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Occupational Licenses Manual

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1. Ekoa e ww On the General Tab the insertion point is positioned in the License Number field and the next available license number is displayed This number can be changed but if it is changed to a number which is already in use you will get a CREATES DUPLICATE ENTRY KEY error when you attempt to add the license 70 You may use alphabetic entries here also Licenses may be renumbered to any unused number If the multiple license option is installed all licenses for a business will be renumbered All receipts will also be renumbered so they will remain with the license Both the new master business file and the license file have a Status field It will hold 8 characters This is a user defined field which is not used by the system The Status field in the license file is the same size but has a different function It is one of the license key fields and is restricted to 5 predefined values New Renewed Transfer Inactive and Other Enter the information requested into each field For more information on what each field should contain consult the Glossary When you are finished with a screen click on the next tab e g Misc Owner or Fees to go to the following screen The default information for City State and Zip will fill in each field as you tab through the form These fields can be changed on the form by the user if they are different from the default When viewing a license with View Only access no changes are
2. NuMBER PA y e N A TEST Changing System Data Record Cancel Help User Field 1 Title Security Note After installation the program will grant complete access without asking for a user name or password until at least one user is added This should be done first thing You should disable access to the Security functions in File System Setup and 19 The cursor will be positioned in field 1 Enter a name for this field to a maximum of 10 characters Enter names for up to three more fields When done click OK Security Profiles Go to File System Setup and Utilities Security Security Profiles The Occupational Licenses Manager has features built in to provide security for your occupational license records This security is in the form of six levels of password protection All security profiles should be reviewed after each release is installed because of system setup changes This system features individual procedure level access for an unlimited number of users Each user may be assigned to any one of an unlimited number of security profiles Security on entire menus may be set as well Setting a menu automatically sets the access to all subordinate items and menus to the same access level You can also set items under a menu to a higher or lower access level than their parent menu The only exception is if you set access to a menu to No Access This disables all items on that menu that are
3. 112 amp Browse Label Formats x Label Type epee pe Page vate H onet Dete Close Help Highlight the mailing label format you wish to use and click on Select The labels will be sent to the printer To add a new mailing label format click on Insert For more information see Label Formats The NAIC Code List will print a list of all North American Industry Classification System codes and their descriptions Pull down the Print menu and select NAIC Code List Yov ll be asked if you want to preview this report If you d like to see the report on the screen click OK If you chose Yes the Print Preview screen will appear See the Print Preview topic for information on this screen If you chose No the report will be sent to the printer See the full view of the NAIC Code List Print Preview 113 The Occupational Licenses Manager has a feature which allows you to see your reports on the screen before they print This is useful when you only want to see the information on the screen but it also gives you the opportunity to fine tune the appearance of reports you will be sending to the printer While the report shown on this screen will obviously change from use to use the print preview screen shows the buttons with a report See each of the Print Preview Buttons individually in the Glossary to explain how they ll affect your report Computing License Fees 114 Getting Ready Computin
4. During the year businesses which are new to the area will apply for and be issued occupational licenses The license data will need to be entered into the license file Go to File Business You may locate a license by changing the display order of the Browse the License File screen T Browse the Master File License Business Name Business Address Owner Name Business Address 100 Fancy FireAnt Removal Fred Fireant H License to Fin M C Insert San Delete G Fees G Payments Qk Close Help To add new licenses click on Insert To edit existing licenses press the Delete or Edit Button The Adding a License Record screen appears 9 Changing a License Record General License License Num EA Status ja Owner Name Bob Hotwater Bus Name Hotvile Water Purification Stest dd 12345MainSt is Street Address 12345 Manst O S City State Zip fHotvile FL 33333 200s City State Zip fHotvile FL 33333 Owner Phone No Mail Street fi2345MainSt s S Social Security 99911 2222 Mail City Hotvile FL 33333 060 tstst lt s sCS Driver License FL3276542 State FL Comment need to send renewal licenses 2mos adv Applicant Bob Hotwater ts Phone Bus 407 111 2222 Emerg same FederalID 82 12345676 Employees 27 Date Opened 6 05 95 Date Closed Inactive E License Printed I amp Print Notes vw Spell
5. Issued 1 18 04 Descrip VEHICLE PARKING LOTS GARAGES Applicant VINCENT SHOCKING Fees 6 00 Opened OCCUPATIONAL LICENSE Inventory 0 00 Term 12 Mo Paid Closed fi TEST Date Paid License 428 Business ALLWrongs HOME INSPECTIONS Owner Tammy Dorong CITYICNTY Code CONT 1410 ISLAND DRIVE NUMBER Phone 000 000 0000 Hotville FL 33333 Emerg 0009000 0000 Mailing 1410 ISLAND DRIVE Phone 00039000 0000 S 000 00 0000 Employees 0 Fed ID Address Hotville FL 33333 Drv Lic State Status A Issued 5 18 04 Descrip HOME INSPECTIONS Applicant Tammy DoWWrong Fees 25 00 Opened OCCUPATIONAL LICENSE Inventory 0 00 Term 12 Mo Paid 25 00 Closed TEST Date Paid License 429 Business Dingdong REALTY John Doe Dwner Dingdong REALTY CITYICNTY Code REAL 2525 Warm AVE S SUITE L NUMBER Phone 00000 0000 Hotville FL 33333 Emerg 00000 0000 Mailing 2525 Warm AWE S SUITE L Phone 0003000 0000 5 5 000 00 0000 Employees 0 Fed ID Address Hotville FL 33333 Drv Lic State Status A Issued 1 02 04 Descrip OCCUPATIONAL LICENSE Applicant John Doe Fees 25 00 Opened REAL ESTATE AGENT Inventory 0 00 Term 12 Mo Paid 25 00 Closed TEST Date Paid 1 02 01 Business Code List 123 Run 8 01 01 City of Hotville 4 40PM Business Code List Page 1 Code Description Units Base Fee Minimum Fee Maximum Fee Licenses ABST ABSTRACTS OF TITLE U EMPLOYE
6. O11 Berry crops 124 Receipts Report City of Hotville Printed 6 02 01 2 07PM Page 1 Occupational Licenses Receipts Report Receipt Date Range 8 02 99 Thru 8 02 01 License Number Range 426 Thru 5760 Date License Business Name Amount 6 27 01 426 Diddlydata com Inc 0 00 LICENSE PENALTY TRANSFER BASE 0 00 0 00 0 00 0 00 1 19 01 426 28 00 LICENSE PENALTY TRANSFER BASE 23 00 0 00 0 00 0 00 1 18 01 427 6 00 LICENSE PENALTY TRANSFER BASE 6 00 0 00 0 00 0 00 1 16 01 426 ALBRIGHT S HOME INSPECTIONS 25 00 LICENSE PENALTY TRANSFER BASE 25 00 0 00 0 00 0 00 1 02 01 429 DOPHIN REALTY STEVE D HUME 25 00 LICENSE PENALTY TRANSFER BASE 25 00 0 00 0 00 0 00 12 26 00 430 GEORGE ELLINGHAM 25 00 LICENSE PENALTY TRANSFER BASE 25 00 0 00 0 00 0 00 12 26 00 431 LAUDERDALE YACHTING INC 25 00 LICENSE PENALTY TRANSFER BASE Default Values File Name Horizontal Vertical Width Height Logos logo bmp 3 000 0 500 2 198 2 198 Years year bmp 5 740 0 500 1 800 1 800 Signatures sign bmp 5 583 2 323 2 400 0 600 Amount Exempt Applicant Apply Date Base Fee Base Penalty Bus Name Business Address Business Code 125 Glossary This field in the penalty schedule 1s the dollar amount portion of the amount owed which will be exempt from penalty calculation The name of the person applying for the occupational license to a maximum of 30 characters The purpose of this field is to allow payments for license renewals in the o
7. The date applied for payments made using File Business Edit Button is written to the cash receipts file Receipts reports may be printed based on either date received or date applied if this is enabled A default date may now be set for the apply date for payments When configured for apply date Setup System Date will also allow setting the apply date When payments are entered the date will be filled in automatically from the default Deny Receipts Deletions When checked this prevents cash receipts records from being deleted or changed Receipts can then only be deleted or changed by a reversing receipt adding another receipt for the same amount but negative Alternate Data Entry Form When checked this form appears with the entry fields on one screen rather than tabbed through several screens see Adding new licenses to see the differences between the two screens Hide Disabled Menu Items When checked the items you have selected to be disabled will not be visible on the forms and will also not be available to the users with menu items of No Access since they were disabled Create PDF Report Files and Disable Hard Copy Reports If the PDF module is installed two new checkboxes will appear This option will create PDF files from reports This option is available only if the PDF module is installed See PDF Reports for more information on this topic Fee Types The first fee type must always be license if you are us
8. available for form letters Use the hot key F3 or right click to select the value to be printed When this version is installed all existing label formats will be initialized to print the default values of previous versions License number Business name Business address Business city but may be changed to whatever desired 64 Adding a Labels Record FMI ES Business Name Business Street kd 65 Day to Day Use The Business File 65 Penalty Charges 87 Printing Delinquent Notices 88 Receipts 90 System Date 95 Editing NAIC Codes 96 Printing the Business List 97 Printing Business Details 99 Printing the Business Code List 100 Utilities 100 PDF Reports 103 Custom Reports 107 Printing Form Letters amp Labels 108 Printing the NAIC Code List 112 Print Preview 113 The Business 1 make the best use of browsing the business file i you need to be able to see all of the browse data and File to view it in an order that is meaningful to your particular task For each license the Browse Master File display shows the license number business code business name number and street name suite number owner name and NAIC code Because of the amount of information being displayed you can t see everything at once Each line in the display represents a business which may have anywhere from one to 100 licenses If a business has more than a single license it will be displayed in red When 66 adding a business to the master
9. Close P Help Custom report files appear as TXR in your Occupational Licenses Manager Directory Printing Letters amp Labels 108 If the Clarion Report Writer has been purchased it can be invoked from within Occupational Licenses Manager to create a new report or modify an existing report However it is not necessary for running custom reports created elsewhere This topic discusses how to print the reports once created The Browse the Reports File screen will appear Highlight the report you wish to print The reports file can be displayed in any of these orders Report Name By Name Report Description By Description Report File Name By Report Each of these orders is displayed as a tab above the reports file column headings These tabs function almost like file folders When you click on one it brings the list in that order to the front You can then search that section for a specific report The box in the lower left hand corner of the screen when checked will send a copy of the report as it will appear on your printer to the screen For more information on this see Print preview When you have chosen a report and indicated whether you want it first sent to the screen click on Print Report Form Letters Pull down the Print menu and select Form Letters Choose which method you prefer A box will appear and ask if you wish to preview the report Select Yes then check the boxes you prefer include acti
10. Delete Fees Payments Close R Help Qes Q Payments Bk Cove 2 Hee When you first see this screen the cursor is flashing in the License to Find field That means that if you press a letter or number on your keyboard it will appear in this field However if you click within the license information portion of the screen the control moves there 11 Then when you press a letter the program takes you to the first occurrence of that letter in the list To move to a screen tab simply click on it That screen will be brought to the front Mouse vs Keyboard Throughout the manual the mouse commands are given for procedures e g Click on OK If you prefer to use keyboard commands you ll want to pay attention to the underlined letters in options throughout the program For example to pull down the File menu you may click on File or you may press Alt F Then when the menu is pulled down you may click on your choice or press the letter that is underlined in your choice Any time there is some information that could be looked up on a calendar or in the business codes for example you ll click on your right Mouse Button to see it But you can also press F3 Using the scroll bars Scroll bars are found at the right edge and bottom edge of the screen when the information for the screen won t all fit on at once You may click on the up and down arrow keys to move incrementally through the display or drag
11. If a business has 15 units the fee would be 25 x 10 20 x 5 350 This means the fee charged per unit changes at each break point but only for those units within that rate level amp Adding a new Business Code Poe 2500 Dc oo p To set up such a rate enter the same values in the table with the exception of the flat amount for the second level The flat fee amount for the second table level 11 to 99 999 999 999 units should be equal to the difference in unit cost between it and the prior level times the number of units at the break point In this example that would be 25 20 x 10 50 The table would look like this A Adding a new Business Code _ of wf sof so nif sssaasegssa 50 00 20 00 44 Now let s calculate the fee for 15 units The fee would be 50 20 x 15 350 This technique can be applied at each level of the table Advancing Rate Table If the fee per unit increases at a break point and you want to charge the fee per unit at each level of the table the second of the two methods discussed above the same method works The only difference is that the flat fee amount at the second table level will be negative Using our original example let s reverse the rates The fee is 20 per unit for the first 10 units and 25 per unit above 10 For a business with 15 units that makes the fee 20 x 10 25 x 5 325 Using the same formula as above the flat fee amount will
12. License Number Sequence fT Cancel Help Go to Print Reports PDF Reports The option to create PDF files of reports was added This option is available only if the PDF module is installed To set it up go to Setup Configuration Options See the location for PDF information If the PDF module is installed two new checkboxes Create PDF Report Files and Disable Hard Copy Reports will appear They work in conjunction with the Disable Print Preview checkbox 104 Each of the three controls functions individually Any combination of the three is allowable except the one that disables all print output Disable print Preview checked Create PDF Report Files unchecked and Disable Hard Copy Reports checked You can for example set the system up to create PDF files for all reports without showing a preview or printing a hard copy If print preview is enabled hard copy must also be enabled if you want the option to print or not print hard copy after viewing the preview The printer button will still appear in the preview header but pressing it will not print a hard copy if it has been disabled in Configuration Options These options affect all built in reports but do not affect forms such as purchase orders and checks A separate PDF purchase order option is described above All PDF report files will saved in the document path and named in the format XXXXXYYMMDDHHMMUUUUU PDF where XXXXX is the title of the report may be u
13. Mail Street Maximum Fee Maximum Penalty Fee 132 This field on the Label Formats screen is the horizontal margin from the left side of the page in inches This is a collection of all the license information about all the individual businesses This is the unique number that identifies a licensed business It is automatically assigned when a license is entered but may be changed The valid number range is 1 to 9999999 A license may be located by its license number This is the number of months for which a license is valid and is usually 12 months If fees are calculated by business code and prorating is enabled entering a value other than 12 in this field will cause the license fee to be automatically prorated This field within the business code based on inventory fee table if selected means that inventory value will be rounded down to the next level The second line of the mailing address of the business It should contain the city state and zip code to which correspondence for the business should be sent and may contain up to 40 characters The first line of the mailing address for the business It will usually contain a street address or post office box number and may be up to 40 characters long This field within the Business Code data is the maximum fee amount charged regardless of what is determined by the base fee and fee table This field within the Penalty Schedule shows the not to exceed amount reg
14. Record Of x m H Am Eeen Give this label format a name up to 15 characters and put it in the Label Type field Example 3 across laser 63 Measure the width and height of your page of labels and enter these measurements in inches in the Page Width and Page Height fields respectively These measurements are also available on most laser label packages with the standard width being 8 5 and the standard height as 11 Measure the width and height of an individual label on the page Enter these measurements into the Label Width and Label Height fields Example Label Width is 2 72 and Label Height is for one inch Measure how far from the top margin of the page your first label is Enter that into the Top Margin field We recommend starting with 50 and adjusting up or down as you need Measure how far from the left margin of the page your labels are Enter that into the Left Margin field Finally choose the Font Size in points you want your labels printed in Make sure you choose one that your printer can produce and also one that isn t so big you can t fit what you want to print on one line Usually a font size of 10 or 12 will be adequate for most labels When you re done click OK To enter more label formats click on Insert and repeat this process When you ve entered all you want to click on Close On the What to Print Tab what prints in each of the four label lines may be selected from the 29 variables
15. Units Upper User Defined Fields 135 The Street Address field is also found in the owner information portion of the license record In that use it is a single 30 character field and is not divided into components A license may be located by its business street address This field on the Inventory Fee Table is the cutoff value for the current level of the table At the highest level of the table pressing the End Key will set the value to 99 999 999 999 and erase all subsequent levels This field on the Label Formats screen is the vertical margin from the top of the page in inches This file contains one or more custom reports All are shown in Print Custom Reports Run Report See Fee Type For those business code fee schedules based on units this field in the license record should contain the number of units In a report this heading shows the type of unit chairs rooms etc This field within the business code based on inventory fee table if selected means that inventory value will be rounded up to the next level This is a set of up to 4 fields which are defined through File System Setup and Utilities Titles The first three fields may be either alphanumeric fields up to 8 characters or date fields The fourth field is an alphanumeric field of up to 30 characters 136 When you are viewing this document in n CX Word the Index is hyperlinked Adding New Licenses to the items listed Adjust Partia
16. any time by selecting the appropriate item from the Print menu 16 Getting Organized Titles Security PDF Setup Configuration Options Fee Types Penalty Schedule Business Codes Flat Fee example Unit based Example 1 2 3 Inventory based example Rounding Fee Table Hints Printing Options Form Titles Letters amp Labels Nn ni A B B B Go JL NO ININ BOIS IGISIE IS IRIS Fle N18 8 Ke le In order to make the Occupational Licenses Manager do all it can do you first have to tell it how things work in your city To do this you ll need copies of your city s business ordinance and business codes You ll also need the current licenses so you can properly set your printing options and of course so you can enter the data from each license Titles ftes Go to Setup Titles To have your city name print at the top of reports and to have it appear as the default in address fields you need to enter it as part of your setup 17 On the General Titles Tab fill out the City Name and the Default City amp System Data Record E General Titles User Field Titles City Name city OF NEWBERG Default City NEWBERG xY 32123 Changing System Data Record OK Cancel Help Cancel Help _ The Default City State and ip Used if None Entered Enter your city name exactly as you want it to appear on reports to a maximum of 40 characters Enter means type in the requeste
17. be designated as a Primary business activity for the business In version 4 400 all licenses will be flagged as primary upon installation When either of the merge utilities are used all merged licenses will have the primary flag cleared The purpose of this added field is to support giving discounts to licenses other than the primary one If a business has multiple licenses a separate comment is available for each license as well as for the business The business comment is displayed in File Business Edit Button General Tab and the license comment is displayed on the License Tab When data is converted from version 4 3x the comment from the old master record is copied into the license record When a license is added to a business the comment on the General Tab will be copied into the comment field of the new license but may be changed as desired The form printing option in Setup Printing Options Field Options Comment Above Address refers to the license comment not the comment on the General Tab of File Business Edit A system field Setup Fee Types Discount for Secondary Licenses allows specifying the percent discount to apply when computing the license fee for licenses other than the primary one Note that the discount applies only to the first fee category usually the license fee If the discount field is left at zero the Primary flag will have no effect on fees There is no limit on how many licenses for a business may
18. be the difference between the unit fee at the two levels times the number of units at the break point This works out to be 20 25 x 10 50 Using the table set up this way results in a fee for a business with 15 units to be 25 x 15 50 325 This is how the table would appear amp Adding a new Business Code General Fee Table Proration Number of ae Fee Amount From Flat Amount Plus Per Unit 0 0 00 20 000 11 93 995 995 359 4 50 00 425 000 Cancel Help 45 Printing The Occupational Licenses Manager contains several variations of each form and report This Options discussion and the two following will focus on the printing options contained in the Setup After you add new licenses you will have a better idea how you d like your license forms renewal notices and delinquent notices to look A definition of each field The printing options item has tabs for four screens es as canbe Form Options Field Options Form Titles and SESA Penalties when the enable Penalty Calculation box is checked in Configuration Options The Form Options screen addresses the format of licenses renewal notices delinquent notices and reports Go to Setup Printing Options Form Options Form Options Formats There are several form layouts each for licenses renewal notices and delinquent notices Previously the format number selected here was the number of the form layout Beginning with version 4 35
19. charging this month on delinquent licenses It should be entered as 10 000 or 25 000 etc Any fee type that has been marked Exempt or an amount in the Amount Exempt box will not be figured into the penalty percentage calculation For example if the amount owed is 65 00 and the amount exempt from penalty was 5 00 then the qualifying amount would be 60 00 If the percent scheduled is 10 then the penalty calculated would be 6 00 When done click OK Business Codes Some users choose business codes to correspond with the business ordinances others find it easier for clerks entering licenses to use easier to remember letters like REST for restaurant or WAREHS for warehouse Note To change an existing business code to a new one you would need to insert the new business code first then select Change Business Code instead of Insert Type in old business code and then new code that replaces it 31 Business codes are used to identify a specific type of business and its corresponding fee structure These are derived from the ordinances as specified within each city Business codes are made up of up to eight characters either letters numbers or a combination of both Within the business code there is one of two fee types a fee type is the same thing as a fee structure flat and table based A flat fee means that all businesses with that code will be charged the same license fee A table based fe
20. code for the new license is selected You can also delete any one of the licenses from this window by first selecting the tab of the license to be deleted then right clicking on the tab and selecting Delete When a license is deleted you have the option of retaining the receipts history or deleting it provided the option Deny Receipts Deletions is not set Setup Configuration Options The license is not actually deleted at that time The text on the tab of the license to be deleted will change to red indicating it will be deleted The actual deletion takes place when the OK button is pressed All changes to a business made using File Business Edit Button are temporary until the OK Button is pressed Ha aa a gt e al w Spell 72 All changes including adding or deleting licenses or receipts may be rescinded by pressing the Quit Button or the Escape Key The exception to this rule is if the VCR buttons at the bottom of the window are used Changes made to the current business and its licenses will be saved before moving to the next business Think of the VCR buttons as performing the same actions as pressing the OK Button selecting another license and pressing the Edit Button VCR Buttons First Record through Last Record 4 other buttons available also Each has a definition that drops down if you place your cursor on it With these buttons you may step through the file in the selected key order You may also go f
21. file Go to File Receipts The Browse the Cash File screen is displayed with the Today Tab on top Browse Receipts Diddldata com Inc Bier 0 00 0 00 ALL Wroangs HOME INSPECTIONS Dingdong REALTY John Doe GEORGIE Porgies Last Chance YACHTING INC Dr Doom MD PA Law OFFICE OF John Doe John Doe MD FA Overboard CRUISES amp TOURS INK I5 US LAMW M Law ENTERPRISES Click on Insert to add information The View Button allows you viewing of the information only The Adding a Receipt Record screen will appear Adding a Receipt Record Press F3 to display a calendar for the current month Double click on the desired date 94 Enter the license number of the desired business and press Tab The business name will be displayed as well as Payment Type When the information is correct click OK If Deny Receipts Deletion is checked in Configuration Options you cannot delete a receipt record by pressing the Delete Button You must use a reversing receipt Printing a receipts report Receipts reports are used by accounting departments to reconcile licenses paid with money received Go to Print Receipts Report The Set Range of Dates screen appears The business codes will print to aid in identifying payments by businesses with multiple licenses Set Range of Dates Beginning Date to Include 7 00 Ending Date to Include a YOO Cancel Enter the start and end dates for this report Click OK The Report Printi
22. file the license file will be updated if the license number is changed from the system generated value The two following topics will show you how to change the size of a field display and how to sort the license file in different orders The applicant owner name and address fields hold up to 40 characters If you want to view the individual licenses in a lineup use File License The License item browses the license file rather than the master business file Thus if a business has more than one license it will appear once for each license The license file is indexed by and thus may be located by license number business code NAIC code and license status Note that this is license status not business status The NAIC location option is not shown if there are no NAIC codes in the system In general you can perform the same functions from either browse so the choice of which to use should be governed by how you intend to locate the record However there is a subtle difference between the two procedures when a business has multiple licenses If using File Business the Payments Button will show payments for all licenses issued to the business If using File License the Payments Button will show only payments for the selected license Seeing an entire field The Occupational Licenses Manager uses standard Windows conventions for changing the size of a field When you bring up the Browse Master File using File Business you initiall
23. multiple licenses a Show All checkbox will be available When this box is checked the amount of fees and payments shown will be the sum of all licenses for the business On the License Tab fill in the Business Code the Units and the different Fee and Paid amounts for the different fields When the business code of a license is changed all receipts for the license will be updated accordingly Any receipts listed in Payment History for the license being viewed will disappear as soon as the business code is changed but will be updated when the OK Button is pressed and reappear the next time the license is viewed Enter the BASE fee amount and the Total Amount will be figured automatically Type in the Date Paid the Receipt number and check the Payment Type Any license may be flagged individually as Exempt from any fee type Select one of the following from the Status field The Status field in the license file 1s the same size but has a different function than the status field on the General Tab business information It is one of the license key fields and is restricted to 5 predefined values New Renewed Transfer Inactive and Other 14 When viewing a license using File Business Edit Button License Tab the Units field and prompt are hidden or revealed depending on whether or not there is a value in the Units field of the business code EE Renewed Transter Inactive Other When editing a license record you will be
24. sensitive including any sub menus if any regardless of their individual access levels If you do not set up your security profiles it will default to No Access The No Access allows no access at all to the user The View Only level allows persons access to license information but does not allow it to be changed It also prevents confidential information from being viewed by the user when Data Entry permits access to data only The Update level allows users to change individual licenses but does not allow changes to be made affecting many licenses for Utilities Security Security Profiles and Users for all security profiles but one which should be set to the highest level Supervisor It s a good idea to make sure at least the person responsible for occupational licenses and the department manager know the Supervisor password in case someone is out of the office 20 example computing fees or penalties The System Update level permits access to all functions except security The Supervisor level password is the highest security level permitting access to everything A security profile of Supervisor must be set up first then you may add additional profiles with different access levels Once you have set up your security profile you can begin adding users for the program To enter new information press the Insert Button amp Browse the Security File Ei Security Profile Hame Insert Dele
25. show in a standard window envelope Form option 5 and up are for custom forms designed by the individual users Custom forms for individual users can be obtained from IMS at their regular programming charge and incorporated into the program The Report Format field selects the format for reports not licenses Option 1 is the standard report format which prints in landscape mode on 8 4 x 11 paper Option 2 prints reports on 8 1 2 x 11 paper in portrait mode Option 3 prints reports on 8 1 2 x 14 paper the old standard green bar paper on a dot matrix printer Click on the Field Options Tab The Field Options screen allows you to choose which of 12 specific fields and optionally 13 will be printed on the licenses u Form Printing Options Form Options Field Options For Titles Penalties Hide Inventory Fees M Description Line 1 Owner Name and Phone Number i Description Line 2 First and Last lesue Date W Expires This ear Date License Printed Owner Name Below Business Total Fees Late Amounts Business City Fee Names adda 4 41 4 4 4 Comment Above Address Record will be Changed Cancel Help License Form Printing Options For each of the fields shown on the screen add a check to the box to print the field on the license form When you are done click OK Most of the field options are self explanatory If the Hide Inventory Fees field is checked the fee amounts will not be printe
26. tab on the screen Click on Insert The Adding a New Business Code screen will appear Type the name of the first business code to add to a maximum of six characters Type a description of the type of business to a maximum of 30 characters Check the space next to Units Then click on the Units field Enter the name of the unit e g rooms chairs employees seats When you move to the next field the Fee Table Tab will appear Enter the information requested into each field For more information on what each field should contain consult the Glossary When you are finished with the General screen click on the Fee Table Tab to go to the next screen When entering numbers into the fee table please note that the number 0 is currently counted as one whole number So in using the range 0 10 you are actually counting 11 of the title of the units This will show up when you calculate fees later If you prefer you may enter 0 11 to ensure that your range is really 0 10 for fee calculation purpose 34 Click or tab to the Minimum Fee field this is where a minimum fee amount would be entered For example if a fee is based on Units of Chairs at a 5 00 per chair charge with a minimum fee of 20 00 you would enter 20 00 into the Minimum field and set your table up to reflect the 5 00 per chair charge Click or tab to the Maximum Fee field Enter the maximum amount you can charge for that particular business cod
27. 0 00 0 00 0 00 ACUP ACUPUNCTURE U EMPLOYE 0 00 0 00 0 00 0 ADMN ADMINISTRATIVE OFFICE U EMPLOYE 0 00 0 00 0 00 53 ADYE ADVERTISING U EMPLOYE 0 00 0 00 0 00 2 ALAR ALARM SYSTEM U EMPLOYE 0 00 0 00 0 00 0 AMBU AMBULANCE SERVICE U EMPLOYE 0 00 0 00 0 00 0 AMUP AMUSEMENT PARKS U EMPLOYE 0 00 0 00 0 00 0 AMUS AMUSEMENT PARLORS U EMPLOYE 0 00 0 00 0 00 1 ANIG ANIMAL GROOMING U EMPLOYE 0 00 0 00 0 00 2 ANTI ANTIQUES DEALERS IN U EMPLOYE 0 00 0 00 0 00 0 APPR APPRAISERS U EMPLOYE 0 00 0 00 0 00 0 ARCH ARCHITECTIOFFICE U EMPLOYE 0 00 0 00 0 00 0 ARCH2 ARCHITECT EAADD L U 100 00 0 00 0 00 0 ARMC ARMORED CAR SERVICE U EMPLOYE 0 00 0 00 0 00 0 ARTI ARTISTS U EMPLOYE 0 00 0 00 0 00 1 ATTY ATTORNEYOFFICE U EMPLOYE 0 00 0 00 0 00 5 ATTY2 ATTORNEY EA ADD L PROF U 100 00 0 00 0 00 7 AUCT AUCTIONING U EMPLOYE 0 00 0 00 0 00 0 AUDI AUDIO VISUAL U EMPLOYE 0 00 0 00 0 00 0 AUDL AUDIOLOGY U EMPLOYE 0 00 0 00 0 00 0 AVIA AVIATION U EMPLOYE 0 00 0 00 0 00 0 BAND BANDS ORCHESTRAS U EMPLOYE 0 00 0 00 0 00 1 mapa AApaRePpcuNnpa li CMDI Ave nnn n nn nnn A NAIC Code List MAIC Code Description 1 Agneutural Production Lrope sss O11 Cash Grains 0111 Wheat o112 Rice 0115 Corr 0116 Soybeans 0119 Cash grains nec O13 Field Crops escept Cash Grains 0131 Cotton 0132 Tobacco HEE Sugarcane and sugar beets 0134 Irish potatoes 0139 Field crops escept cash grains nec O16 Vegetables and Melons 016 Vegetables and melons Ol Fruits and Tree Nuts
28. 2 it is the ID number of the form as set up in Setup Form Titles a Form Printing Options Form Options Field Options Form Titles Penalties License Format ES Renewal Notice Format r Delinquent Notice Format r Report Format o2 Record will be Changed Cancel Help License Format If the form number is set to an invalid number form number 1 will be printed 46 Form option 1 is the standard form for impact printers This is for DOS users of this program This form requires a pre printed form containing the field titles city name and other text It may also be a multi part form Renewal notices and delinquent forms are part of the DOS multi part form and those options are not used in the printing process as the forms print when licenses are printed Form option 2 is the standard laser inkjet form It is intended for printing on blank paper using a laser or inkjet printer All field titles city name etc are printed The only requirement for the paper is that it be 8 4x 11 with perforations at 1 3 intervals 3 5 inches The optional fields that print above the business mailing address on the license form will not show in a standard window envelope It prints 3 copies of each license on each page These copies can then be distributed to the customer and one for your files The bottom 1 3 of the page is left blank The total fee amount on license form 2 will print in bold on all forms of the pa
29. Cancel Help Type the name of the first business code to add to a maximum of six characters Type a description of the type of business to a maximum of 30 characters Click on the button next to Units or use the Tab Key to enter through the fields For flat fees the Units field should be empty Click on the Base Fee field Enter the amount of the fee Click OK when yov re done and the business code will be added Flat Fee example The business ordinance reads as follows ADVERTISING AGENTS OR AGENCY a Persons firms or C rporations This means that all advertising persons or agencies with this business code will pay a flat 30 00 for their occupational licenses The code would be set up as follows The Fee Table and Proration folders only appear once you have entered information in the Units field Business codes always enter and appear in uppercase letters The description entered here will also be used as the default Description I when adding a license 33 Adding a new Business Code General Proration Business Code ADVT A Descriptior Advertising person tirm corp Fee Type Inventory i Units Units ooo Ease Fee 30 00 Mininiun Fee WW blasimum Fee u0 Entering Business Codes Based on Units Go to Setup Business Codes There are two pages of information to be entered for each business code based on units General and Fee Table Each of these appears as a separate
30. DF view and Print procedure in that only the documents created by the logged in user will be shown unless the user has Supervisor access in which case all documents are shown You may also delete or view these pdf reports under Print PDF Reports PDF Documents Hame Date Creator TO2402 4 57PM OLMANUAL SecurityProtielist0at 21 911 2f ime pdt 124 9802 17 27 4M Jims view Delete Br oK 102 Restore Transferred Receipts Go to Utility Restore Transferred Receipts A utility program that restores receipts that were previously transferred within a specified date range so they may be transferred again This utility is limited to users with system update access or higher It should be used only in extraordinary circumstances All General Ledger transaction batches from Occupational Licenses during the specified time period must be killed to prevent double posting of receipts There is an important distinction between this utility and similar ones in Accounts Payable and Building Permits This utility uses the date the receipts were transferred not the date they were received Confirm Request Ea This process will restore all receipts transtered during the E specited date range so they will again transfer to General Q Ledger The General Ledger batches into which they were Initially transfered should be deleted before transfering again Are WOU gure You want to continue es Renumber Licenses G
31. E 236 ADMN 000 000 0000 25 00 437 LAW by LAW ENTERPRISES 3517 8TH AVENUE NORTH ADMN 000 000 0000 25 00 438 KEN Doe 1375 Warm AVENUE 304 ADMN 000 000 0000 25 00 439 Harleydavids and Assoc 4970 98TH WAY NORTH ADMN 727 392 1912 25 00 440 CARLOANS 1150 RUE DES REINES 14 ADMN 000 000 0000 25 00 441 JACK MACK 7932 SAILBOAT KEY BLYD 8 70 ADMN 000 000 0000 25 00 Total for all listed 15 Licenses 787 00 Business Details f City of Hotville Printed 8 01 01 4 37PM Paid License Detail by License Number Page 1 Included in This Repol 426 Thru 429 License 426 Business Diddlydata com Inc Owner DAVID Diddly CITYICNTY Code ADMN 5555 Warm AVENUE SO H I 5555 PASS A GRILLE WAY NUMBER Phone 1233655 5555 SOUTH Warm FL 33333 Hotville FL 33333 Emerg 1233655 5555 Mailing Phone 1233555 5555 5 5 555 565 5555 Employees Fa Fed ID 55 5555555 Address Drv Lic State Status A Issued 1 49 04 Descrip ADMINISTRATIVE OFFICE Applicant DAVID Diddly Fees 28 00 Opened 1 19 04 OCCUPATIONAL LICENSE Inventory 0 00 Term 12 Mo Paid 28 00 Closed i TEST Date Paid 1 19 01 License 427 Business Minnesota ORANGE GROVES INC Owner VINCENT SHOCKING CITYICNTY Code VEHP 1500 Warm AV SO NUMBER Phone 0003000 0000 Hotville FL 33333 Emerg 0009000 0000 Mailing 505 17TH AV N E Phone 00039000 0000 S 000 000 0000 Employees 0 Fed ID Address Mainville MMN 11111 Drv Lic State Status A
32. File License Payments Button Insert Button or File Receipts Insert Button The difference between these two methods is that in the former the license number will be filled in and in the latter you must enter the license number or use a hot key to browse and select the license 82 If the business you selected has a single license the business code will be displayed and the amount owed will be filled in If the business has multiple licenses the business code field will be blank and the amounts filled in for the payment will be the total of all licenses for this business If you accept this payment amount by pressing the OK button you may make all payments in a single operation A separate payment will be added for each license belonging to this business each marked with the business code of the license If you want to enter a payment for only one of the licenses of this business you may enter the business code or use a hot key to get a drop list of the licenses for this business Once you select the business code the payment amounts will be updated to that owed for the selected license only Browse the License File PE x R License Busines Code Business Name Business Address o Owner Name N NAIC Code Business Address mme ADMN Diddlydata com Inc RRRS Warm AVENUE SO H DAVY VEHP Minnesota ORANGE GROVES INC 1500 ae AY SO INC CONT ALL Wrongs HOME INSPECTIONS 1410 ISLAND DRIVE Tamr
33. IMS INFORMATION MANAGEMENT SERVICES INC Occupational Licenses Manager User s Manual 2001 Information Management Services Inc All rights reserved Reproduction adaptation or translation without prior written permission is prohibited except as allowed under the copyright laws Second Edition June 2001 Version 4 412 Warranty The information contained in this document is subject to change without notice Information Management Services makes no warranty of any kind with regard to this material including but not limited to the implied warranties of merchantability and fitness for a particular purpose Information Management Services shall not be liable for errors contained herein or for incidental or consequential damages in connection with the furnishing performance or use of this material Information Management Services Inc P O Box 3720 Ormond Beach FL 32175 386 677 5073 Getting Started Welcome System Requirements Installation of Updates Windows Basics for 95 98 NT Users Windows 95 98 NT Internet Users Windows Skills You ll Need Getting Organized Titles Security PDF Setup Configuration Options Fee Types Penalty Schedule Business Codes Flat Fee example Unit based examples 1 2 3 Inventory based example Rounding Fee Table Hints Printing Options Form Titles Letters amp Labels Day to Day Use The Business File Penalty Charges Printing Delinquent Notices Rece
34. REAL Dingdong REALTY John Doe 2525 Warm AVE S SUITE Ding VEHH GEORGIE Porgies 5746 109TH AVENUE N GEO ADMN Last Chance YACHTING INC 1609 Warm AVENUE SOUTSUITESDOn PHYS Dr Doom MD PA 1609 Warm AVENUE SOUTSUITEZJANE ATTY LAW OFFICE OF John Doe 1135 Warm AVENUE SOUTH 26 KEYI PHYS John Doe MD PA 1609 Warm AVENUE SUITE Dr D ADMN Overboard CRUISES amp TOURS 1135 Warm AVENUE 230Sant ADMNINK Be US 1135 Warm AVENUE 236 Jane ADMN LAW by L4W ENTERPRISES 3517 8TH AVENUE NORTH LAW ADMN KEN Doe 1375 Warm AVENUE 304Doe i License to Find h Insert Saa tf Delete Q Fees Q Payments Qk Close Help Cash Receipts for Selected License af6O FCS INC Highlight the license for which you want to enter a J payment Click on the Payments Button The Cash Receipts for Selected License screen will appear Click on Insert to add information The View Button just lets you view it The Adding a Receipt Record screen will appear amp Changing a Receipt Record _ 426 1790 You may locate a license by changing the display order of the Browse the Cash File screen See Changing the Display Order 84 The selected license number and business name will be displayed as well as Payment Type When the Enable Apply Date box is checked in Configuration Options the Date Applied field will be displayed This date field when filled in allows tracking payments for license renewals paid in
35. Remember the penalty amounts printed on forms are for information only The actual penalties computed are based entirely on what is in the penalty schedule at the time it is computed The user is responsible for setting the penalty schedule to match the penalties shown on the license forms 28 If this amount is to be exempt from a penalty calculation click in the Exempt box The General Ledger account number belongs in the Account box Enter the names for up to four more fee types the first of these must be Penalty if you compute penalties on overdue licenses When done click OK When a name is assigned to a fee type that was previously unused blank the penalty exempt field is immediately active Go to Setup Penalty Schedule If you assess penalties for licenses not paid by the date due you need to set up a penalty schedule to tell the program how you want penalties calculated In order for penalties to be calculated the Enable Penalty Calculation option in Setup Configuration Options must be set to Y Penalty Schedule Will Be Updated Xx Minimum Amount Owed Wm Amount Exempt O DOD Minimum Penalty Fee 0 00 Maximum Penalty Fee O DoD Flat Penalty Fee 0 00 Plus Penalty Percent 0 000000 coner Hen Ifa four step penalty system is used the penalty schedule must be set each time If the license form you are using does not print the late payment amounts then you need not be concerned with t
36. This procedure allows the creation of the text printed in the titles of licenses renewal notices and delinquent notices This option is available only on certain laser forms Excluded are impact forms and private custom forms When creating a form type the default text is as displayed Setup Printing Options Form Titles Tab See Form Options 53 This system is optional After version 4 352 is installed all forms will print as before if no forms are created If you do not create any forms it will continue to function as before Once a form is created you must set the form numbers in Setup Printing Options to indicate the form desired If you specify a form number that does not exist the titles on the form will default to those in Printing Options Form Titles The same is true for images If you do not create a form the images will print as before Ifa valid form is specified the information in the form will be used instead of the defaults If the image file name is left blank no image will print In the form titles window is a field labeled Form Option which specifies which of the form layouts are used by the form type When forms are printed the settings in Setup Printing Options Form Options will determine which form type is used and the form type will in turn specify the form layout If the number selected is a valid form type its name will appear to the right of the spin box When editing a form type in Setup Form Ti
37. alers AUTO D then all licenses with If the Select Business Code oe deof M4 Gall Ch busi screen appears the system business code o will change to a business is telling you the old code code of AUTO D is not in the file Simply click on Cancel and continue Changing information about a specific business code Business codes are used to identify a specific type of business and its corresponding fee structure Business codes are made up of up to six characters either letters numbers or a combination of both For an in depth discussion of business codes see Business Codes There are two types of information to be entered for each business code General and Fee Table If fees are based on inventory you will also need to enter rounding information Each of these appears as a separate tab on the screen Go to Setup Business Codes The Browse Business Codes screen will appear Browse Business Codes E Business Code Description Cn es A a p ISTRACTS OF TITLE EMPLOYEE ACUPUNCTURE ADMINISTRATIVE OFFICE ADVERTISING ALARM SYSTEM AMBULANCE SERVICE AMUSEMENT PARKS AMUSEMENT PARLORS ANIMAL GROOMING ANTIQUES DEALERS IN APPRAISERS ARCHITECT OFFICE EMPLOYEE EMPLOYEE EMPLOYEE EMPLOYEE EMPLOYEE EMPLOYEE EMPLOYEE EMPLOYEE EMPLOYEE EMPLOYEE EMPLOYEE Insert Change Delete Licenses Change Business Codes Cloze Help Ceeeeccccccm 80 Highlight the business code you wish to change and click
38. allowed and the social security number is not displayed The information for city state and zip that is the default information comes from Setup Titles Default City and State Each business and each of its licenses may be flagged as inactive individually Setting the inactive flag on a business automatically sets all of its licenses inactive but they may be also set individually Licenses cannot be printed for inactive businesses 11 When a business has a single license the license print button will print when the OK Button is pressed If the business has multiple licenses the print button will cause all licenses for that business that are not already flagged as printed to be printed when the OK Button is pressed There is also a Print Button on the License Tab This works exactly as the one on the General Tab except that it prints only the license for the currently selected business code When adding a business to the master file the license file will be updated if the license number is changed from the system generated value The License Printed checkbox on the General Tab works if there is only a single license for the business The corresponding checkbox on the License Tab will be synchronized with that on the General Tab You can add another license to the business being displayed by right clicking and selecting Insert A new blank tab will be added to the bottom of the window It will be filled in as soon as a business
39. and penalties The Form Titles screen controls fields that print on the laser license delinquent notice and renewal forms Forms 2 3 4 It has no effect on the other form options Click on the Form Titles Tab The format number is the ID number of the form as set up in Setup Form Titles 50 See also Form Titles i Form Printing Options OLX Form Options Field Options Form Titles Penaties Form Title FO City Address ON Form Subtitle Form Footer FO Signature pT The fields above will be the default text for newly added forms They will also be used when the specified form cannot be located Record will be Changed Cancel Help License Form Title Enter the name you want to have printed in large bold type just below the city name on your form in the Form Title field The Form Title field is generally OCCUPATIONAL LICENSE but this field can be changed at the time Renewal Notices are printed to say RENEWAL NOTICE and the same for printing a delinquent notice to say DELINQUENT NOTICE Enter the address that the licensee is to mail back their license payment Enter information to be included beneath the form title 1f any such as the term of the license license year into the Form Subtitle field The Form Footer field prints centered horizontally at the bottom of the license form It can be used for any purpose or not at all and typically is used for a message indicating that the license is required to
40. ardless of the penalty calculated Minimum Amount Owed Minimum Fee Minimum Penalty Fee NAIC Code Name Nearest Notes Page Height Page Width Penalty Percent 133 This field on the Penalty Schedule is the amount which must be owed before a penalty will be calculated The default is 0 This field within the Business Code data is the minimum fee amount charged regardless of what is determined by the fee table This field in the Penalty Schedule says that the penalty fee will be at least this amount if a penalty is calculated North American Industry Classification code The name of the business owner If this is an individual the name should be entered in the last name first name format for proper sorting A license may be located by the owner s name The field will hold 30 characters This field within the business code based on inventory fee table if selected means that inventory will be rounded up or down depending on which is nearest to the actual inventory value This field holds miscellaneous text The capacity of the field is 1000 characters This field on the Label Formats screen refers to the height of the label page This field is in inches This field on the Label Formats screen refers to the width of the label page This field is in inches This field on the Penalty Schedule is that percentage of the qualifying amount owed amount owed less amount exempt which will be the base pe
41. as issued Pressing F3 within this field will display a calendar The date the business was opened Pressing F3 within this field will display a calendar This field within the license record shows the date of the last payment made This is a 20 character field within the Custom Reports function that is used to describe a particular custom report A report may be located by its description One of two fields also Description 2 in the master file general license information It will hold up to 40 characters and can be used to describe the business The default is the description found in the business code data dependent upon which business code a license is assigned This will fill in when you select a business code for the license and can be changed by the user See Description 1 This field within the business code based on inventory fee table appears only if rounding is enabled or not disabled The entry in this field tells the program at what level to round Valid entries are numbers from zero which is the same as no rounding to 9 For example if digits is set to 2 inventory value will be rounded up or down to the next 100 If digits is set to 3 the steps are 1000 etc Disabled Driver s License Emergency Phone Number Federal ID Fee Amount Fee Paid Flat Amount Font Size From 130 This field within the business code based on inventory fee table if selected means that no inventory roun
42. at function by hand one by one would be time consuming if there are many licenses assigned to the old code 18 A user may desire to change a business code to make it more user friendly such as when business codes are all entered using the ordinance number and the user desires to change them to an alphabetical index i e J13 changes to an abbreviation of ATTY for all attorneys Go to Setup Business Codes Browse Business Codes Business Code Description pal td AE EMPLOYEE EMPLOYEE EMPLOYEE EMPLOYEE EMPLOYEE EMPLOYEE EMPLOYEE EMPLOYEE EMPLOYEE EMPLOYEE EMPLOYEE EMPLOYEE Inzert Change Delete i Licenses Change Business Codes Close Help ACUPUNCTURE ADMINISTRATIVE OFFICE ADVERTISING ALARM SYSTEM AMBULANCE SERVICE AMUSEMENT PARES AMUSEMENT PARLORS ANIMAL GROOMING ANTIQUES DEALERS IN APPRAISERS ARCHITECT AOFFICE ZECCO C C C m To accomplish this change you would first add in the new business code by clicking on Insert to add in the new business code abbreviation description and fee structure Click on the Change Business Codes Button The Change Business Codes screen will appear amp Change Business Codes Ei Old Business Code Il Mew Business Code Cancel Enter the old business code name and the new business code name and then click OK Example 19 To see alist of all current If you change the name of business code A14 to business codes press F3 Automobile De
43. be designated as primary anywhere from none to all The primary flagging option is not available if the multiple license option is not installed because it would serve no purpose See also Setup Fee Types for creating these fees 76 Cash Register Button This button allows you to pay the balance owed Pay by check cash credit or other When viewing a license the date paid is displayed for individual licenses The actual amounts paid are displayed in the Payment History window but this is still an entry field if a payment is added in this window To review this procedure for users with a short memory the fields in the Fee Amount and Amount Paid column are entry fields If amounts are placed in any of the Amount Paid fields a payment will be entered for the difference between the original amounts paid and the new values when the OK Button is pressed After all the information has been entered click OK The license will be added to the Browse License File List Click on Insert to add more licenses Purging Inactive Licenses You have the option to get rid of all inactive licenses This should be done only if you do not need any information regarding the licenses and their receipts The license is inactive when you have checked the Inactive box on the license change form When you purge all inactive licenses the program will delete all receipts related to the deleted licenses Go to Utility Purge Inactive Licenses Pl
44. be displayed prominently Click on the Signature field This title prints immediately below the signature line and is usually the title of the person or department issuing the license If this field is left blank the signature line will not be printed 51 A Signature image can be optionally printed on license forms 2 3 and 4 To implement this feature create a bitmap image of the signature place it in the Occupational Licenses Manager program folder on your computer and name it SIGN BMP The image should have an aspect ratio of 4 1 width is 4 times the height The signature will print only if the signature line prints Whether or not the signature line prints is in turn controlled by whether or not the signature line text has been defined This is the text that prints under the signature line usually the signer s title or a generic title like License Official Next go to Setup Printing Options Penalties Tab Form Printing Options Ei Form Options Field Options Form Titles Penalties First Penalty The fa d Amount 0 00 Percent 10 Second Penalty Th November Amount O00 Percent 15 Third Penalty Ti December Amount O00 Percent 20 Group 4 The Jannuary Amount 0 00 Percent j25 Record will be Changed Cancel Help Penalty Date The total amounts due are calculated from the percent penalty indicated by the user and printed on the form When Enable Penalty Calculation is
45. board It is active only when another document window is open 13 Cut X Move the currently highlighted text to the Windows Clipboard Copy C Copy the currently highlighted text to the Windows Clipboard Paste V Copy the contents of the Windows Clipboard to the field where the cursor is currently located Reference Help Contents Your program has assistance under Help press F1 at any time to take you to this section or Contents which has a better overview of the entire section It is filled with explanations of almost every function and key in the program You may want to familiarize yourself with some of the different items in there before beginning This makes using the program much simpler Contents Search for Help On How to Use Help About View User Manual IMS IMS web Site Windows has its own section for assistance with questions about Windows topics How to Use Help within the program Use it by looking through the Contents the Index alphabetically or by using the Search for Help On capability to find the topic or keyword you need help with 14 amp Windows Help BEE 8 gt dip Hide Back Forward Options Web Help To find a Help topic Contents Index Search 1 In Help click one of the following Type in the keyword to find tabs I To browse through topics by category click the Contents tab To see a list of index entries doc files see documents click t
46. cense term field contains 6 months the fee will be half the value calculated for the year 12 months If fee proration is enabled the default value for newly added business codes is now Prorate for partial Year and Prorate Base Fee Only When adding or editing a license the fees are recomputed when the license term is changed This would have no effect if the business code is not coded to prorate or proration is disabled system wide Adjust Partial Fees When checked the license fee for licenses with a license term of less than 12 months will be adjusted upward for a full year fee based on the fee in the business code when fees are computed for the new year This will be done when fee calculation is enabled For example if a license has a fee of 25 00 and a license term of 6 months the term will be set to 12 months and the fee for the new year will be set to 50 00 when fees are computed Use the Enable Fee Calculation with this option You can set the license fee by checking the Fix box Setup Fee Types if they are hand coded and then this section would not apply Enable Apply Date When checked this allows payments to be accepted for license renewals in the old fiscal year that are not to be applied until the new fiscal year for which the license will be issued There will be two date boxes on each receipted license one for the day of the actual receipt and one for the date the receipt 1s to be applied towards 26
47. ch you want the notices to print on forms 89 If you re using certain forms the program asks you if you want to check the alignment of the forms in the printer and on some you may preview the report Form Alignment Option x 23 Do pou want to print an alignment Forn If you choose Yes a test form will be sent to the printer You will be given the opportunity to print as many test forms as you need to If you choose No the program will continue with the next prompt A print range screen appears for the order you selected license number business name business address business code or owner name Enter the beginning and ending order for the renewal notices you want to print and click OK When the total fee amount is printed on forms the prompt will show Total Due on renewal and delinquent forms A confirmation screen will appear showing the options you have selected Review the information If it is correct choose OK If it is not what you wanted click Cancel Once you ve chosen OK the notices will be sent to the printer Receipts Sl Set 90 Go to File Receipts Information about payments received is stored in the receipts file If you have not set up your receipts types you will need to do this before working with any receipts Go to Setup Receipts Types Select Insert to add new receipt type information or Edit to change existing receipt type information W Browse the Receipt Type Fil
48. checked in Configuration Options the following additional Penalties field will be available to input data This is where you set the percentages on penalties that print in the Late Amounts area when selected from the Field Options Form Titles 52 The screen above displays penalty percent amounts as they would be set up at the beginning of the license year The Percent should be adjusted each month after Penalties are computed with the Penalty Schedule to print the correct total amount due for that period on the Delinquent Notices if the Late Amounts box has been checked on the Field Options section The Percent in this section will calculate based on the total amount due for each license so a license of 100 with a 10 penalty calculated for the first late month would now have a total amount due of 110 When printing the delinquent notice you would adjust each of the percents to reflect the 10 already calculated so October should be set to 0 November would be 5 December would be 10 and January would be 15 Each month that the Penalty is calculated using the Penalty Schedule if Delinquent Notices are to be printed with the Late Amounts showing this section will need to be adjusted to reflect the correct Total Amount Due each month Go to Setup Form Titles The titles watermarks and signature images on forms may now be set individually for each form type This allows easy switching between different license types
49. count Refund due letter Warning Letter gt CE Inser aE ii Delete tik Close T Help Start creating your own custom letter Select Insert and start adding information based on the symbols list For changes simply select the Change Button and rename the letter after the new changes have been added Yr Spell 60 Changing a Letter 9 x General Text Name kx Typeface Default SIZE Default Color Black Style Default Change Font H OK Cancel P Help The font name size color and style may be set by pressing the Font Button on the General Tab On the General Tab a literal dollar sign can be placed in the text by using a double dollar sign Note The owner name is often an individual and cities may enter the field in the last name first name format so the names will collate in last name order If you select owner name and the field contains a comma the names will be turned around so the first name prints first If there are no commas it will print as it is stored in the file For example Smith John will become John Smith if you select ON However John Smith Chevrolet will print as is Beware of owner names such as The Better Way Inc which will print as Inc The Better Way Spell checking is now available for the notes field in the license record and the letter text of form letters for users that have Microsoft Word installed on their computer If th
50. cription aly ae Agricultural Producton rops P Cash Grains wheat Rice Corr Soybeans Cash grains nec Field Crops escept Cash Grains Cotton Tobacco Sugarcane and sugar beets Irish potatoes Field crops except cash grains nec Select Insert Delete Close Help Click on the Change Button when you have highlighted a code The Changing a NAIC Record screen will appear Changing a NAIC Record Ea General NAIC Code or Description Agricultural Production Lrops Cancel Help Click on the NAIC code to change Make changes to the code and description as necessary then click OK Click Close when you are done Go to Print Business List The Occupational Licenses Manager prints several reports to help you manage your licenses The Business List will print a list of a range of businesses in the order you choose Click on the order you want the businesses printed from Pressing F3 will cause the Browse License File screen to appear so you may choose the first last license with Select or a double click 98 By License Humber By Business Name By Business Address By Business Code By Owner Hame By NAIC Code By ip Code By Status The information included in this report is the license number business name business address business code telephone number fees amount paid and date paid and balance You may select to print active only inactive only The Print Range scree
51. d information and press Tab The insertion point moves to the next field A field is a space for a particular piece of information Enter the city state and zip code which are most often used on licenses These will appear as defaults throughout the program thereby speeding up data entry Click OK On the User Field Titles Tab you enter four fields which can be called anything you wish The first three may contain up to 8 characters of data and may also be dates The fourth field holds up to 30 characters of data The fourth field holds up to 30 characters of data Some cities like to keep track of 18 information related to the application for an occupational license in addition to the standard license data They may use the fields to keep track of things like building inspections fire inspections and alarm permits But what goes in these fields if anything at all is left entirely up to you If these fields are left blank they will not appear anywhere else within the program You can locate licenses on any of these fields the same as the other fields Licenses are indexed on all of the active user defined fields You can print reports for a range of any active user field from the Business list Business Details Form Letters and Labels selections All four fields will hold up to 30 characters Click on the User Field Titles Tab amp System Data Record EI General Titles User Field Titles ori TEMS ag N 7
52. d on renewal notices if the license is coded for fees based on inventory values The purpose of this option is to allow sending out renewal notices before the inventory value for the year has been determined If the field Late Amounts is checked then the fees specified on the Penalties Tab usually a 5 increase per month will be added for each increment specified Penalties are normally calculated October November December and January and should be entered on the Penalties Tab section then those dates will be printed on the license If you are using Form I dot matrix and the field First and Last Issue Date is checked then another field Expires This Year appears This option controls what years are printed for the beginning and ending license validity range The laser format 49 Forms 2 3 or 4 obtains this information from the field Form Subtotal in the Form Titles Tab If checked the range the license is valid will be from the prior year to the current year as determined by the system date This is the date you set in the Setup System Date window not necessarily the computer system date If not checked the license is valid from the current year to the next year For example Assume the current year is 1997 If this option is checked the year the license is valid will print as 1996 1997 If not it will print as 1997 1998 Form Printing Options item has tabs for four screens form options field options form titles
53. d the form type will in turn specify the form layout If the number selected is a valid form type its name will appear to the right of the spin box When editing a form type in Setup Form Titles the Form Type field specifies the general form category license renewal or delinquent This field in conjunction with the form option field specify the form layout which will be used The name of the specified layout will be displayed and the tabs for titles that are available on that layout will be displayed Ifa tab is not shown it means the title may not be changed This window also serves to indicate if an invalid form layout is selected However it is possible to select a form layout that 1s available in more than one form category such as license and renewal If a renewal form is specified in Setup Printing Options as the license form for example the form printed will be the license form not the renewal form The titles printed on the form will be those from the specified form even though it is identified as a renewal form It is up to the user to make sure the form types agree with the form layout specified in each 58 When editing form titles Setup Form Titles the title fields may allow multiple lines and very long text But the limiting factor is the form layout To be safe you should limit the size of any text to that which is allowed Setup Printing Options Form Titles Tab This system is optional When this release i
54. date for payments When configured for apply date Setup System Date will also allow setting the apply date When payments are entered the date will be filled in automatically from the default Editing NAIC Codes 96 amp Change System Date x oystem Date RRR Cancel Enter the desired system date in the format MM DD YY Click OK The NAIC codes or North American Industrial Classification codes have been entered into the NAIC Code File for use in the License File If for some reason changes or additions need to be made to these codes they may be made under File Business or under Setup NAIC Codes Change Button The installation will create a business code for each record in the NAIC code file siccode ol for users that prefer to have their business codes correspond to the NAIC system It can also be used with an existing business code file It will add the NAIC codes to the existing codes In cases where the code has already been used it will leave the existing business code unchanged Go to File Business Select any entry and press the Edit Button You aren t actually going to change the license information you are just going to get a pop up screen of the NAIC codes to change them On the General Tab Press F3 when your cursor is in the NAIC Code field The Browse the NAIC Code File screen appears Printing the Business List i Browse the NAIC Code File x By NAIC Code B Description NAIC Codd Des
55. ding will take place License fees for this business code will be calculated from the actual value of inventory The driver s license number of the business owner if an individual The area code and phone number where the owner or other officer of the company can be reached in case of an emergency i e a fire The employer Tax Identification Number of the business usually a number such as 59 xxxxxxxx or 60 XXXXXXXX Within the license record on the Fees Tab this field appears for each of the active fee types On the Fees Tab within the license record this field showing the amount of the fee paid appears for each of the active fee types This field on the Inventory Fee Table is the fee amount to be charged if the rounded inventory value falls between the From and To values of this level This field on the Label Formats screen is the font size that will be used to print labels in points Be sure to select a font that will allow the full line widths to fit on the labels Also be sure you pick a font size that your computer can produce This field on the Inventory Fee Table is filled in automatically It is 0 for the first level of the table and for all subsequent levels is the To value from the previous level plus 1 Inactive Inventory Label Height Label Type Label Width 131 This box in the license record when checked will cause the record to not be processed nor listed in report
56. down the File menu and select Business The Browse the Master File screen will appear 81 Payments may be added in any of three ways A payment may be entered in File Business Edit License Tab see also the License File If the business has more than one license the payment entered will be applied to the license indicated by the lower tab with the business code in bold type If the license has a prior payment the amount added to the receipts file will be the difference between the original amount and the new amount The receipts file is updated when the OK Button is pressed The Pay Button at the lower left of the license window with a cash register icon may be used to save keystrokes It will fill in the payment amounts in each fee category to fully pay the license and set the payment date and the apply date if enabled to defaults All that needs to be entered is the payment type and the optional receipt number If a business has more than one license you may enter payments individually for any license or pay them all at once If the Show All box is checked the totals for all licenses will be shown Pressing the Pay Button when the Show All box is checked will pay all amounts owed for all licenses When the OK Button is pressed all payments will be added to the receipts file a separate payment for each license belonging to this business each marked with the business code of the license Payments may also be entered using
57. e Using our example above at 5 00 per chair with a minimum of 20 00 for the business license the ordinance may state that there is a maximum of 100 00 that can be charged When that amount is entered into the Maximum field the table will calculate based on the 5 00 per chair amount but the highest amount that can be charged for the license will be 100 00 so the license amount will never exceed that When you have filled in the General Tab go to the Fee Table Tab to finish setting up the Fee Table Each level of the table contains a beginning and ending unit count and a fee amount in dollars plus a specified per unit fee Most fee structures can be accomplished by taking advantage of the flexibility in the fee table Enter the information requested for each level When you reach the highest level of the fee table press the End Key in the To field This will set the units to 99 999 999 999 and erase all subsequent levels When complete click OK To enter more business codes click on Insert Unit based example 1 The business ordinance reads as follows 35 APARTMENT HOUSES Each apartment per year 2 00 This means that the license fee for all apartment buildings is 2 00 per apartment The code would be set up as follows Adding a new Business Code APTS Era Apartments Adding a new Business Code Ea PCO 99 999 999 999 0 00 42 000 cancel Heb Unit based example 2 36 The business ord
58. e Mi x By Type By Hame Type Name CASH Pettu cash drawer limit 1000 00 Ah Inset SGEct tt Delete Set OE Close T Help This button will set the selected receipt type as the default W Adding a RecType Record General Validation Endorsement Type CASH Mame Com Fort HUE Cash Drawer pa Open Drawer o O O Clamp Paper fo Release Paper fs T Auto Validate ik Cancel Fi Help 91 A serial validation receipt endorsement printer may be used when entering receipts Before it can be used at least one Receipt Type must be set up Once a receipt type has been set up it must be assigned to the current station by pressing the Set button When viewing receipt types the assigned type will be displayed in red The receipt type assignment is stored locally so each workstation may have its own receipt type Each receipt type specifies the com port and cash drawer number and the codes for manipulating the printer and cash drawer It also specifies the text printed when validating a receipt or endorsing a check The validation or endorsement text may contain any of five dollar codes representing runtime variables D Date T Time Y Receipt type name R Receipt number L Amount received When the text is printed the symbols will be replaced with the current value of the specified variable If an assigned receipt type with a com port specified exists a p
59. e Spell Button appears on the window it means Word is present If the button does not appear either Word is not present or is an incompatible version 61 Changing a Letter Be Ei General Text Dear t0N We are Updating our inventory license files and need for you to submit the current dollar amount of pour retallwholesale inventory as soon as possible We have enclosed a self addressed stamped envelope for your prompt response If you have questions please call Vicki at 123 4567 Thank you for your cooperation fe uF Spell Ex Cancel F Help Note that when checking form letters each of the dollar variables will trigger a spelling error One workaround other than pressing the Ignore button for each is to configure Word to ignore upper case words In Word use Tools Options Spelling and Grammar Ignore words in UPPERCASE Of course the dollar codes should be in upper case and the letter should not because any upper case words in the body of the letter will not be checked Labels The Occupational License Manager makes it easy to print mailing labels of all sizes All you need is the label you want to use and a ruler Go to Setup Label Formats The Browse Label Formats screen appears amp Browse Label Formats Label Type Page width Page Height Label i across Ho mar a50 3 across wma 9 50 Press Insert The Adding a Labels Record screen will appear E H J Adding a Labels Record a Labels
60. e can be calculated based on the inventory a business has or the units it has e g rooms in a motel stations in a salon The next three topics describe how to enter business codes for flat fees those based on inventory and those based on units Entering flat fee business codes Flat fees are those which are the same for every business with that business code Go to Setup Business Codes Click on Insert The Adding a New Business Code screen will appear Browse Business Codes Ea Business Code Description A A TT EMPLOYEE EMPLOYEE EMPLOYEE AOIN ETURE ADMINISTRATIVE OFFICE ADVERTISING ALARM SYSTEM AMBULANCE SERVICE AMUSEMENT PARKS AMUSEMENT PARLORS ANIMAL GROOMING ANTIQUES DEALERS IN APPRAISERS ARCHITECT AOFFICE EMPLOYEE EMPLOYEE EMPLOYEE EMPLOYEE Insert Change Delete Licenses Change Business Codes Cloze Help CCCCCCCCCCCOHE If you have enabled Fee Proration in the Configuration Options settings you will see a Proration folder next to General You have the choice of selecting to prorate for Partial Year Business codes always enter and appear in uppercase letters The description entered here will also be used as the default Description I when adding a license 32 Adding a new Business Code EI General Proration Business Code Description Ce Fee Tupe Inventory i Units Units Base Fee soo Minimum Fee 0 00 Masimum Fee a
61. e parent has any children The relationships and dependencies are shown as in the excerpt from the data dictionary summary below WTask FILE DRIVER TOPSPEED RECLAIM NAME wtaname P RE WTA BINDABLE Work order task By_Task KEY WTA Task DUP NOCASE OPT ITask Key By Order KEY WTA WorkOrder DUP NOCASE OPT IWork Order Key WTA By_Task lt lt gt TAS By_ Task Update CASCADE Delete RESTRICT WTA By_ Order lt lt gt ORD By_ID Update CASCADE Delete RESTRICT The double arrow is on the side of the many file in a many to one relationship So the single arrow points to the parent key and the double arrow to the child The Update and Delete indicate what happens when a parent is updated 120 and deleted A blank means it is allowed and no action is taken Restrict means it is not allowed the user will get a warning message Cascade means all children will be deleted In the case of an update action if a key value in a parent is changed cascade means all children will be changed likewise Print Preview amp Report Preview HP LaserJet 5N on LPT1 n Braas paa GIA a nemi 2 121 Appendix B Large Screens BE E Printed 840101 3 01PM Date License 6 27 01 426 LICENSE 0 00 1 22 01 675 LICENSE 300 00 1 22 01 1250 LICENSE 0 00 1 22 01 1253 LICENSE 0 00 1 19 01 426 LICENSE 26 00 1 19 01 1249 LICENSE 0 00 1 19 01 1251 LICENSE City of Hotville Occupational Licenses Recei
62. ease confirm ES E This process will permanently delete all inactive licenses Iwill a also optionally delete all receipts related to the deleted licenzes Are you sure you want to continue Tf Purging inactive licenses is usually performed prior to the license year to clean up the license file Because a license may be purged and the business remain an option exists to purge the businesses that have no remaining licenses after the inactive ones are purged H Purge Licenses Opti iil Ea I Delete Business with no License Cancel The default option for the checkbox Delete Business with no License checks for systems that do not have the multiple license option installed To explain the purge utility actually purges inactive licenses not the master business record When the option is checked if after purging all inactive licenses for a business there are no remaining licenses the master business record will be deleted The option to retain the business even if no longer licensed for anything is still available by unchecking the box Changing business codes on a group of licenses Business codes are used to identify a specific type of business and its corresponding fee structure Business codes are made up of up to six characters either letters numbers or a combination of both When a user desires to change a business code to another code the licenses using the old code must also be changed and doing th
63. een It will ask you which directory you want to install the files into 8 Make sure it is exactly where it needs to be as the data for the program is located in the same directory as the program files see above on how to locate your directory In Windows 95 98 NT the default is C Program Files OL You may not want this directory so TYPE IN the location to the directory you found the program in using the directions above Click OK when you ve entered the desired location It will ask you if you want to make backup copies and will backup the program files that the update replaces into the same directory into a new folder called BACKUP After this simply follow the instructions and it installs the update for you Copying file LC AAOLSOL EE o o After it is complete you will be given the opportunity to view the release documentation This is a document containing information and explanation about what is new to this version of the Occupational Licenses Manager including last minute changes since the manual was printed The release documentation for new releases can always be viewed at the IMS website http www ims florida com The site will always have the latest release information The release notes can also be viewed once the program is installed under Help Contents Release Notes Windows 95 98 NT Internet Users The examples show c drive but most users will have their program located on d g f o
64. ete it 55 T Form Will Be Added lel ES General ID 1 Name ll Form Type vj Form Option 0 Cancel Help The ID is automatically entered for you Enter the Name of the new form title select the Form Type from the drop down list and select which Form Option If you select anything higher than Form Option 1 you will be able to continue on with more Tabs to fill out These are essentially blank boxes for you to enter information into i Form Will Be Changed Piel ES General Header Title Subtitle Note 1 Signature Footer Images ID 1 Name General letter Form Type Delinquent vj Form Option g Standard Laser Cancel Help The Images Tab allows you to access a graphic for your printouts which you must have on your computer somewhere It will place it on your printout as a watermark very light graphic File Name is the location of that graphic image The Horizontal and Vertical Positions of each image must be specified in inches measured from the left and top of the form See Printing Options 56 The image Width and Height must also be specified in inches The image will be sized to fit the width and height specified regardless of its native size To avoid distortion such as squeezing stretching or squashing you should set the display width and height so as to produce the same aspect ratio width divided by height as the native image For reference see the default values f
65. g License Fees 114 Printing Renewal Notices 116 How Fees are Calculated 118 Pull down the Compute menu and select License Fees The process of computing license fees clears all the receipts and calculates fees for the new year This procedure should ONLY be done once a year before renewal notices are sent When fees are computed any payments after this date are applied to the new fiscal year If no date is entered a check is made during the initialization process for payments made for a license within the last 6 months If one is found the user is warned and the option to skip the license is provided This is to prevent clearing the payment record for payments already posted for the new fiscal year in the event that a user accidentally initializes a second time The payments may be in effect moved to the new year by reinitializing with the cutoff payment date specified A screen appears asking you the range of the license numbers License Number Range x Beginning License Number k Ending License Humber n769 Cancel If no date is entered the program will check for payments made in the last 6 months and warn you with an option to skip the license If you prorated fees for new licenses during the year the fees calculated for the new year will be for a full year if Adjust Partial Fees in your configuration options is set to Y 115 The next screen asks you whether you want a summary report Initali
66. ge Renewal and delinquent notices are printed at 1 3 intervals 3 5 inches 3 different licenses per page These are all formatted to fit into a standard window envelope Form option 3 is a laser inkjet form It is intended for printing on blank paper using a laser or inkjet printer All field titles city name etc are printed The only requirement for the paper is that it be 8 4 x 11 with perforations at 1 3 intervals 3 1 2 inches It prints 3 copies of each license on each page Renewal and delinquent notices are always printed as 1 notice per license 3 license per page The optional fields that print above the business 47 mailing address on the license form will not show in a standard window envelope The signature line will print on this form for licenses if a signature is specified by the form The total fee amount on license form 3 will print in bold on all forms of the page Form option 4 is a laser inkjet form It requires that the paper be 8 x 11 It is intended for printing on blank paper using a laser or inkjet printer All field titles city name etc are printed The only requirement for the paper is that it be 8 2 x 11 with perforations at 1 3 intervals 3 1 2 inches It prints 3 different licenses per page This would be used for users that mail out a license and do not keep a copy of the license on file The optional fields that print above the business mailing address on the license form will not
67. he Index tab and then gif files using as wallpaper either type a word or scroll icm files through the list pit files To search for words or phrases b files that may be contained in a Help 1394 devices ports topic click the Search tab 16 bit DLC protocol 16 color display Inthe left frame of the Help 2000 calendar settings window click the topic index entry 256 color display or phrase to display the 32 bit DLC protocol corresponding topic in the right 32 bit PC Card support frame disabling i Note e Click Web Help D on the Help Display toolbar to get technical support answers to frequently asked questions and late breaking tips af User s Manual The manual is set up so that each main category is to the left side each function of the program to the right is Bolded and Underlined Fields of information and the path i e File Setup are typically bolded so that you may recognize them easily The explanation steps are directly below it The manual attempts to follow the natural progression of steps the user would normally take when running the program If in doubt always look to the Index for the topic or the hyperlink blue underlined items jump from one point of the document to another from the page number of the item you seek Use your Go Back Button to return to the place you were last You may view the user manual from within the program under Help View User Manual if you have Adobe Acrobat Reader First S
68. he penalty amounts shown in the Printing Options window If penalty calculation is not enabled in File System Setup and Utilities Configuration Options Enable Penalty Calculation then the penalty window will not appear 29 In the first field enter the Minimum Amount that must be owed e g 01 50 1 00 before a penalty will be calculated Default is 0 In the Amount Exempt field enter the portion in dollars of the amount owed that will be exempt from the penalty calculation If no amount is exempt leave the default of 0 as is In the Minimum Penalty Fee field enter the minimum amount the penalty fee will be if a penalty is calculated The default is 0 no penalty In the Maximum Penalty Fee field enter the amount the penalty fee will not exceed regardless of the penalty calculated An amount must appear in this field to a maximum of 999 999 999_ 99 If the license renewal or delinquent form prints the amounts due if paid late the information used to calculate the amount is taken from the printing options data in Setup Printing Options Penalties Tab and the penalty exempt status of each fee type as set in Setup Fee Types Nothing is used from the penalty schedule If any fee type is exempt from penalty then the amount due at each payment date increment will only calculate based on what fee types a penalty can calculate on When penalties are calculated Compute Penalty Charges the computations a
69. he time it took to generate and save the PDF If there are no PDF documents to be found a screen will tell you so Ho Reports AN Mo POF Documents Found Security rules allow system wide access to reports while restricting delete rights All PDF documents will now be available to all users unless the creator specifies that it is a private report 106 Before a report is created the user will be given the option of flagging it as a public or private report in the same dialog that requests the name to assign to the file The setting of the private flag is sticky That is it will retain whatever setting was selected for the previous report It is also saved locally so that each workstation may have a different default setting If a report is flagged as private it will be available only to the creator and to users with Supervisor access Otherwise it will be available to all users A report may be deleted only by the creator or a user with Supervisor access regardless of whether the report is private or not When this release is installed all existing PDF reports will be treated as public The file name displayed in Reports PDF Reports now includes only the basic name assigned by the user Previously it included creation date and time and the creator This was redundant information since they are displayed in other columns Purge PDF Reports Go to Utility Purge PDF Reports This utility allows you to delete pdf reports that
70. hoose Yes a test form will be sent to the printer You will be given the opportunity to print as many test forms as you need to If you choose No the program will continue with the next prompt Now you may choose which licenses to print those not printed before those printed before or all When this screen appears the default is those not previously printed When printing a group of licenses which have been receipted all week this option of those not previously printed will only print those licenses that have not been previously printed such as those licenses printed individually or in prior weeks Click on the down arrow in the field to see the other options When you ve made your choice click OK Now you ll be asked to choose the payment status of the businesses to print licenses for Your choices include those fully paid unpaid those with unpaid balances or all The default is those which are fully paid Click on the down arrow in the field to see the other options When you ve made your selection click OK Again by selecting the default of those licenses not previously printed and those which are fully paid the user can receipt licenses all week and then print all the receipted licenses at one time 86 Print Licenses that have T Include Businesses That re Fully Paid re Fully Paid Have an Unpaid Balance Don t Care Print All Cancel If you chose to print licenses for bu
71. inance reads as follows BARBER SHOPS asl Parse Chait 42210 00 b For each additional chair in Uge OF NOt dciaeus 5 00 The code would be set up as follows amp Adding a new Business Code _ BARB Barber Shops Adding a new Business Code _ po of af sof s00 pf 935533599959 ooo f B5000 Unit based example 3 3 The business ordinance reads as follows MANUFACTURING AND OR ASSEMBLY PLANTS 1 10 employees 40 00 11 20 employees 60 00 21 30 employees 80 00 over 30 employees 150 00 ee Nn nN _ A a D d The code would be set up as follows Adding a new Business Code MANUF Manufacturing andor Assembly F rob _ om Adding a new Business Code _ o of wf oof 0000 Oo f af oof 0000 Oo af af saf gooo af 59939599999 poof 0000 Entering business codes based on inventory Your screen will not appear like this with 4 folders until you select the Inventory as your Fee Type Business codes always enter and appear in uppercase letters The description entered here will also be used as the default Description I when adding a license 38 There are three sections of information to be entered for each business code based on inventory General Rounding and Fee Table Each of these appears as a separate tab on the screen Go to Setup Business Codes Click on Insert The Adding a New Business Code screen will appear am
72. information The default which appears is entered in File System Setup and Utilities Titles and may be up to 40 characters long Apply Button Apply the change immediately Change Button Change the access level for the highlighted item Change All Button Change the access level for all items Close Button Close this window Delete Button Delete selected entry Edit Button View or change selected entry Help Button For additional help press this button You will be taken to the Find Setup Wizard nert Hija d gt Hl f Print Preview Buttons ET 127 Find Setup Wizard x Find enables you to search for specitic words and phrases in help topics instead of searching for Information by category Before you can use Find Windows must first create a list for database which contains every word from vour help file s To create this list now click Next Minimize database size recommended Masimize search capabilities Customize search capabilities Back Cancel Insert Button Add a component to this asset OK Button Save changes and close window Quit Button Abandon changes and close window VCR Buttons You may use these buttons to go through records like the buttons on a VCR This button allows you to change the report so it uses the full available page width This button allows you to change the report so it uses the full available page height This b
73. ing this as an occupational license format The second fee type must always be penalty 2 Go to Setup Fee Types The Occupational Licenses Manager provides five different categories for the fees you collect and you define what they are Whether license or penalty transfer or vending fee you simply enter its name and tell the program whether this fee is always a fixed amount or Exempt from Penalty calculation Discount for Secondary Licenses allows specifying the percent discount to apply when computing the license fee for licenses other than the primary one Note that the discount applies only to the first fee category usually the license fee If the discount field is left at zero the Primary flag will have no effect on fees See information on the Primary flag Enter the name of the first fee type which must be License If this is a fixed amount generally only used when the Fee Calculation is not enabled or in the case of a set fee amount to be charged each year such as alarm fees click in the space next to the Fix box F Fee Type Definitions Mame Account Fee 1 EE T Fir M Exempt 010 0000 Fee 2 Service M Fix I Exempt o20 0000 Fee 3 Be 7 Eemi fooo 0000 Fee 4 be P Bement fooo 0000 Fee 5 Te Po Bremnt fooo 0000 Fund 032 Cash 000 0000 Discount for Secondary Licenses 1 04 Changing System Data Record Ak gut R Hep Name of Fee Type 1 Penalty Schedule
74. ipts INO XO IA ON Gr Gr Qn On AS JAS JAR AR JG G2 Oo IN IN IN IN J Je fe SIBIGISIFISIRISIZ ISIN ISIS ISlale System Date Editing NAIC Codes Printing the Business List Printing Business Details Printing the Business Code List Utilities PDF Reports Custom Reports Printing Form Letters amp Labels Printing the NAIC Code List Print Preview Getting Ready Computing License Fees Printing Renewal Notices How Fees are Calculated Appendix A Parent Child Relationship Rules Appendix B Large Screens Glossary Index Welcome System Requirements Getting Started Welcome System Requirements Installation of Updates Windows Basics for 95 98 NT Users Windows 95 98 NT Internet Users Windows Skills You ll Need INO NO ION ON Gr This manual is best viewed at 100 magnification or higher for details on small screens Welcome to the Occupational Licenses Manager The Occupational Licenses Manager transforms the recording and issuing of business licenses from a chaotic to an orderly process It eliminates the annual crunch that usually occurs at license renewal time It can be handled by a single clerk even if you have thousands of licensed businesses This manual is page referenced to fit a Hewlett Packard Laserjet SN Hard disk with 10 MB free disk space Microsoft Windows 32 bit environment only version 3 1 or higher Windows 95 or Windows NT 3 5 or higher VGA graphics and monitor Any poin
75. ith unpaid balances or all The default is those which are fully paid Click on the down arrow in the field to see the other options When you ve made your selection click OK Include Businesses That Are Fully Paid re Fully Paid Have an Unpaid Balance Don t Care Print All Cancel The Print Range screen will appear Which Print Range screen appears will of course depend on the order you want the business to appear in The first and last records in the license file are shown as defaults in the print range screen Enter your desired starting and ending points and click OK Yov ll be asked if you want to preview this report If you d like to see the report on the screen click OK If you chose Yes the Print Preview screen will appear See the Print Preview for information on this screen If you chose No the report will be sent to the printer See a full size sample of Business Details Printing the Business Code List Utilities 100 The Business Code List will print a list of all business codes currently in the system along with a description the type type of units base fee minimum fee maximum fee and number of licenses with that business code It can be printed with or without the related fee schedules Go to Print menu and select Business Code List You will be asked if you want to include fee schedules in the report Click on Yes or No You ll be asked if you want to preview this report If y
76. ity Blank Business Codes This utility lists any licenses with a missing business code The business code is important because fees cannot be calculated if the business code is blank For fees based on inventory rounding may be applied to the inventory value before entering the fee table There are five options for rounding When rounding is disabled no inventory rounding will take place Fees will be calculated from the actual value of the inventory The nearest rounding choice causes inventory to be rounded up or down according to which is nearest the actual value Amounts that are zero in all rounded digits are not rounded up The ower option rounds the inventory down to the next level The upper option rounds the inventory up to the next Fee Table Hints Multiply first then add 42 level The Proration Tab just contains a checkbox asking you if you want to prorate for a partial year Adding a new Business Code General Proration Cancel Help Most fee structures can be accomplished by taking advantage of the flexibility in the fee table Some examples follow These examples use the units table but they can just as easily apply to the inventory value table Declining Rate Table The rate for a business code is 25 per unit up to 10 units and 20 per unit thereafter The rate can be interpreted as 25 for each unit up to the break point of 10 units plus 20 per unit for all above the break point
77. l Fees Address option Alarm permits Appendix A Appendix B Auto System Date Maintenance Backup Building Inspections Business code list Business code Business details Business list City name Clipboard Compute Fees Configuration options Control Custom Report Customize Default Delinquent notices Display order Edit Clipboard menu Enable Fee Calculation Enable Fee Proration Enable Penalty Calculation Example 1 Fees Fee Table Fee Table Hints Flat Fee Business codes Flat Fee example Fire inspections 18 137 First and Last Issue Date Form Letters Form Titles Glossary Help Hide Inventory Fees IMS Website Install updates Inventory based fee example Keyboard Label Late Amounts License Mouse NAIC Codes Ordinance Passwords Payments PDF Printing Penalty Printing Print Preview Review receipts Release documentation Renewal notices Renumber Utility Rounding Security Signature System date System requirements Titles Unit based business codes Unit based fee examples User defined fields Utilities VCR Buttons
78. lculated automatically for those licenses which are unpaid These calculations are generally done at the beginning of the penalty month For information on Enable Penalty Calculation refer to Configuration options Penalty charges are computed based on the penalty schedule For more information see Penalty schedule Once the Penalty Schedule has been set up you are ready to compute Pull down the Compute menu and select Penalty Charges 88 A prompt appears asking you to confirm that you want penalty charges added to all licenses in the range you will specify at the next prompt Click on Yes to continue or No to cancel Confirm Compute Penalty Charges Ea ss SP Dace penalty charges to Unpaid licenses in range selected A license number range screen will appear Enter the beginning and ending license numbers to compute penalty charges for The defaults shown are the first and last license numbers Click OK License Number Range x Beginning License Number 10 Ending License Humber 99 0238 Cancel The penalty charges will be computed They appear in each license record on the second fee type which should always be named PENALTY Printing Delinquent notices may be printed in any one of five orders license order business name business Delinquent address business code or owner name Notices See Printing Options Go to Print Delinquent Notices Click on the order for more information in whi
79. ld fiscal year that are not to be applied until the new fiscal year for which the license will be issued If this option is enabled receipts reports may be printed based on either the date received or the date applied This field on the General Tab of the Business Code data is the amount of license fee that will be charged regardless of the amount of inventory or units Any fee calculated from the fee table will be added to this base fee This is equal to the Penalty Percent times the qualifying amount owed amount owed less amount exempt See Business Name This is the address that the business is located at and is also known as the Street Address See Street Address Below This is a six character field which references a record in the business code file which contains a description of the type of business and the fee structure It is shown in a field within the license record on the Fees Tab Business Description Business Name Business Phone Number City State Zip General Buttons wf Apply dq Change if err Change All i Close Che elete aa Edit T Help Help aagi 126 See Description 1 and Description 2 This is the name of the business to a maximum of 40 characters A license may be located by the business name The area code and phone number of the business The city state and zip code of the physical location of the business or the owner when displayed in the owner
80. mentally or you may drag the handle on the scroll bar to move more quickly Changes additions and deletions to the license file may be made when the list is sorted in any order 68 You can use the scroll bar at the bottom of the screen to move the display left and right In some of the lengthier fields the display may be truncated In order to see the complete contents of these fields you will need to resize their display Position the cursor at the right edge of the column heading to be resized Drag the column edge right to increase the field display size or left to decrease it Changing the display order Being able to change the order in which the browse license file screen information is displayed can meet your needs for certain tasks as well as your preferences Each of these orders is displayed as a tab above the license file column headings These tabs function almost like file folders When you click on one it brings the list in that order to the front You can then search that section for a specific license business name address etc Clicking on Business Name will sort licenses alphabetically by Business Name Owner name will do the same sorting owners alphabetically by the name as entered It is important to remember when entering an Owner name on the license to enter it last name first name if you will want to search by the last name of the Owner Adding new licenses change existing licenses
81. n will appear Which Print Range screen appears will of course depend on the order you want the business to appear in The first and last records in the license file are shown as defaults in the print range screen Enter your desired starting and ending points and click OK The program then shows you the order and range of licenses you ve chosen to print and asks you to confirm it If what is shown 1s correct click OK Otherwise choose Abort You ll be asked if you want to preview this report If you d like to see the report on the screen click OK If you chose Yes the Print Preview screen will appear See Print Preview for information on this screen If you chose No the report will be sent to the printer See Appendix B for a full size sample of this report Printing Business Details Pressing F3 will Cause the Browse License File screen to appear again 99 The Business Details report will print a list of all the information in the license file about a range of businesses in order by license number business name business address business code owner name or NAIC code zip code and utilities The details include license numbers code numbers Federal ID number date issued opened and closed Go to Print Business Details Click on the order you want the businesses sorted in Now you ll choose the payment status of the businesses to print the detail for Your choices include those fully paid unpaid those w
82. nalty such as 10 15 20 and 25 Percent Phone Report Name Reversing Receipt Social Security State Status Street Address 134 This field on the Inventory Fee Table is the percentage of the rounded inventory value which will be added to the amount in the Flat Amount field to produce the total fee amount from the fee table This is in addition to the base fee if any and is subject to the maximum and minimum limits entered on the General Tab The area code and phone number of the business owner This 20 character field is within the Custom Reports function and is the title given to a custom report A receipt entered to counterbalance another receipt for the same amount but negative so that the total is 0 The social security number of the business owner if an individual In the owner information portion of the license record the two letter abbreviation of the state issuing the driver s license This is a user defined field within the license record It will hold up to 6 characters and may be used for anything Also known as the Business Address this is the physical location of the business It 1s divided into three components Street Number 7 characters Street Name 25 characters and Suite Number 8 characters When sorted by address licenses appear alphabetically by street name then numerically by street number and then numerically by suite number Top Margin TXR File Type
83. ng Option screen appears Report Printing Option x Q Include Payment Breakdown Click on Yes or No to have the fees to which the payment was applied appear on this report The program asks you to confirm your request See Print Preview System Date 95 Double check the dates displayed on the screen to make sure they match what you wanted Click OK to proceed or Abort to cancel The program asks you if you want to preview the report If you wish to view the information on the screen choose Yes If you wish to have it print to the printer choose No If you chose No the report will be sent to the printer If you chose Yes the report will be displayed on the screen after it is generated You can view the report and then print it from the print preview screen See Appendix B for a sample of this report Go to Setup System Date Within the configuration options you can set up your Occupational Licenses Manager so that it automatically gets its system date from the computer see Configuration Options If you don t enable Auto System Data Maintenance then you ll use this function to update the system date However even if your system date is maintained automatically there are times when you need to change it for certain activities An example of this would be changing the system date so payments entered would be posted on the date received rather than the date entered A default date may be set for the apply
84. o the program Because the Occupational Licenses Manager runs under Windows it is necessary for you to have certain Windows skills to be able to use it most effectively What follows is a very brief explanation of some of the skills that would be most useful in using your Occupational Licenses Manager This is not intended to replace your Windows manual 10 If any of these is not a skill you re comfortable with you ll want to refer to your Windows manual for a complete explanation Entering information on a screen When you are entering information into many fields on a screen such as when adding a license use the Tab Key to move to the next field and Shift Tab to move to the previous field DO NOT use the Enter Key The Enter Key is the same as clicking on OK and means you ve completed your entries and are ready to move on to something else Control If you don t have a good understanding of this concept you ll spend way too much time trying to get the program to do what you want it to When you go into a window such as Browse the Master File there are two areas of the window one where the license information is and another where the License to Find field and buttons are Browse the Master File Iof x License Business Name Business Address Owner Name License Business Name Business Address Owner Name 100 Fancy Fire nt Removal Fred Fireant gt License to Find Insert 3 Edi B
85. o to Utility Renumber Licenses This utility may renumber in whole or in part Licenses may be renumbered partially by specifying the range of old numbers to be renumbered If all licenses are renumbered there will never be a number conflict If a partial renumbering is specified the licenses outside of the range to be renumbered will retain their old numbers If the new number of one of the licenses being renumbered is the same as the existing number of one of the licenses not being renumbered an error message will be displayed and the renumber process will not take place PDF Reports 103 The Master License and Cash files are affected by the renumber process The original files will be saved with a BAK extension after the process is completed If for any reason you don t want to retain the new numbers data may be restored to its old form by copying the three BAK files over the corresponding OL files before any other changes are made Please confirm This process will renumber all licenses in the specitied range starting at the speciied new number and incrementing by the specitied value tis strongly recommended that you have a curent backup of all data files OL and that no other users are processing or editing licenses at the time Are you sure you want to continue 4 Renumber License Options Beginning License to Renumber 100 Ending License to Renumber 100 Beginning New License Number ft Increment in Mew
86. on Change The Changing a Business Code For more detailed instruction on business codes refer to Entering business codes based on units and Entering business codes based on inventory If you do not want any receipts to be deleted select Deny Receipts Deletion in the Configuration Options They may then only be deleted by a reversing receipt screen will appear amp Changing a Business Code Ea General Fee able Froration Business Code 2657 ABSTRACTS OF TITLE Fee Type C Inventom f Units EMPLOYEE 0 00 Minimum Fee o0 Maximum Fee o0 Description Units Base Fee The current information about that business code is displayed Make changes as necessary Click on the other tab s Fee Table Rounding folders when inventory is selected to make changes on those pages When all the information is correct click OK Collecting license fees As payments are received on licenses they are entered into either the license file or the receipts file Instructions for entering payments through the receipts file follows this section Entering payments through the File Receipts selection is the quickest way to enter many payments for many licenses Entering payments through the license file This would normally be used only when you have a new license and after inputting the information on that license you would input the collected receipt information at the same time Pull
87. or the images as of this release The titles watermarks and signature images on forms may now be set individually for each form type This allows easy switching between different license types Instead of using Setup Printing Options Form Titles and changing the title text the titles may be changed by going to Setup and Utilities Printing Options Form Options and selecting a different form number Setup Form Titles allows creating and specifying the text printed in the titles of licenses renewal notices and delinquent notices This option is available only on certain laser forms Excluded are impact forms and private custom forms When creating a form type the default text is as displayed in Setup Printing Options Form Titles Tab The translation between the names in Printing Options and Form Titles is as follows Printing Options Form Titles City Name Header City Address Note 1 Form Title Title Form Subtitle Subtitle Form Footer Footer Signature Signature Of The window located at Setup Printing Options Form Options Tab appears identical to that in previous releases but there are subtle yet important differences There are several form layouts each for licenses renewal notices and delinquent notices The format number selected here is the ID number of the form as set up in Setup Form Titles When forms are printed the settings in Setup Printing Options Form Options will determine which form type is used an
88. orward and backward in 10 record steps as well as go to the first or last record in the file Note that if a license record is changed the change will be saved when any of the VCR Buttons is pressed If the OK Button is pressed any changes to the current record will be saved and the update window will be closed When the VCR buttons at the bottom of the window are used to scroll it is to the previous or next business not license for the business There are only two tabs at the top of the window General and License Notice the Spell Check Button The Notes field for the business is on the General Tab and the Notes field for each license is on the License Tab When data is converted from previous versions the notes field will be identical in both windows The fields on the General Tab are related to the business and thus are the same for each license Remember to use the Tab Key to move to the next field 13 The information specific to the license record 1s displayed on the License Tab When the License Tab at the top of the window is selected and the business has more than one license the business code related to each license will be shown as tabs at the bottom of the window The currently selected license will be displayed in bold type All of the information displayed will be that of the currently selected license The fees shown on the License Tab are the current fees for the license being displayed If the business has
89. ou d like to see the report on the screen click OK If you chose Yes the Print Preview screen will appear See Print Preview for information on this screen If you chose No the report will be sent to the printer See the full view of the Business Code List There are 6 utilities Some are covered in more detail under the appropriate sections Adjust Fee Rates Purge Inactive License Justify Street Numbers Go to Utility Justify Street Numbers This will run a check on the street numbers and justify them all to the right or left Blank Business Codes Merge Duplicate Businesses Go to Utility Merge Duplicate Businesses You may merge individually or mass merge Select the Surviving Business and the business that will be merged into it Pressing the License Button will allow you to browse a list of licenses associated with each business The View Button allows you to view the license form for each one 101 gt e 9 Merge Businesses Surviving Business Merging Business 001 Leo s Deli 001 Leo s Deli Select Licenses View Select Licenses Merge Close Help Purge PDF Reports Go to Utility Purge PDF Reports This utility will purge archived PDF reports Whenever a date is entered for the oldest report to retain the list of candidates for purge older than the date specified is updated Pressing the Delete Button will delete the list This utility functions similarly to the P
90. ow it changes u Program Configuration Options Disable Print Previews Create POF Report Files l Disable Hard Copy Reports W Enable Fee Calculation I Enable Penalty Calculation I Auto System Date Maintenance W Enable Fee Proration M Adjust Partial Fees Dery Receipts Deletions T Hide Disabled Menu Items Configuration will be Changed Cancel Help Apply Date Option Choose to enable or disable each of the options as explained below When you re done click on OK Enable Fee Calculation When checked fees will be calculated automatically from the fee schedules contained in the business code file If blank there will be no automatic fee calculation and each fee for each license would have to be entered manually Enable Penalty Calculation When this is checked the program will calculate penalties based on the penalty schedule If blank no penalties will be calculated and Penalty Charges will appear grayed in the selection menu Auto System Date Maintenance When this option is checked the system date of the program will be set to the computer date each time the Occupational Licenses Manager is started This date can be overridden through Setup System Date If this is blank the system date will remain unchanged until it is changed manually 20 Enable Fee Proration When checked the license fee can be prorated based on the value in the license term field e g If the li
91. ox shows you what current percentage of full size the report is displayed in You may enter a new percentage to change the size or click on the down arrow to choose 25 50 75 or 100 percent g4 All Comment 128 This button takes you to the first page of the report This button takes you to the previous page of the report This button takes you to the next page of the report This button takes you to the last page of the report This prints the current page only This box allows you to move to any page of the report You may enter the desired page number or use the up and down arrows to change the page number the current page number is displayed This box allows you to choose which pages to print You may choose All or enter ranges of pages such as 4 5 8 10 12 15 This button sends the report as is to the printer This box allows you to print any number of copies you wish You may enter the desired number or use the up and down arrows to change the number of copies This closes the report preview window without printing This is a field within the license record containing up to 40 characters which may be used for any notes relating to the business Date Closed Date Issued Date Opened Date Paid Description Description 1 Description 2 Digits 129 The date the business was closed This field is usually blank This field within the license record shows the date the license w
92. p Adding a new Business Code Ea General Bounding Fee Table Proration Business Code REST Restaurant Fee Type f Inventory C Units Description 0 00 Minimum Fee Loo Masimum Fee 0 00 Base Fee Cancel Help Type the name of the first business code to add to a maximum of six characters Type a description of the type of business to a maximum of 30 characters Click in the space next to Inventory Enter the information requested into each field When you are finished with the General Tab click on the Rounding Tab to go to the following screen When you select Nearest Lower or Upper a little box General Founding Fee T able Proration Round with a Digits Title ig Disabled appears asking you Nearest to select a numerical Lower limit of rounding See Upper Rounding Cancel Help After you have made a rounding choice click on the Fee Table Tab to go to the next screen Adding a new Business Code x General Rounding Fee Table Eroration Inventory eee Fee Amount From Flat Amount Flus Fercent 10 l 40 00 Aa o0z Cancel Help For more information on entering fee tables refer to heton ee ee Each level of the table contains a beginning and ending inventory value and a fee amount in dollars plus a specified percentage of the rounded inventory value Most fee structures can be accomplished by taking advantage of the flexibility in
93. p to 20 characters long YYMMDD is the date the document was created HHMM is the time it was created 24 hour time and UUUUU is the login name of the creator In Setup Document Path should be set to the directory where the PDF documents are to be saved If left blank they will be saved in the program directory A menu item at Print Reports PDF Reports will display all saved PDF documents and allow viewing and printing You may view the selected document by pressing the View button or double clicking on the document 105 The viewing and printing option requires that a PDF viewer be installed on the computer and registered as the handler of files with the pdf extension The Adobe Reader is distributed at no cost and is available at http www adobe com The listing of documents may be shown in order of file name date created or creator user login Dates are in descending sequence last first Only the documents created by the logged in user will be shown unless the user has Supervisor access in which case all documents are shown For those curious enough to notice details the creation time shown in the document list will differ slightly from the time as embedded in the file name That is because the file name is assigned at the time the process of generating the PDF is started whereas the time shown in the Time column is the creation time from the file directory which is the time the file is saved The difference is t
94. pts Report Receipt Date Range 8 01 00 Thru 8 01 01 Business Name Diddlydata com Inc PENALTY TRANSFER BASE 0 00 0 00 0 00 ASSOCIATES INSURANCE COMPANY PENALTY TRANSFER BASE 0 00 0 00 0 00 RALLY CAR WASH PENALTY TRANSFER BASE 0 00 3 00 0 00 RALLY RETAIL STORE PENALTY TRANSFER BASE 0 00 3 00 0 00 PENALTY TRANSFER BASE 0 00 0 00 0 00 RALLY STORES INC PENALTY TRANSFER BASE 0 00 3 00 0 00 RALLY FUEL PUMPS PENALTY TRANSFER BASE Page Amount 0 00 300 00 3 0f 3 00 28 00 3 0f 68 00 1 122 Business List City of Hotville Printed 8401401 4 30PM oe J List of Paid Licenses by License Humber Included in This Report 426 Thru 441 License Business Hame Business Address Code Telephone Fees 426 Diddlydata com Inc 5555 Warm AVENUE SO H I ADMN 123 555 5555 28 00 427 Minnesota ORANGE GROVES INC 1500 Warm AY SO VEHP 000 000 0000 6 00 428 ALLVVrongs HOME INSPECTIONS 1410 ISLAND DRIVE CONT 000 000 0000 25 00 429 Dingdong REALTY John Doe 2525 Warm AVE S SUITE L REAL 000 000 0000 25 00 431 Last Chance YACHTING INC 1609 Warm AVENUE SOUTH SUITE2C ADMN 000 000 0000 25 00 432 Dr Doom MD PA 1609 Warm AVENUE SOUTH SUITE2C PHYS2 000 000 0000 100 00 433 LAW OFFICE OF John Doe 1135 Warm AVENUE SOUTH 26 ATTY 000 000 0000 200 00 434 John Doe MD PA 1609 Warm AVENUE SUITE 2C PHYS 000 000 0000 203 00 435 Overboard CRUISES amp TOURS 1135 Warm AVENUE 230 ADMN 000 000 0000 25 00 436 INK Be US 1135 Warm AVENU
95. r some other drive If you skip this step now you may view the documentation later in the program itself Windows Skills You ll Need 9 You may link to the IMS website from within the program if you are connected to the Internet and go to Help IMS Web Site Updating from email Your CSR will send you updates in the email if you request this method of updating When you receive the emailed files for example 014348 exe w02 w03 save them immediately into the directory that your program is running in See Windows update installation instructions above to see how this is done Once you have saved all of the files you receive in the email from IMS then you may go into My Computer by right clicking on it and choosing Explore From there you simply locate the exe file and double click on it to run the installation following the instructions on the screen Remember to TYPE in which Drive and Directory you want the program to install into such as D OL Updating from a disk Insert the Update disk 1 into drive A or drive B In Win 95 98 NT right click on My Computer select explore Highlight the drive A or B that the disk is in Find the file Setup exe and double click on it See the above installation instructions for Windows updates Insert Disk 2 and 3 when prompted In all of these installations you may choose to read the release notes which are essentially the latest update information and changes t
96. re based on the values in the penalty schedule Setup Penalty Schedule and the penalty exempt status of each fee type as set in the fee types window Setup Fee Types You must change the penalty schedule to match the fees as you want them to print on the licenses The default is set to no flat penalty fees and will charge a penalty only on the license fee 30 Be aware that some of the special hard coded forms print a fixed 10 15 20 25 percent penalty regardless of the percentages in the printing options window All forms that print late amounts will use the printing options data The minimum maximum and exempt amounts in the penalty schedule are also applied This means that it is possible for the calculated penalty amount to be different from the amount printed on the forms even if the flat penalty and percent amounts are the same What was printed on the forms has no bearing on the computation as these are two separate fields In the Flat Penalty Fee field penalties are computed as a flat fee plus a percentage within the minimum and maximum amounts This means that penalties can be charged a flat amount plus the percentage for that month Enter the amount to suit your ordinances before computing penalties In the last field Plus Penalty Percent enter the percent of the amount of penalty to be owed this month such as 10 for October 15 for November 20 for December and 25 for January This is the percentage you are
97. required to select from one of these options instead of being allowed to enter anything you desire When this release is installed the status code will be assigned according to following rules If the license is flagged as inactive the status will be set to Inactive If the license term is less than 12 months the status will be set to New Otherwise it will be set to Renewed When licenses are added File Business Insert Button they are automatically given a status of New When fees for the new year are computed Compute License Fees all active licenses will be given a status of Renewed You may select a report that prints a business list for a selected status Print Business List By Status B Changing a License Record General License Hotville Water Purification License Num 4261 Status New vj Business Code Description 1 water purfication systems for livestock NAIC Code 02730000 Inventory Description 2 Date Issued 6A 7 02 Lic Term B Mos Fee Type Exempt Fee Amount Amount Paid Primary I Inactive License Printed amp Print Late E 000 oo Payment History Service E o0 a0 Date Amount Paid _ Type Receipt Num a E E E Totals o0 o0 Date Paid Date Applied x Receipt Notes r Payment Type E C Cash Check Pay C Credit Other Box Reo 2 Hp 19 If the multiple license option is installed any license of a business may
98. rinter control window will pop up when receipts are added with buttons to open the cash drawer print a receipt etc Only a single validation will be offered for each payment whether it is for a single license or a multiple license business The receipts will always be saved individually for each license however If the printer control window does not appear then there is either no assigned receipt type or no com port is specified in the assigned type When a payment for several licenses for a business are entered as a single payment using File Receipts the payment date is updated on all licenses 4 Adding a RecT ype Record General Validation Endorsement Endorsement Bk cancel Hop You may view and edit the receipts for today this month in order by license number or in order by payment date A default date may now be set for the apply date for payments When configured for apply date Setup System Date will also allow setting the apply date When payments are entered the date will be filled in automatically from the default The Browse the Cash File screen appears The License Number Tab is on top showing the cash receipts for the current day To view the cash receipts for the current month click on the This Month Tab To view all of the cash receipts for the current fiscal year click on either License Number or Payment Date to display them in the desired order Entering payments through the receipts
99. s installed all forms will print as before if no forms are created If you do not create any forms it will continue to function as before Once a form is created you must set the form numbers in Setup Printing Options to indicate the form desired If you specify a form number that does not exist the titles on the form will default to those in Setup Printing Options Form Titles The same is true for images If you do not create a form the images will print as before Ifa valid form is specified the information in the form will be used instead of the defaults If the image file name is left blank no image will print Press OK when done H Form Will Be Changed IO X General Header Title Subtitle Note 1 Signature Footer Images File Name Horizontal Position 0 000 Vertical Position 0 000 Logo watermark width 0 000 Height 0 000 Cancel Help Letters amp Letters Pull down Setup Letters The number of Labels different letters available is essentially unlimited You may add new letters or edit old ones 59 All of the contents of a letter are defined by you the user and enhanced by a system of variables which allow each letter to be personalized by a symbol consisting of a dollar sign followed by a two character code To access this list use the hot key F3 Make sure that your cursor is in the letter box to access the hot key F 3 Browse the Letters File Default on ac
100. s or browse listings No fees or penalties will be computed and receipts cannot be entered for an inactive license The only place inactive licenses will appear is in the main Browse the License File screen where they will be displayed in gray Unchecking the inactive box will restore the license to the active condition but will not perform any processing that may have been performed on all other licenses while it was set to inactive This is the dollar value of the business inventory This field is needed only if the fee schedule is based on inventory This field on the Label Formats screen contains the height of a single label The relationship between this number and the page height determines how many rows of labels will be printed on a page For example a label height of 1 0 will fit into a page height of 10 0 ten times thus the labels will print ten rows to a page This field is in inches This field on the Label Formats screen contains a descriptive name used to identify a mailing label format This field on the Label Formats screen contains the width of the label The relationship between this number and the page width determines how many labels will be printed across For example a label width of 3 60 will fit in a page width of 7 50 two times but not three times thus the labels will print two across This field is in inches Left Margin License File License Number License Term Lower Mail City
101. sinesses paid in full you are given the option of specifying the payment dates you want to include In other words Include business which paid between this date and this date The default is the current system date and can be changed to include whatever date range the user prefers With this option the user can print paid licenses daily weekly or for whatever time period chosen Enter your choices and click OK Payment Date Range Beginning Payment Date to Include 1 17 00 Ending Payment Date to Include 1171 erpi Cancel If you chose to print licenses for all licenses or those with an unpaid balance the next screen will be displayed Penalty Charges 87 Include Businesses That A print range screen appears for the order you selected license number business name business address business code or owner name Enter the beginning and ending points for the renewal notices you want to print and click OK The default for any of these categories will be the first license in that category to the last license in the category and ONLY licenses the meet all selection criteria will be printed A confirmation screen will appear showing the options you have selected Review the information If it is correct choose OK If it is not what you wanted click Cancel Once you ve chosen OK the licenses will be sent to the printer If your system is set to Enable Penalty Calculation then penalty charges may be ca
102. t installed into C Program Files Occupational Licenses the Microsoft Windows default directory if that is not the original OL directory This will not allow the update to work in the right directory either Start Windows if you ve not already done so Insert the Update disk into drive A or drive B You first need to find where your Occupational Licenses Manager program is installed l Find the icon on your main screen Program Manager and highlight the Occupational Licenses Manager icon and right click with your mouse on the icon Select File Properties and click on the Shortcut Tab The line you want to look for will be labeled as Target There you will be able to view the directory you need to place the update into Once you have determined which directory to install into you are ready to start the installation process Left click on Start Select Run from the File menu and then Browse selecting the exe file on the diskette in Drive A and double click on the exe file to begin the installation Select Destination Directory Occupational Licenses will be installed into the following directory IF you would like to install it into a different directorny dive use the browse list below Destination Directory feso C mssetup t Cg Acrobats C acroread C adobeapp C ati C aw C azertypw mm Ea The program will start installing and you will see a blue screen and then a welcome scr
103. te Close Help To change the user access information press the Change Access Level Button or Change All to change all the access levels to the same thing 21 Changing a Security Record Supervizor Supervizor Supervisar Supervizor Supervizor Superigar Supervizor Supervizor Users To enter access information for each user go to Setup Security Users It doesn t matter Whether a password is entered uppercase lowercase or a combination of the two The program considers them the same Browse the User File_ 22 Select the Insert Button and the Name of the user Password and a Security profile for that user In the Security field you can use the F3 hotkey to access the profiles and select which profile you want to assign a particular user Click OK If you fail to provide l Supervisor access to the Adding a User Record Ei security functions for at least one security profile General you will be unable to make Bente Password Security fo any additions or changes Once you have entered the information into the system a login box will appear the next time you enter the program E Occupational Licenses BEE User Mame Il Password men Print Security Profile List Go to Setup Security Print Security Profile List This report lists all security profiles and the access for each menu item It requires Supervisor access to print PDF Se
104. teps When first starting the program you will want to insert general information data into their particular files before adding businesses In the next section we will go into detail for an explanation of each of these items 15 From the main menu select Setup This will give you a menu of the various Setup items The first step is to set the Security and Security Profiles for the program typically with one supervisor having access to everything and then customizing a profile for the various users under the supervisor Next select Configuration Options which will govern how your program functions After that select on the Form Options Tab the forms to be printed Depending on your form selections you may then have to select Printing Options for the forms If you want penalty calculation select Setup Penalty Schedule and set the penalty schedule If fee calculation is enabled you must select Setup Business Codes and add a business code record for each different business code to be used Each license in the program must have a business code to calculate the fee Occupational Licenses Manager comes with a complete set of standard NAIC codes You may modify these for your own needs if necessary Go through the options and customize your system After this has been done you are ready to begin entering businesses Select File Business and begin entering data for each business You may print the information you have entered at
105. the old fiscal year that need to be applied in the new fiscal year for which the license will be issued If this option is enabled receipts reports may be printed based on either the date received or the date applied The date applied for payments made using File License Edit Button is written to the cash receipts file The date in the Date Received field is the current system date You may change the date these payments are posted by changing the date shown The date in the Date Received field is the current system date You may change the date these payments are posted by changing the date shown You may change the date these payments are posted by changing the date shown When the information is correct as shown click OK Printing licenses Licenses may be printed in any one of five orders license order business name business address business code or owner name When the total fee amount is printed on forms the prompt will show Total Paid on license forms Go to the Print menu and select License Forms Click on the order in which you want the licenses to print If you re using Form 1 dot matrix the program asks you if you want to check the alignment of the forms in the printer Most users will be using license format 2 3 or 4 which are all laser forms and in that case will not be asked to print an alignment form 85 Form Alignment Option x amp Do vou want to print an alignment Forn If you c
106. the box up or down to move more quickly Moving a window There are times when you may need to move a window to another location on your desktop To do this click on the title bar of the window and drag it to the new location Then release the mouse button Resizing a window Occasionally you may want to resize a window so you can see more of its contents To do this click on the window On a drop list press the first character of your selection to go directly to it 12 Then point to a corner or border of the window the cursor will become a double headed arrow Drag the mouse until the window is the desired size and then release Window Setup Go to File Business or any other main screen Then go over to Windows from the main list and open that at the same time This allows you to customize your viewing capabilities Tile Cascade Arrange Icons Quick Tip Keys F1 brings up a Help menu for quick and easy explanation of terms If you are in a date field press F3 which is invaluable in IMS programs will bring up a a calendar in a date field or pop up list in many other fields Always try it if you need to select from a list to see if it is available this way Press the Escape Key to release it Right clicking on the Mouse Button will also display selections if available ul Mol Tul Ae th Erfa Using the Clipboard Go to Edit This menu contains the standard Windows editing functions using the clip
107. the fee table Enter the information requested for each level When you reach the highest level of the fee table press the End Key in the To field The Misc Tab in the license record is where the inventory value of the business is entered 40 This will set the value to 99 999 999 999 and erase all subsequent levels When complete click OK To enter more business codes click on Insert Inventory based example The business ordinance reads as follows MERCHANTS Other than those specifically mentioned having a stock of merchandise the value of which is a 5600 00 or more but less than 4 000 00 20400 b 4 001 00 but less than 10 000 00 lt 4 4 4 40 0 0 S10 001 00 but less than 20 000 00 80 00 O 20 001 00 but dess than 30 000 00 120 00 e 30 001 00 but less than 50 000 00 444150 00 T More than 50 000 00 180 00 The code would be set up as follows Adding a new Business Code Ea General Bounding Fee Table Proration Business Code MERCH Description Merchants wy stock Fee Type f Inventory Units Base Fee 0 00 Minimum Fee 20 00 Maximum Fee 200 00 Rounding The Digits field does not appear if rounding is disabled 41 Adding a new Business Code x General Rounding Fee Table Eroration Inventory Yalue Fee Amount From To Flat Amount Plus Percent Cancel Help Blank Business Codes Go to Util
108. this does not adjust fee amounts in individual licenses only those in the business codes The new fees would apply when fees are computed using Compute License Fees or when a new license is added w Percentage Adjustment ME Ed Percent fins Cancel Confirm Request x Or All Business Code flat fees by 2 00 percent Go to Print Renewal Notices Click on the order in which you want the notices to print Renewal notices may be printed in any one of six orders license order business name business address business code or owner name When the total fee amount is printed on forms the prompt will show Total Due on renewal and delinquent forms The logo will not print on the renewal form by business address 1f the form does not specify a logo 117 See Printing options If you re using Form 1 dot matrix the program asks Jormore a a you if you want to check the alignment of the forms in the printer Form Alignment Option x Q Do pou want to print an alignment torn If you choose Yes a test form will be sent to the printer You will be given the opportunity to print as many test forms as you need to If you choose No the program will continue with the next prompt When license fees are Now yovw ll choose the payment status of the a r uii phir 2 ie businesses to print licenses for Your choices include ai KERES re unpaid those fully paid unpaid those with unpaid balances You would normall
109. ting device supported by Windows General Ledger versions 4 254 or higher to allow transfer of revenue to General Ledger Accounts Payable version 3 211 or later for viewing vendor occupational licenses Building Permits 4 241 to allow it to query Occupational Licenses data for contractor occupational licenses Installation of Updates Windows Basics for 95 98 NT Users 6 The new IMS demo and option control system works for existing users who have a license file containing installed options If there is no license file then certain options will not be installed on all systems The Demo program expires 30 days after it is first used The IMS menu system allows running all installed IMS programs from a single login bypassing individual program logins and splash screens This is where it all begins The original program will be installed by your Customer Support Representative CSR You will need to periodically install updates as new information 1s added to the program As long as your update is saved and installed into the correct directory it will be used by the original program When installing TYPE in the directory ex C OL or D IMS OL or G OL you want the program to go otherwise it tends to default to a directory that it creates below the main directory C OL Occupational Licenses This means the program will not be installed into the original OL directory and consequently not work You also do not want i
110. tles the Form Type field specifies the general form category license renewal or delinquent This field in conjunction with the form option field specify the form layout which will be used The name of the specified layout will be displayed and the tabs for titles that are available on that layout will be displayed Ifa tab is not shown it means the title may not be changed This window also serves to indicate if an invalid form layout is selected However it is possible to select a form layout that is available in more than one form category such as license and renewal 54 If a renewal form is specified in Setup Printing Options as the license form for example the form printed will be the license form not the renewal form The titles printed on the form will be those from the specified form even though it is identified as a renewal form Itis up to the user to make sure the form types agree with the form layout specified in each When editing form titles in Setup Form Titles the title fields may allow multiple lines and very long text But the limiting factor is the form layout To be safe you should limit the size of any text to that which is allowed in Setup Printing Options Form Titles Tab 79 Browse the Forms File ID Rey Name Rey by Type Insert Change Delete Close Help To create a new form title press the Insert Button To edit and existing press the Change Button or the Delete Button to del
111. tup Configuration Options 23 Ruw 100102 T145 Cocupational Lionnans Security Profiles Page l ID Profile Hama Manu ham Access 1 Supenaser Fila Supervisor Laterse Supriti Raceipte Supenigor Print Saa Super ene Exil Supriti Compute Supervisor Leting Finet Supra Panay Changes Supeniaor Print Superior Leterrse Foriri Supers By License Murnber Supenigor By Busines4 Mane Supis By Business Address Up ero By Business Code Supenisor Bly Chemnar Marne Super oir Rlereeral Notices uperarsor By License Nurmber Supenisor By Business Mani Supra By Business Address SoU Pe Oe By Businges Code Supervisor By Demer Marne Supernrsor Delinquent Netices Supenigor Go to Setup Document Path PDF reports are stored here The PDF report will also need to be setup under Setup Configuration Options Create PDF Reports Change Document Path Document Path c Simsar pd This section is to customize your Occupational Licenses Manager to the way you work There are nine options contained within the configuration options window each of which can be enabled by putting a check mark in the box next to the option or disabled by leaving the box blank Go to Setup Configuration Options What screens and fields pop up throughout this program will depend upon what you have selected in the Configuration Options area If your screen does not match the manual picture go back and either enable or disable the area to which it pertains to see h
112. ve businesses or inactive businesses You may choose either or both options 109 When printing in an order corresponding to a field in the master business file all licenses for a business will be included This includes license number business name or address owner name zip code and any of the user defined fields If printing in business code or NAIC code order these fields are in the license record the report or forms will include only those licenses that qualify according to the parameters specified and will not necessarily include all licenses for a particular business By License Number By Business Name By Business Address By Business Code By Owner Hame By HAIC Code By CITY CN Ty By NUMBER By TEST Select the range from which to print This box will appear no matter which method you choose in step 1 Example 1 By name amp Business Name Print Range Ea Beginning Business Name be s Ending Business Mame Zusi s Fashions Cancel 110 To create a new form letter Select Letter To Print x see Letters 7 CE H Close Help The program will begin processing the report You will then be taken to the preview screen where you can decide if you want to print the letter as it is Generating Report G To make changes repeat these steps and make different selections To make changes to the letter itself go back to the Setup Letters and make your changes there You may
113. want to give your new letter a different name if you want to keep the old one as it is Labels Go to Print Mailing Labels Click on the order you want the businesses printed by See Print preview See also Label Formats 111 By License Number By Business Name By Business Address By Business Code By Owner Hame By MAIC Code By ip Code By CITY CN TY By NUMBER By TEST The program asks you if you want to preview the report If you wish to view the information on the screen choose Yes If you wish to have it print to the printer choose No You may also select to print active only inactive only You ll now choose whether to print the business address or the mailing address on the labels The default is the business address Click on the down arrow to see your other choice When you have chosen click OK Now you ll choose the payment status of the businesses to print labels for Your choices include those fully paid unpaid those with unpaid balances or all The default is those which are fully paid Click on the down arrow in the field to see the other options When you ve made your selection click OK A print range screen appears for the order you selected license number business name business address business code or owner name Enter the beginning and ending points for the labels you want to print and click OK The Browse Label Formats screen appears Printing the NAIC Code List
114. y Or all The default is those which Are Fully Paid want to select all Click on the down arrow to highlight Unpaid and at this option click OK Include Businesses That Cancel A print range screen appears for the order you selected license number business name business address business code or owner name Enter the beginning and ending points for the renewal notices you want to print and click OK How Fees are Calculated 118 A confirmation screen will appear showing the options you have selected Review the information If it is correct choose OK If it is not what you wanted click Cancel Once you ve chosen OK the notices will be sent to the printer When your Occupational Licenses Manager is installed you make choices about fee and penalty calculations and prorating These choices are called Configuration options Under normal conditions you d have no reason to change these However if your renewal notices are not what you expected you might review your choices there 119 Appendix A Parent Child Relationship Rules June 2001 All of the IMS program databases have parent child relationships It is generally bad practice to allow a database to accumulate orphans which are child records whose parent has been deleted Parent deletions can be done in one of two ways depending on the individual situation either you delete all children when the parent is deleted cascade or deny if th
115. y see a display similar to this Licenses which appear in gray type are inactive 4 Fapments Fees You can click on either the left or right arrow to move the display u Browse the Master File Iof x License Business Name Business Address Owner Name Business Address 100 F Fire nt Removal Fred Fireant gt License to Find A Insert Saer A Delete G Fees G Payments E Close Help The Payments Button leads to the Receipts file Payments may be made from this license window but is not recommended because it does not allow entering a receipt number or specifying the type of payment See Entering Payments through the Business File further along in the manual See Entering Payments through the Receipts File to properly enter payments When this button is pressed the window opened will list all payments for the selected business each identified by the business code to which each was applied The Fees Button leads to a condensed version of File Business Edit Button Fees Tab see the Changing License Fees window If the business has more than one license a pair of VCR buttons will appear These may be used to scroll forward and backward through the licenses for the business In this window you can see the license number business code business name and number and street name but you can t see the suite number the owner s name or the NAIC code incre
116. you don t want You may view them as well by pressing the View Button Oldest Date to Retain is the date of the earliest report you want to keep The Date and Creator tabs simply allow you to view the reports by those categories 107 78 PDF Documents Name Date Creator Oldest Date to Retain gg G view iP Delete Eo Custom Go to Print Custom Reports Run Report As an option to the Occupational Licenses Manager you Reports may create and print custom reports This feature allows running reports created by the Clarion Report Writer 5 0 runtime system Browse Custom Reports E By Name By Description By File Hame File Name Diploma Example of using images on a detail Ex TAA TA Diploma Example of using images on a page EXTRA TA Enrolltensus Census of Students Enrolled Ri TUTOR TF ea MailingLabels Labels for Seminar Announcement Rw TUTOR TA MemberLabels Mailing Labels for Members VIDEO THA MembershipCard Membership Cards VIDEO THA MoweList List of Mowies In Stock ln Categorii WIDEO TA NameB adges Name Badges for General Assembly EXT AA TA RelationalReport Creating the Enrollment Report by U Rw TUTOR 2 THA Report Spaces By Cemetery CLREPORT TA Report Arrayed fields test PRHEADER TA StudentPhoneLig Student Phone List sorted by Stude Ai TUTOR TA StudentPhoneLig Student Phone List sorted by Name A TUTOR TA l M Preview Report g Print Report tik
117. ze Year Options M Print Summary Report tik Cancel Help If checked Apply Credit Balance it will be applied toward the newly computed fees if the license had a credit balance effectively reducing the new fees by the amount of the credit If the license had an outstanding balance it will also be carried forward and added to the fees for the new year Users of this option should be wary of the possible conflict between this option and the Apply payments after xx xx xx to new fiscal year option If a date is entered and the credit balance is a result of a payment made after the specified date it will be applied both as a reduction of the new fee and a payment Click on Yes if this is acceptable The program will begin processing records This process clears all fees for each license process and recomputes fees If any fees have been added manually they will be lost The progress bar will let you know how the procedure is progressing Confirm Initialize Process 2 Recompte Fees tor All Licenses in Specited Range Printing Renewal Notices 116 Adjust Fee Rates Go to Utility Adjust Fee Rates This utility will adjust the base fee amount of all business codes by a specified percentage Only business codes with a type of U and with a blank Units field are affected If the business code has a maximum fee amount and the new base fee exceeds the maximum the maximum will be adjusted upward to match Note that

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