Permits - Take Two
Contents
1. 11 PREFACE About This Book The AS 400 CIMS Permit Management User s Canadian Guide is intended for management and staff level users of the Warehouse Module WHS How This Book Is Organized Each chapter in this book is numbered with the chapter number and page number within the chapter The Table of Contents lists each chapter by number as well as the chapter subsections A glossary and index at the end of the book provides you with extra information Introduction This chapter describes how to use the CIMS III Permit Maintenance Module It also discusses the flow of operations and some alternatives of how it may be implemented within your environment Refer to previous chapters to assure that the all pre requisite and general options amp procedures are in place before implementing permits Refer to the Financial Management User Manual for additional information on how to initially setup G L accounts which is necessary if you are posting to A R The permit system is a simple set of programs a b 9 f g Create Category s eg internal external for reporting and charging purposes Pre Requisite create location rooms that can be rented out including capacity room type and usual rental cost information Search for available rooms Prepare permits cancellations and manage the paperwork Indicate necessary equipment rental and delivery notes for things like risers cha2. 8 08 13 FY 13 TAKE TwO 11 58 47 QPADEVOOCY Permit Maintenance 915 11 nep e Lamm Delivery Date 891513 8 06 13 FY 13 TAKE TWO INC Vendor 12845 MAINTENANCE SCHOOL OISTRICT AS Deliveries bu Permit Location 991 WACHOVIA SECONDARY SCHOOL Position to Persit Contact SMITH Sa a eee S Permits 58010257 poset Printes N 7 05 13 661 ACF AUDIO Ci 500097 7 65 13 Pickup Date 991513 Notification _ 10 05 13 907 OM EXPRESS 500389 19 95 13 Internal Note USE SIDE 57 DOOR _ 12 08 13 992 DML EXPRESS CA 90380 12 08 13 Special instructions NEED 46 FOUND TABLES STACK ON WEST SISE _ 52 12 13 005 Ou EXPRESS 500321 12 15 13 _ 8 26 13 ses MAINTENANCE 1 9 28 13 Quantity 40 ROUND TABLES 2 9 28 13 002 MAINTENANCE 3 1 9 28 13 250 CHAIRS 2 82 23 002 MAINTENANCE 2 2 03 13 zz amp 12 92 13 802 MAINTENANCE 4 12 02 13 se z 29 fo A adds a line for equipment T delivery Mode add F3 E i FS lt Reset Fi2 Cancel 13 041 CIMS Permit Maintenance blackdell cir n m manopo Room Location Calendar Search Capabilities MAI 404 e The system is not capable of finding a free room based on the criteria you enter You can however use CIMS to search for availability In most cases the permit inquirer has an idea of what facility they want CIMS will allow you to review location monthly calendars or room calendars to make bookings m
3. If this does happen to be the case there is an option to copy forward certain permits e Once the selected permits are brought forward last year dates may be removed from the permit Category Codes MAT 003 e Categories are used to qualify the type of permit for reporting purposes and also to dictate default charges on permit calendar lines In combination with room definition the system will look at the category and then room charge line to default Permit Cancellation Codes MAT 007 e Cancellation codes help categorize permit cancellations for reporting reasons when cancellations occur and to update A R with potential credits and or refunds of permit charges Location Room Codes MAT 005 e Location refers to your school buildings and or other buildings that may be used for renting out The codes you use should match the location numbers already used in FMS and EMS e Rooms are individual entities within a location eg School A might have rooms GYM LIBRARY CANTEEN RM101 RM102 etc It is important to name your room codes consistently between all locations For example if you want to rent a GYM you want to look for room GYM and the system will identify what GYM is available If a location has more than one GYM then the system has the capability of searching for both gyms at once as long as the names are in a consistent format e Note Locations must also be setup in REQ 210 e If you will have additional charges on permits
4. Customer 2 11 you F4 on the A R ae pulli customers Th Charge MANKE MELI 204 12 not ane a is Du DONN GELL este pe a CIMS Permit Maint fa S 188 08 IAN add vee gt R4 7 5 Permit Maintenance Fields bolded are required to be filled e A R Customer used to specify this permit to an A R customer the A R customer must have been defined in ARS 310 If you F4 on the customer it will automatically fill in the rest of their info e Bill A R Customer used to specific an alternate A R customer number to where any permit charges are to be billed e Send Permit F E blank means print all the customer copies of the permit F tells the system to fax the customer copy of the permit to the permit hold tells the system to email the customer copy of the permit to the permit holder e Incl DisDoc the default N tells the system not to include the district disclosure attachment to the customer print email and or fax copies of the permit tells the system to include the district disclosure document to the customer copy of the permit save a PDF copy just like an invoice e In Charge Optional this person may also receive a copy of the permit automatically by fax or email if you use the send permit F E and fill in the correct contact information ph fax email e Purpose indicate the purpose of the permit this will default into each of the charge calenda
5. answered to Calndr Chrg 8 06 13 FY 13 TAKE THO INC 11 41 57 QPADEVDOCH CANWHS Permit Maintenance Ref MAT 0041 11 Perweit 1 59910257 JUNIPER LUNCH PROGRAM Tata 84 25 Dates 9 15 17 9 16 72 LUNCH AND DINNER Times 11 20 00 BEGIN 0 00 00 001 0 20 15 12 Sat 00 GYM 11 80 14 39 13 00 291 110 008 511 002 022 0 15 12 Sat 901 GYM 14 30 17 25 1 110 000 511 902 Sst 001 GYM 17 00 29 00 10 0 1 110 000 511 002 3 000 Date 8 15 12 Time IN OUT 17 00 20 00 001 Room GYM Des FUNDRAISER GRADE 8 CAMPING Parent Dinne 0700700 Oty 1 0988 Ant 10 00 PSI W DST HST H Acct 51 110 089 511 002 f 50 build ae A R Line N F3 Exit 12 ancel N 10 043 e Create the first entry then use F20 F21 to copy the entry for daily range or weekly permits Then if additional editing is required to cancel for individual dates use D to delete the auto creating lines Fields e Quantity Amount Account Taxes These fields are necessary if you will be posting lines to or if you want charge dollar information to appear on the permit print e Time 24Hour Clock Note Double bookings will appear when you exit enter lines on the permit If you add lines to the permit manually or edit a date value you will see if the room is already booked along with the permit number NOTE Cancelled dates for the same location and room do not indicate as double bookings SPECIAL NOTE If you
6. e Chairs amp Tables indicate if any are needed and if so how many e Kitchen PA Outlet Miscl indicate to any that are required e Approved By used to specify the person department who approved the permit request e Messages a message code is defined text that will be printed on all copies of the permit good for common messages that are often re used must be previously defined in PUR 202 e Chrg Info use this field to enter any permit rental charge information e Damage Deposit used to specify any damage deposit required for the permit they do not hit A R e Collected N is the default indicated a damage deposit was not collected for this permit rental e Returned N is the default indicates the damage deposit if any was not returned to the customer e GoTo Text extra text for the permit if you want to write anything more there is unlimited lines e Calndr Chrg opens up a second screen which allows you to book the individual dates and times the system will indicate whether there is a booking already but will allow you to double book any date s Include Attachments Along with the permit maintenance you can attach up to 5 documents along with the permit Use the standard CIMS operation of naming the document appropriate as per the top of the permit and then copy it to the appropriate cimsfms permits folder CIMS Permit Maintenance blackdell cims finance cimspermits doc Second Screen If
7. like Admin Fee Custodial Overtime etc our recommendation is to use a single location and create rooms in that location for ADM CUST etc with CIMS Permit Maintenance blackdell cims finance cimspermits doc standard charges This location room can then be used in any permit to easily add the additional 0 08 13 FY 13 TAXE TWO INC 10 08 00 charges to Location None Maintenance Ret MAT O95 il permits Title use to define the location room this title prints on reports and is used for defaulting in ERE apacit T pe permit lines Capacity indicate how many the location can hold Type enter a type code listings can be produced by this type code This is used strictly for reporting purposes instead of viewing space by room name you can view by Rate indicate a 663265 Cancel te room type standard room hourly wetter rate amount per category type defined in MAT 003 For example if you have T DE different rates for public use vs charity use vs school related events The default N tells the system to allow cancellation of permit calendar lines for this room tode Change F3 Seco F The default N tells the system that when blocking ALL rooms for this location this room is to be included in the block Y tells the system to include this room on the public web calendar Permit Maintenance and Reporting e Permit maintenance is annual meaning th
8. ta remote seres fot 192 168 0 09 uang port 23 ee CIMS Permit Maintenance blackdell cims finance cimspermits doc Permit Cancellations MAT 008 The system will allow you to D elete date lines in a permit If you do this however there will be no record of that original entry If the permit has not begun and it has been in the system for a very short while and potentially no printing has been done and nobody is expecting the activity then go ahead and delete the permit Otherwise our recommendation is to cancel the line s instead This means that if you need to cancel an entire permit you actually need to cancel all the lines within that permit Input the date of cancellation reason and reason code user defined at minimum Currently the Misc field is holding the date of cancellation input whatever is appropriate If this line has already been posted to A R a warning indicates that A R has already occurred but the system still allows the cancellation Proper usage of a cancellation code will allow you to report on cancellations to assist A R in crediting and or refunding the permit holder for cancellations Once you have entered there is an opportunity to print fax the cancellation notice The P option listens to the flags and notification codes in the permit to know who should be automatically emailed faxed regarding the cancellation NOTE If you need to cancel a date range for a permit or permits use MA
9. Permits PREBA CR E N 2 ABOUT THIS BOOK 2 HOW THIS BOOK IS ORGANIZED eire tree oreet ta 2 INTRODUCTION fee 2 HOW INFORMATION FLOWS IN PERMIT ssssccssssssscsssscccssssccssssccccsssccscssseccesssccccsssacecessscccsesscescesacccessnecsecsssaccessacscesssees 3 CODESBIUP eL e MI m LM MM IM MI Ld 3 FIND FREE SPACE SHOW ROOM 3 PREPARE PERMIDE pensieri A tM MU ue AI EE EIS ERE 3 MAINTENANCE amp REPORTING 3 LINK WITH ACCOUNTS RECEIVABLE ss0sseeeeeeesesesesesesesesesesesesesesesesesesesereceseeesesesesesesesesesesesesesseesesereteceeeseserecereseceserececeseresereresesens 3 HOW PERMITS WORK WITH CIMS FINANCE cssssscssssscscssssccscssscccsssscccsssceccessscsccesseccscssseccsenscecsscsacccesscaccessscascessececessnees 4 SYSTEM SETUP AND DEEFINITIONS sississssssasssssssesessissscsesesscasssseesseasesassaaseesesesssesssassesassuseessssbiseiassecsseassassosasscbssoaseness sosesesescaaeesesss 4 PERMIT CARRY FORWARD FROM THE PREVIOUS YEAR MAT 105 cccccsssseceessececeesececseneecessaececesnaeeecueeecsesaececseateceseeeesesaeeseneeaeees 4 CATEGORY CODES MAT 003 c sscecesssececssscecessnsecseseececscseceesuneecessaeeecessseceesassecsesaececscsecsesueseceesaeessoassecsesaesecseaeececsessecsesaneeeneaaeers 4 PERMIT CANCELLATION CODES MAT 007 cccsscceces
10. T 908 to mass cancel a specified date range instead of having to individually cancel each date Block Dates MAT 006 or MAT 906 There are occasions to block location s and or rooms There is no need to create permits in order to save these times dates Either district office may block dates or you may choose to allow schools to also block their own dates CAREFUL if you leave this to schools it is harder for you to see that permits may need to be moved if the block occurs after permits already exist There are two programs available to block dates o MAT 006 Single Date Single function You can block either ALL locations ALL Rooms location and room or a location and ALL rooms o 906 Single date but more total control of what locations and rooms to block User can input up to twenty locations and rooms at once eg 15 location gyms due to an election call School Participation in Permits At minimum schools can have lookup and reporting capabilities of what is going on at their locations and what has been booked The permit options pay attention to location restrictions so it is safe to give schools MAT 404L to assist them with being able to o Identify what is occurring in their rooms and when o Know when to request for date blocks etc to house their own activities There are reports MAT 506 calendar print and MAT 508 activity who what where to assist schools in reporting on activity that has been booked fo
11. at by default permits are not carried into following years There is no close procedure to a permit Permits may be altered or appended as required Additional lines dates changes to hours charges can be made until items have been posted to the G L All lines work independently meaning permit lines may be posted but the permit and all other non posted lines are still available for edit e Permits should never be D eleted This will make things like calendar views seem unreliable instead there is a permit cancellation procedure that frees up the space but users can at least identify that there was initially a permit intact e Permits show the charges applied to a customer but do not indicate amount owing The accounts receivable system is responsible for reporting on receivables Permit Maintenance MAT 004 e This maintenance screen is used to maintain permit rental information Requesters can initiate confirm book print and edit requests The only restrictions to editing will occur for posted A R lines e Permits are assigned a unique number according to doc ID Doc ID s are setup by administration once every year You can authorize people to Doc ID s to ensure that access is granted to only those that should have it 8 00 1232 Tee TwO 1 11 20 58 OPADEVOOCU Cetin Permit Maintesacce Bal M I DO4 ij Pereit 1 257 PODI 300 ivi ooo All fills in nadaus a amg automatically when ere IMMPRON
12. es H post strictly based on Permit How will you ensure no backdating of permits LIMIT TO A R INVOICE BUILD Date Range 090104 993004 etc so that posting won t miss entries How will you coordinate with A R for LU development of customer Should they allow you to also create A R customers Location Roon Report ONLY Y A R INVOICE DocID INVUH Date 8 13 04 Terms DUE ON RECEIPT From 01 Message 500 F3 Exit F4 index f5 Reset Fi12 Con en Ej AS ma mimo 2100 0 eie 1 na 3 Connected to remote serverihest 182 1000 69 umg port 23 teal ay Soot File bei Eid iwi pelis 7 MT 10 39 52 Wer 3 Petite ROOM 00578 bale exu When you post live the same listing is produced but the top indicates invoices posted YXNOM 101 11 41 120100130120 imi SPECIAL NOTE Use the same MAT 910 with mace TXNFK Un 13 03 102 um am Report Only Y as a reporting tool to know what sec 183 has currently not been billed out or needs to billed 1X XXC wT ac 371174 Eh 29 Connected ramets 15160 1 65 port 23 MP Coke Leer Set 2500 PCL om LPT CIMS Permit Maintenance blackdell cims finance cimspermits doc 11
13. have additional charges like Admin Fee Custodial Time enter these lines first AND if you use F4 to access the appropriate ADM room then the description will update with the Room Title rather than the purpose of the event which is there by default Permit Printing MAT 004 Permit Number 20060003 PR Include Fax Email and Notification Copies Y Email from taketwo taketwoinc com Use P on the main screen to print the permit If you are just testing make sure to say N regarding sending email or fax With the selected in addition to printing the copy of a permit the appropriate additional copies will be emailed faxed to the customer extra contacts and notification codes as described in the permit CIMS Permit Maintenance blackdell cims finance cimspermits doc Permit prints are custom per district Below is an example permit This permit may have a signature line or something review with the permit holder and once they approve the permit and the times then the entry should be submitted to MAT 910 for invoicing Fi e amp A E 2 lt n ui a H8 FACILITY RESERVATION CONTRACT Permit a00 3 hooked 20 0408 Pipes MT CUSTOMER INFORMATION Name INDUSTRIES LU aay Attention MERV tee Madrasas 3400 LOGAN AVI 204 wh7 1700 WINNIPEG M Faw 204 957 1111 maik com In Charge PETER mem Ph
14. irs Build accounts receivable invoices for appropriate permit rental lines Report to schools custodians activity that is will occur in their buildings Schools and custodial staff can participate in either a lookup or change mode There are two block date functions rather than schools having to do fake permits to block rooms in their own buildings to assist in appropriate location rooms to become unavailable Schools can see print their own activity rosters CIMS Permit Maintenance blackdell cims finance cimspermits doc How Information Flows in Permits Code Setup 1 Category Definition MAT 003 2 Location amp Room Definitions MAT 005 3 Notification Definition PUR 206 e Schools departments have the appropriate access to locations according to FMS restrictions GLB 002 and accounts GNL 110 e Optional Utilize A R customers instead of keeping permitee information for each permit Find Free Space Show Room Calendars e View Activity Free Space MAT 404 View calendar by location and date to see activity for a location View calendar by room and date to see availability o Analyze a room by month Prepare Permit Auto Fax email to Permit Holder Permit Maintenance Auto Fax email to Location and MAT 004 Input Header Information for Permit others as per notification codes Indicate individual dates rooms Indicate charge amounts accounts Indicate additional Text if necessary Cancel Permit lines MAT 008 Be
15. n 204 955 6575 Fax Kmail patesnith hotmail E et CILITY INFORMATION Facility A 108 LAM Wir amo wan WAS LONDON MALLWAY FOR AOTIVITIAG NOTES MEALLY IMPORTANT TO NOTH THAT OIMLS WILL Bi USING THE MALLWAYR FOR GROUP WORK GURTORTAN TO TO DH TOLERANT OF THE AOTIVITIMS DATES RESERVED AND CHARGE INFORMATION JULOS 08 10 00 PM Admin fee 45 00 auros o 220 00 1010508 101 347 3UL12 08 aut 1w 05 10 00 PH BROWNIES 10 00 PM BROWNIRS 10 00 PM te 10 00 BROWNTES 347 50 mule Total 2740 00 Total GET 00 Total 00 Total Charges 2740 00 Lue Ladan tort Permit Equipment Delivery Maintenance MAT 015 e Inside a permit F6 Equipment in MAT 004 there is an option in CIMS to record equipment delivery ie For a permit for a school concert you need to indicate that risers must be delivered on December 23 to location XYZ This option can also help to determine whether you have enough equipment to accommodate the permit request e From F6 in permit maintenance you can see what equipment deliveries are already in place Pressing Enter advances you to a screen that you can request delivery e Equipment deliveries are related to location and vendor PUR 301 You can define maintenance as a single vendor or several along with your contractors etc in order to know track who should be delivering equipment
16. ore efficient 8 06 13 FY 13 TAKE TWO INC 12 05 39 QPaDEVOOCW Permit Locn Rooe Calendar Lookup Ref WAT 404 93 i Location Roos hange T and Lookup Ekg H Indes 2 to preview activities for a location End Index 1 for a selected date Peres I 3 to preview calendar bookings for a room across all locations that have it for that date 2 GTM 3 alendar for Rooa D Locations Use L and location room to preview a monthly calendar for that room and be able to drill down right to the permit holders 1 025 AS Bie ae al ele 8 12 04 FY 3 DEMONSTRATION SCHODL DISTRICT 13 20 36 QPRDEVOOO2 Y o indi i CANWHS Permit Locn Room Calendar Lookup Ref MAT 404 11 X s indicate when the room is Locn 103 A DUFFIELD Room booked 11111 11142222722722233 123456789012345678960 12345678981 2004 FSUMTWRESU 5 U means the room is blocked x x u unavailable 4 00p x u 4 30p x U Use F7 and F8 to flip from day to thes evening hours amp 00p x u X 6 30p x x EN 7 00p x u x x x x Use F10 F11 to advance through 7 30p x x x x x the months of the year 8 00p x u x x x y 8 30p x u X x x 9 00p u Use F6 to view permits associated 9 30p u 10 00p u with this room during this month 10 30p u F3 Exit F6 Permits F7 D y Breakdown F9 Preu F10 Nxt F12 Can nna 01 001 Connected
17. r date lines e Category use this field to categorize the permit rental permit listings are available based on the information in this field Category codes must be defined in MAT 003 A permit category can default the amount to charge for rental of the space and the account to receive the funds for the charges e Renewal optional but useful Indicating Y means that if this is annual it will assist in the following year to know which letters merges need to be done and automate the renewal application process e Location amp Room specify the default location and room of the permit Locations and rooms should be previously defined so you can F4 on the appropriate lines e Extra used to specify any additional location information ie Park in the back or use the side door e Booked use this field to specify the date the permit was booked by the customer in mm dd yy format e Dates amp Time there are screens to follow where you will be able to itemize exact dates times This initial header screen is to generalize the request making calendar entry easier e Description used to define a description of the permit e Tot 1 2 these fields can be used to maintain any user defined count information for the permit e Notifications when you this permit the system can automatically print fax or email the permit ALSO to notifiers you have pre defined PUR 206 Cancellations will also look to here to auto notify of cancellations
18. r their location This should prevent constantly having to pull permits or hunt down who is doing what and when There is an option to block date for a location and room s ie you can block a GYM for the day or if for example parent teacher interviews are on block the entire school for a date The block feature works only for an entire day The system will warn you if you try to block a date that already has permits booked on it CIMS Permit Maintenance blackdell cims finance cimspermits doc 10 Posting Permit Lines to Accounts Receivable Permits can be posted to A R This process looks for appropriate lines meaning a they fit the date range criteria selected b they have not been previously posted c customer number must exist d the line has valid account number s and unit charges It then creates an invoice for each permit An error report can be produced before posting to ensure that the entries are in place This will also identify problems with no customer number items already posted etc Note once line s have been posted only the description location and room may be modified or deleted The only operation that can be done on a posted line is to cancel it MU UG ee Select a valid date range Work on a policy of how Hp 16 am ad 0110 2 charging will be done For example 8 13 04 FY 03 DEMONSTRATION SCHOOL DISTRICT a Will you charge at the end of month Will you CANWHS Build A R Invoices from Perni n
19. sseceeseececessececeesaeeecsneeecssaeeecsaaaececaeeecsesaeeecsenaeescaesecseaaececseaseseseeecsesaeeseneeaeens 4 LOGATION ROOM OO IER LT 4 PERMIT MAINTENANCE AND REPORT ING 4 ecce eee eese enne seen ense etta tne e seen Pese seen sese soos seen see seen Pese eaae s eese aee esee eee 5 PERMIT MAINTENANCE MAT 004 nennen 5 PERMIT PRINTING NMIA E004 eno 7 PERMIT EQUIPMENT DELIVERY MAINTENANCE MAT 015 eee e eere ee eere eee ones eee seen aee etes eee en au 8 ROOM LOCATION CALENDAR SEARCH CAPABILITIES MATL 404 4 ceres ee ee eren eee enne eee en eee e etna ee eate sese en au 8 PERMIT CANCELLATIONS MAT 008 sscssccsscssscssssccsssccsscssasssasecvesessscessoseesessesessesssssessssosssoseessasescessseess E Ue ee Sea eH ioa e dena 10 BLOCK DATES MAT 006 OR MAT 906 eoo eoes netta onera be tara aa ae erar aab Ir aae a eS ena rea pao a In Penes ES a eU Pee eon ee ea ee esae beoe 10 SCHOOL PARTICIPATION IN PERMITS wisecscsssssvsssesssesesesseesssvcsecsesessovsesensessessscesshescsessasesseusecessessecssosonssosseasovsssensesescescessecoseesass 10 POSTING PERMIT LINES TO ACCOUNTS RECEIVABLE eere eese entes tn snnt
20. tter policy than D elete AutoFax cancel to customer amp Location Maintenance amp Reporting e Permit Printing MAT 508 by location activity e Customer Permit Inquiries o Damage Deposit Listing MAT 510 o Letters Labels Based on Permits MAT 580 o Permit Activity MAT 508 Link with Accounts Receivable e Optional Post to A R MAT 910 providing the permit has an account and amount s o Use MAT 910 first to report on expected postings Run again Report Only N to create invoices tems are marked as posted so it will never post again Note once the items have been posted the lines cannot be changed CIMS Permit Maintenance blackdell cims finance cimspermits doc How Permits Work with CIMS Finance The permit system based on general setup options may have relationships with the following other parts of CIMS Finance G L accounts for confirmation of valid account revenue Account restrictions for users Location restrictions for users for customer permit holders to post permit charges System Setup and Definitions e Permits are annual The yearend and yearstart processes happen automatically with A R In the following year all codes are brought forward and permits are blank Permit Carry forward from the Previous Year MAT 105 e It is our expectation that permits follow the school year ie a single permit will not span from June to November of the following year
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