Summary

The LP Renewals process is used to generate Renewal letters and the associated renewal invoices for a filtered group of LP Licenses. In order for a license to be eligible for the Renewals process, it must be attached to a license type with the Use in Renewals process toggle checked (LP> Maintenance> License Type> General tab> Use in Renewals process toggle).

Step by Step

1     Create an LP Renewals batch.

• Select the Renewals palette in LP> Renewals. This will expand the Renewals palette and display the steps in the batch process.
• Select New from the Renewals batch number drop-down menu to create a new batch. This will open the New Batch window.
  • If there are open batches in the Renewals process, you can create a new batch without affecting the open batches.
• Enter a Batch Month and Batch Year. These fields default to the current calendar period and are used for reference only. The transaction date of the renewal is set up in the Generate step and the fiscal period the transactions are posted to is determined by the Journal Entry Date entered when creating the GL Distribution Report (LP> Renewals> GL Distribution).
• Click the Generate icon to populate the Batch Number field with the next available batch number. Batch numbers are limited to five digits and must be unique within the batch month of the batch year.
  • You can also manually create a new batch by entering a Batch Number and clicking the Save icon  .
• You can delete batches by selecting a batch and pressing DELETE.

2     Generate the LP Renewals.

• Open the Generate Renewals window (LP> Renewals> Generate).
• Select each License Type that should be included in the renewals batch.
  • Click the Select All or Deselect All icon drop-down menus to select or deselect all of the displayed License Types. All License Types are selected by default.
    • These icons can be used to select or deselect the License Statuses and Categories as well.
  • License types are created and maintained on the License Type Maintenance window (LP> Maintenance> License Type).
    • Only those license types with the Use in renewals process toggle checked will be displayed.
• Select each License Status that should be included in the renewals batch.
  • License statuses are created and maintained on the License Status Maintenance window (LP> Maintenance> License Status).
• The Category field is used to specify which combination of Business, Pet and Vehicle licenses will be included in the renewals batch.
• Enter a New Transaction Date and a New Due Date for the renewals batch.
• The New Transaction Description field is used to enter a description for the renewal transaction.
  • While the total character limit on this field is 512 alphanumeric characters, only the first 40 characters will display on the renewals proof list.
• Enter a New License Status or click the field label to select one from a list. This is the status that the License will change to when the renewals batch is committed.
  • License statuses are created and maintained on the License Status Maintenance window (LP> Maintenance> License Status).
• Check the Apply available credits toggle in order to apply any available credits on an included license towards the outstanding balance on that license after it is renewed.
  • The applied credit will be displayed on the Edit window.
• The Filter tab is used to filter the licenses included in the renewals batch by issue, start and expiration date.
  • Specify the desired dates to the filter the included licenses.
• The License tab is used to add individual licenses to the renewals batch.
  • Click the Create icon to add a license to the batch. This will launch the License Selection window.
  • Highlight the desired licenses and click the Confirm icon   to add them to the batch.
    • Press SHIFT or CTRL while selecting licenses in order to select multiple licenses for renewal.
  • If individual licenses are added to the renewals batch, all other filter details specified on the Generate window will be disregarded. Only the selected licenses will be renewed.
  • Highlight a license and click the Delete icon   to remove it from the renewals batch.
• Click the Confirm icon to generate the renewals batch.

3     Edit the LP Renewals.

• Open the Edit Renewals window (LP> Renewals> Edit).
• The Renewals tab will display all of the licenses that will be included in the renewals batch.
  • Highlight a license and click the Delete icon to remove the license from the renewals batch.
• The Errors tab will display all of the licenses that met the filtering requirements of the Generate step but cannot be included in the renewals batch.
  • The Warning Message column will display the reason that the license cannot be included in the batch. Licenses that meet one of the following criteria cannot be included in a renewals batch:
    • License is set up as non-renewable.
    • License is already in an open renewals batch.
    • License is in an open Cash Receipts batch.
    • License is in a pending web transaction.
    • License does not have any attached fees that either match the status of the license or have no defined status.
    • License is set up as Charge Exempt.
• Click the Save icon if any changes were made during the edit step.

4     Commit the Renewals batch.