Summary

The Past Dues batch process will charge late fees on the violations attached to a parking ticket, automatically update the status of selected parking tickets, and generate past due form letters.

Step by Step

1     Open a Past Dues batch or create a new one.

• Select the Past Dues palette in PT> Past Dues. This will expand the Past Dues palette and display the steps of the batch process.
• Modify an existing batch or create a new Past Dues batch.
  • Select a batch number from the drop-down menu at the top of the Past Dues palette to select an existing batch.
  • Select New from the Past Dues batch number drop-down menu to create a new batch. This will open the New Batch window.
  • If there are open batches in the Past Dues 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 for reference only. The fiscal period of the transactions in the batch is determined by the transaction date entered during the Generate step.
  • 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.
• Highlight the batch in the batch number drop-down menu on the Past Dues palette and press DELETE to delete a batch. Any uncommitted transactions in the batch will be deleted.

2     Generate the Past Dues batch.

• Open the Generate Past Dues window (PT> Past Dues> Generate).
• Check the Fee toggle for each fee you would like to send to Past Dues.
  • Click the Select All or Deselect All icon drop-down menus to select or deselect all of the displayed Fees. All Fees are selected by default.
    • These icons can be used to select or deselect the Statuses as well.
  • Fees are created and maintained on the Fee Maintenance window (PT> Maintenance> Fees).
• Check the Status toggle for each status you would like to send to Past Dues.
  • Statuses are created and maintained on the Status Maintenance window (PT> Maintenance> Status).
• Specify a Tran Date for the Past Dues batch. This date will be used by the Letter and Penalty transactions created when the batch is committed.
• Specify an Aging Date for the batch.
  • The Aging Date is the date the system will use in conjunction with the Minimum Age and Maximum Age fields to determine which tickets are to be put into Past Dues status.
    • For example, if 10/15/15 was entered as the Aging Date, and 30 and 999 are entered in the Minimum/Maximum fields, all citations with a date older than September 15th (30 days old) would be selected to for the Past Dues batch.
• Enter a New Ticket Status or click the field label to select a status from a list.
  • This is the status that will be automatically assigned to any citations included in the Past Dues batch. This will default to the Past Dues status specified on the PT Setup window (PT> Utilities> Setup> Past Dues Status field).
• The Filter tab is used to filter the citations that will be included in the Past Dues batch.
  • The Minimum Age and Maximum Age fields are used to filter the included citations by their age in relation to the Aging Date specified above.
  • The Minimum Status Age field is used only by the Collections process and is disabled here.
• The Ticket tab is used to add specific parking tickets to the Past Dues batch.
  • Click the Create icon to select specific parking tickets to include in the batch. This will launch the Parking Ticket Selection window.
  • Filter the displayed tickets and click the Confirm icon when you have made your selection. You can use the CTRL or SHIFT keys to select multiple tickets.
  • Manually selecting parking tickets to include in the batch will override any filtering details specified on the Filter tab.
• Click the Save icon when compete.

3     Edit the Past Dues.

• Open the Edit Past Dues window (PT> Past Dues> Edit).
• The Ticket tab of the Edit Past Dues window displays all of the tickets that will be included in the Past Dues batch.
  • Click a citation number to open and edit the included ticket.
  • Highlight a ticket and click the Delete icon   to remove the ticket from the batch.
• The Errors tab will display any tickets that meet the filter requirements specified in the Generate step but cannot be included in the Past Dues batch. The Warning Message column will display the reason that the ticket cannot be included in the batch. Tickets that meet one of the following criteria cannot be included in a Past Dues batch:
  • Citation is in a pending Cash Receipts batch.
  • Citation is in a pending Collections batch.
  • Citation is in another pending Past Dues batch.
  • Citation has outstanding fees but no associated penalties or penalties that do not have billable rate tiers for the current number of days past due.
  • Citation was manually included in the Past Dues batch but has no outstanding balances that qualify for past dues penalties.
• Click the Save icon when compete.

4     Print the Proof List.

• Open the Past Dues Proof List window (PT> Past Dues> Proof List).
• Select a Report Type from the drop-down menu.
  • The Summary report displays the Citation Number, Citation Date, Location, Name, Vehicle Year, Make, Model, Tag Number, Tag Expiration Date and Amount for each ticket. The report will also include a report total and the number of printable notices generated by the batch.
  • The Detail report displays everything included in the Summary report as well as the specific late fee codes that will be charged when the Past Due batch is processed.
    • The detail report will display a new violation line item for every late fee that will be applied to the violation.
• 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).

5     Print the Past Dues Letters.

• Open the Letters window (PT> Past Dues> Letters).
• Select a Form from the drop-down menu. If a default form is specified on the PT Setup window (PT> Utilities> Setup> Past Dues Form field), that form will automatically populate and this field will not be enabled.
  • The format and information included in the Past Dues letters is determined by which form is selected.
  • Forms are created and maintained on the Forms Maintenance window (PT> Maintenance> Form).
• The Tran Date field will populate with the transaction date specified in the Generate step.
• The Compatibility mode toggle is used to activate compatibility mode for legacy forms that don't use standard Springbrook forms functionality.
  • Springbrook does not recommend using Compatibility mode as it will disable a number of useful form features.
• 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).

6     Commit the Past Dues batch.

• Open the Commit window (PT> Past Dues> Commit).
• Click OK to commit the batch.
  • If a citation included in the Past Dues batch has been added to a Cash Receipts batch between the time when the Past Dues batch was generated and when you are attempting to commit the batch, a warning message will display and the batch will need to be regenerated.
• Once the batch is committed, the status of the tickets included in the batch will be updated to the Past Dues status specified on the Generate step.