Duration Units fields will automatically populate with the selections made on the General tab.
• Click the Generate icon to generate the renewal schedule. The results will populate in the field below.
• Click the Save icon the save the new license type.

9     Track any changes made to the license type 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 type record including the date of the change, type of change made, user that made the change, and data table that was edited.