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MSI – Parking Tickets Version 4.0

User’s Guide

Municipal Software, Inc. 1850 W. Winchester Road, Ste 209

Libertyville, IL 60048 Phone: (847) 362-2803

Fax: (847) 362-3347

Contents are the exclusive property of Municipal Software, Inc. © Copyright 2005. All Rights Reserved.

Municipal Software, Inc. MSI-Parking Tickets User’s Guide

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TABLE OF CONTENTS

PARKING TICKETS LOGON SCREEN ................................................................................................ 3

0.00 PARKING TICKETS SYSTEM MAIN MENU ................................................................................. 4

1.00 TICKETS ....................................................................................................................................... 6 1.10 TICKET ENTRY.......................................................................................................................... 6 1.20 NOTICE PROCESSING............................................................................................................ 14

2.00 RECEIPTS................................................................................................................................... 20 2.10 ENTER CASH RECEIPTS ........................................................................................................ 21 2.20 LIST CASH RECEIPTS............................................................................................................. 24 2.30 PRINT DISTRIBUTION JOURNAL............................................................................................ 25 2.40 POST TO GENERAL LEDGER................................................................................................. 26 2.50 UPDATE CASH RECEIPTS...................................................................................................... 28

3.00 INQUIRY...................................................................................................................................... 29

4.00 REPORTS ................................................................................................................................... 31 4.10 PARKING TICKETS REPORT .................................................................................................. 32 4.20 AGED RECEIVABLES REPORT............................................................................................... 33

5.00 MAINTENANCE .......................................................................................................................... 34 5.01 LICENSE PLATE MAINTENANCE............................................................................................ 35 5.02 VIOLATION CODES ................................................................................................................. 37 5.03 VEHICLE TYPE CODES........................................................................................................... 39 5.04 LOCATION CODES.................................................................................................................. 40 5.05 STATUS CODES...................................................................................................................... 41 5.06 VEHICLE MAKE CODES .......................................................................................................... 42 5.07 VEHICLE MODEL CODES........................................................................................................ 43 5.08 VEHICLE COLOR CODES........................................................................................................ 44 5.09 OFFICER CODES..................................................................................................................... 45 5.10 USER DEFINED CODES.......................................................................................................... 46 5.11 FEE SCHEDULE CODES ......................................................................................................... 47

6.00 SUPPORT ................................................................................................................................... 48 6.10 SYSTEM DEFAULTS................................................................................................................ 49 6.20 PARKING TICKET PURGE....................................................................................................... 51 6.30 CREATE ASCLL FILE................................................................................................................ 53

7.00 HELP MENU................................................................................................................................ 54

APPENDIX A – REPORTS.................................................................................................................. 55 AGED RECEIVABLE REPORT WITH AN ISSUE DATE RANGE AND VIOLATION CODES............. 55 AGED RECEIVABLE REPORT WITH A TICKET NUMBER RANGE................................................. 56 PARKING TICKET REPORT WITH AN ISSUE DATE RANGE AND VIOLATION CODES................. 57 PARKING TICKET REPORT WITH A TICKET NUMBER RANGE..................................................... 58


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PARKING TICKETS LOGON SCREEN

Enter your assigned password and click “OK”. Note: Based on the access rights attached to your password, different menu levels will be made available to you.

This icon denotes that the information following the phrase “The idea is...” provides the user with an explanation of the logic the system uses during processing. If there are parameters that need to be met for the system to function appropriately, they will be stated in this explanation. It is designed as a supplement to the instructional information contained in this user guide in order to give the user greater insight into the operations that are running in the background while they are performing specific operations.


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0.00 PARKING TICKETS SYSTEM MAIN MENU This is the main menu for the MSI Parking Tickets System. You can access each option in the system here and all processing begins with this toolbar.

The following options are available: File This option exits processing from the MSI-Parking Tickets System and returns you to your desktop. Tickets This option is used to enter Ticket information, including License Plate Information, Violation Information, Vehicle & Owner Information, Ticket Status, Notice Information, Court Information and Financial Information. Receipts


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This option is used to process all cash receipt entries. It allows you to make cash receipt entries, print a listing of those entries, post the receipts to the General Ledger and update the receipts to the Parking Tickets balance(s). Inquiry This menu is used to make inquiries into the parking ticket data. It allows you to view the ticket information, but no changes can be made to it within the inquiry screen. Reports This menu option lists the printed reports available in the MSI Parking Ticket system. Maintenance All codes used throughout the MSI Parking Ticket System are entered and maintained here. Support This option is used to set system defaults, purge obsolete parking ticket information, and create an ASCll File to send output to a collection company. Help This section offers different methods of contacting Municipal Software, Inc. and contains important program information. System Icons

This icon will save the information that currently displays on screen.

This icon will allow the user to enter a new record. It cancels the current changes and brings the screen back to its original appearance.

This icon will allow the user to delete the current entry.

This icon will allow the user to exit the screen in which they are currently working, and return to the previous program or the main menu.

This icon provides the user with information needed to contact the MSI support staff. It also provides a form that can be printed and faxed to MSI customer support.

This icon appears in the toolbar when a printed report of the on-screen information is available to the user. Clicking on the icon brings up the user’s print dialog box.

This icon appears on the screen to the right of those fields that allow look up access to valid entries. Refer to page 10 for an explanation of a look up box.

By selecting the multi page icon located on the toolbar at the top of Ticket Entry Screen 1, the user will be taken to Ticket Entry Screen 2.


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1.00 TICKETS WHAT ARE “TICKETS”? From the ‘Tickets’ menu, you can enter parking ticket information and print notices for overdue parking tickets. HOW DO I ENTER A TICKET? From the MSI Parking Tickets System Main Menu click ‘Tickets’, then select ‘Ticket Entry’ from the drop down list. This will take you to the Ticket Entry Screen 1. 1.10 TICKET ENTRY TICKET ENTRY SCREEN 1

The following fields are used in Ticket Entry Screen 1. After each field is input, press tab to accept the information and proceed to the next field.


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ENTRY Ticket #

Enter the ticket number from the hard copy of the parking ticket, or use the binocular icon to the right of the field to look up a previously entered parking ticket.

Plate #

This field identifies the license plate number of the vehicle for which the violation has been issued, and is entered from the hard copy of the parking ticket.

Plate State This field identifies the license plate state of the vehicle for which the violation has been issued, and is entered from the hard copy of the parking ticket. If the license plate number has already been set up in license plate maintenance, this information will automatically populate.

Plate Mo/Yr

This field identifies the license plate month and year of the vehicle for which the violation has been issued, and is manually entered from the hard copy of the parking ticket. If the license plate number has already been set up in license plate maintenance, this information will automatically populate.

Sticker #

This field identifies the sticker number of the vehicle for which the violation has been issued, and is manually entered from the hard copy of the parking ticket. If the license plate number has already been set up in license plate maintenance, this information will automatically populate.

Sticker Year

This field identifies the sticker year of the vehicle for which the violation has been issued, and is manually entered from the hard copy of the parking ticket. If the license plate number has already been set up in license plate maintenance, this information will automatically populate.

In City?

This field identifies whether the vehicle for which the parking ticket was issued is registered with the municipality in which the ticket was issued. This information is manually entered from the hard copy of the parking ticket.

VIOLATION INFORMATION Issue Date From the hard copy of the parking ticket, enter the issue date of the ticket. Time

From the hard copy of the parking ticket, enter the time the ticket was issued. Officer

From the hard copy of the parking ticket, enter the name of the officer who issued the ticket. Clicking on the binocular icon to the right of the field will provide a look up of available officer codes.

Location

Enter the location where the violation listed on the parking ticket occurred. Clicking on the binocular icon to the right of the field will provide a look up of available location codes.


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Violation(s)

Enter a description of the violation for which the parking ticket was issued. The binocular icon to the right of the violation code field will provide a look-up of predefined violations that have been set up in the system.

Violation Fee(s)

The fee associated with the parking violation will populate from the violation codes entered above. Due Date From the hard copy of the parking ticket, enter the date on which the fee is due. VEHICLE DESCRIPTION & OWNER INFORMATION If the MSI Vehicle Licensing system is installed, any plate number entered in the MSI Parking Tickets system will search for a match in the MSI Vehicle License system and the following fields will automatically populate.

Type Enter the type of vehicle for which the ticket was issued. A look up is available by clicking on the binocular icon to the right of the field.

Make

Enter the make of the vehicle for which the ticket was issued. A look up is available by clicking on the binocular icon to the right of the field.

Model

Enter the model of the vehicle for which the ticket was issued. A look up is available by clicking on the binocular icon to the right of the field.

Color

Enter the color of the vehicle for which the ticket was issued. A look up is available by clicking on the binocular icon to the right of the field.

Additional

Use this field to enter additional information concerning the vehicle and/or owner to whom the ticket was issued. This field is limited to 30 characters.

DL #

Enter the Driver’s License Number of the person to whom the vehicle receiving the parking ticket is licensed.

Name (L) Enter the last name of the person to whom the vehicle receiving the parking ticket is registered. Name (F) Enter the first name of the person to whom the vehicle receiving the parking ticket is registered. Address Enter the address of the person to whom the vehicle receiving the parking ticket is registered.


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City Enter the city in which the person receiving the parking ticket resides. State

Enter the state in which the person receiving the parking ticket resides.

Zip Code Enter the zip code of the person receiving the parking ticket. Birth Enter the date of birth of the person receiving the parking ticket. When the user wishes to save what has been entered or modified, simply click the ‘OK’ button. This will save the information and allow entry of the next ticket. If all tickets have been entered, the user can click the ‘Exit’ button to exit the Ticket Entry screen.

‘OK’ will save the ticket information that has been entered & refresh the screen.

‘Cancel’ will clear what has been entered and allow re-entry.

‘Delete’ will delete the displayed parking ticket.

‘Exit’ will exit the user from the program option and save the data entered.


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Parking Ticket Entry Field Properties

Field Name Required? Default Look Up Available

Source

ENTRY Ticket # Yes No Yes Screen Entry Plate # Yes No Yes Screen Entry Plate State No No No Screen Entry Plate Mo/Yr No No No Screen Entry Sticker # No No No Screen Entry Sticker Yr No No No Screen Entry In City? No No No Screen Entry VIOLATION INFO Issue Dt No No No Screen Entry Time No No No Screen Entry Officer No No Yes Officer Codes Location No No Yes Location Code Table Violation No No Yes Violation Code Table Violation Fee No No No Screen Entry Due Date No No No Screen Entry VEHICLE/OWNER INFORMATION

Type No No Yes Type Code Table Make No No Yes Make Code Table Model No No Yes Model Code Table Color No No Yes Color Code Table Additional No No No Screen Entry DL # No No No Screen Entry Name (L) No No No Screen Entry Name (F) No No No Screen Entry Address No No No Screen Entry City No No No Screen Entry State No No No Screen Entry Zip Code No No No Screen Entry Birth No No No Screen Entry


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Look up Boxes If the binocular icon appears to the right of any field, clicking on it will allow the user look up access to valid entries. The look up box that appears once the user clicks the binocular icon also allows the user to click on any of the non-italicized headings to sort the entries by that field.


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TICKET ENTRY SCREEN 2

The following fields are used in Ticket Entry Screen 2. After each field is input, press tab to accept the information and proceed to the next field. ENTRY

Ticket # Enter the ticket number that is located on the hard copy of the parking ticket. Plate #

Enter the plate number from the hard copy of the parking ticket.

Issue Date Enter the issue date of the parking ticket. Owner Name Enter the owner name of the vehicle to which the parking ticket was issued. Ticket Status Enter the status of the parking ticket, typically ‘Open’ or ‘Closed’, based on whether the fine associated with the violation has been paid.


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Ticket Comments

This field provides the user an option to enter free form comments of up to 40 characters per line regarding this particular parking ticket.

1st Notice Date This date automatically populates once a first notice is generated via the ‘Notice Processing’ function under the ‘Tickets’ submenu.

2nd Notice Date

This date automatically populates once a second notice is generated via the ‘Notice Processing’ function under the ‘Tickets’ submenu.

3rd Notice Date

This date automatically populates once a third notice is generated via the ‘Notice Processing’ function under the ‘Tickets’ submenu.

Sent to Collection This is the date this ticket was sent to a collection agency for collection. Court Date Enter the court date from the parking ticket. Court Time Enter the court time from the parking ticket. FINANCIAL DATA Violation Fee(s)

This field will automatically populate based on the violation codes entered on screen 1 of parking ticket entry.

Penalty Amount This field will automatically populate based on your predetermined fee schedules, which are defined under the maintenance menu. However, this field can also be manually adjusted.

Court Fees Enter any additional court fees associated with the parking ticket. Balance Paid

This field automatically populates as payments are applied in the cash receipts menu of the system.

Last Payment Date This field automatically populates as payments are applied in the cash receipts menu of the system.

Balance Due

This field will automatically populate based on the payments entered against this particular parking ticket.


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1.20 NOTICE PROCESSING WHAT IS A NOTICE? A notice can be generated for those parking tickets that have not been paid and are considered past due. A penalty can be added at the creation of either the first, second, or third notice. HOW DO I PROCESS A NOTICE? From the MSI Parking Tickets System Main Menu click ‘Tickets’, then select ‘Notice Processing’ from the drop down list. Doing so will provide you with the following drop down menu:


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CREATE NOTICE WORKFILE

From the choices listed, select the Type of Notice being created. The choices are 1st Notices, 2nd Notices, or 3rd Notices. Enter the date of the notice run in the “Notice Date” and then click “OK”.

The idea is... in order for a ticket to be included in the notice run…

1. The balance on the ticket cannot be zero. 2. The “due date” on the ticket cannot be greater than the “notice date” entered on the screen. 3. If running 1st notices, the 1st notice date on the ticket has to be blank. 4. If running 2nd notices, the 2nd notice date on the ticket has to be blank or the 1st notice date on

the ticket cannot be blank. 5. If running 3rd notices, the 3rd notice date on the ticket has to be blank or the 2nd notice date on

the ticket cannot be blank. 6. The program then calculates the number of days it is between the “due date” on the ticket and

the “notice date” entered on the screen. 7. If running 1st notices, when the number of days between the due date on the ticket and the

notice date entered on the screen is less than the number of days for 1st notices stored on the


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fee schedule for the fee code on the ticket, then the penalty amount is applied and the ticket is added to the notice file.

8. If running 2nd notices, when the number of days between the due date on the ticket and the notice date entered on the screen is less than the number of days for 2nd notices stored on the fee schedule for the fee code on the ticket, then the penalty amount is applied and the ticket is added to the notice file..

9. If running 3rd notices, when the number of days between the due date on the ticket and the notice date entered on the screen is less than the number of days for 3rd notices stored on the fee schedule for the fee code on the ticket, then the penalty amount is applied and the ticket is added to the notice file.

PRINT TICKETS TO RECEIVE NOTICES

Selecting this option from the “Notice Processing” drop down menu will bring you to the following screen:

Select “OK” to print a report of overdue tickets and the penalties they will receive.


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REMOVE TICKETS FROM NOTICE FILE

Selecting this option from the “Notice Processing” drop down menu will bring you to the following screen:

In the ‘Ticket’ field, enter the number assigned to the ticket you wish to remove from the Notice Workfile. The balance of the information on this screen will populate based on the ticket number entered. Click “OK” to remove the ticket from the notice run. PRINT NOTICES

The ‘Print Notices’ menu provides you with three choices for which you can print notices:


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When First Notices are printed, the notice will read “LATE NOTICE”. When Second Notices are printed, the notice will read “SECOND NOTICE”. When Third Notices are printed the notice will read “THIRD NOTICE”. Select the appropriate option to print notices for mailing to late paying offenders. The screens for Printing 1st, 2nd, and 3rd Notices are identical to the below screen, except the Title Bar will read differently:

The ‘Heading’ and ‘Message’ fields are user definable. The ‘Heading’ will print at the top of the notice; the ‘Message’ will print in the footer. Both fields are entered once and thereafter will automatically populate – unless the user chooses to enter a new heading and/or message. Click “OK” to print the notices.


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UPDATE NOTICES Selecting the ‘Update Notices’ option allows the user to add the penalties to the outstanding tickets and update the ticket status. Selecting the ‘Update Notices’ option brings the user to the following screen:

If the tickets in this notice run should be updated with a new status code, enter the appropriate code in the designated field. This code will be applied to all the tickets in the workfile once the update process is completed. Click “OK” to add the penalties to the outstanding tickets and update the ticket status


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2.00 RECEIPTS This option is used to process all cash receipt entries. It allows the user to make cash receipt entries, print a listing of those entries, post the receipts to the General Ledger, and update cash receipts to reflect payments to the Parking Ticket system.

The following menu options are available: Cash Receipts Entry This program allows the user to manually enter payments received for parking ticket violations. These payments are entered in a batch to identify the grouping of receipts. List Cash Receipts This option prints a batch of payments that have been entered but not yet updated to the customer accounts. This print out can be requested for all open batches or for a specific batch. Print Distribution Journal This option prints a distribution journal of payment activity based on batch numbers as it relates to the MSI-General Ledger. Post to General Ledger This option posts the contents of the Distribution Journal to the MSI-General Ledger. Update Cash Receipts This option applies the payments (by batch number) to the parking ticket account balances. Until this option is selected, the payment amounts entered will not appear in the Ticket Inquiry or Ticket Entry screens, or on the printed reports.


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2.10 ENTER CASH RECEIPTS WHAT IS CASH RECEIPT ENTRY? This program is used to enter cash receipts to record the payments made against parking tickets. HOW DO I ENTER A CASH RECEIPT? From the Parking Tickets System Main Menu click ‘Receipts’ then select ‘Cash Receipt Entry’.

The following fields are used to enter a cash receipt. After each field is input press tab to accept the information and proceed to the next field for entry. CASH RECEIPTS SUMMARY

Batch # This is a unique number used to identify a batch of payments. The suggested format of the number is in the date format YYMMDD. This format allows for an easier look up on a batch using the binoculars.


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Paid Date This is the date the cash is received. This date defaults to the PC’s system date, but can be modified. Control Total This is a reference total of all receipts in the batch. The control total must match the total receipts in the batch or the following error message will display.

CASH RECEIPTS DETAIL

Entry # The entry number is a numeric listing of the receipt detail. Ticket # Enter the Ticket Number of the violation for which payment is being made. Click the binoculars for a look up box. Plate # This field lists ‘Plate Number’ of the vehicle to which the parking ticket was issued. This field will automatically populate once the ticket number is entered. State Once the ‘Ticket Number’ is entered, the state will automatically populate into the ‘State’ field. Name Once the ‘Ticket Number’ is entered, the Name will automatically populate into the ‘Name’ field. Amount Once the Plate Number is entered, the amount owed will populate into this field. The payment amount can be modified by highlighting the field and keying in the new dollar amount. If the cash amount entered is less than the fee for the parking ticket, a warning message will display notifying the user that “the amount tendered is less than the balance due”:


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When the user clicks ‘OK’, the screen will ask if the user wishes to write off the remainder of the balance:

Selecting ‘Yes’ will change the status code that displays on Ticket Entry screen 2 to the “Write Off” ticket status code specified in System Defaults. This notifies the parking ticket system that the dollar balance remaining on the parking ticket will be written off.

Click to add receipt detail to a batch.

Click to remove receipt detail from a batch.

Total The total is the sum of the receipts entered. The ‘Total’ must match the ‘Control Total’ before processing can continue.


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2.20 LIST CASH RECEIPTS WHAT IS LIST CASH RECEIPTS? This program is used to print a listing of cash receipts entered into a batch of receipts. HOW DO I LIST CASH RECEIPTS? From the Parking Ticket System Main Menu click ‘Receipts’ then select ‘List Cash Receipts’.

The following fields are used to print an open cash receipt batches detail. After each field is input press tab to accept the information and proceed to the next field for entry. All Open Cash Receipts Batches Select this radio button with a mouse click to print a report of all open batches. Cash Receipts for a specific Batch Select this radio button with a mouse click and enter in the specific batch number to print a report reflecting the receipt detail of the specified batch.


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2.30 PRINT DISTRIBUTION JOURNAL WHAT IS PRINT DISTRIBUTION JOURNAL? This program is used to print the cash receipt activity to be posted to the General Ledger. It also creates the work file that is used in the next step, ‘Post to the General Ledger’. HOW DO I PRINT THE DISTRIBUTION JOURNAL? From the Parking Ticket System Main Menu click ‘Receipts’ and select ‘Print Distribution Journal’. The following fields are used to print a Distribution Journal. After each field is input press tab to accept the information and proceed to the next field for entry.

Batch Number Enter the number of the cash batch to print the distribution journal. A cash batch number is required. Click the binoculars for a list of the cash batches. Entry Date The entry date of the cash batch defaults into this field. It can not be changed. It is the date when the receipts were entered into the cash batch.


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Journal Number This is the name of the journal that will post to the General Ledger. The Parking Ticket journal will always begin with PK. The suggested date format for the journal name is YYMMDD. Journal Date: Defaults to the current computer calendar date. It is the date that the journal is created. Accounting Period Identifies the General Ledger accounting period to which the journal will be posted. Fiscal Year: Identifies the General Ledger fiscal year to which the journal will be posted. 2.40 POST TO GENERAL LEDGER WHAT IS POST TO GENERAL LEDGER? This program is used to post the distribution journal to the General Ledger. HOW DO I POST TO GENERAL LEDGER? From the Parking Ticket System Main Menu click ‘Receipts’ and select ‘Post to General Ledger’.


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Note: The first 6 fields will populate with the data that was keyed in when printing the Distribution

Journal. Post Summary Information? Enter a ‘Y’ to post a summary journal (one entry for the net amount posted to a given General Ledger account number). If you want to post a detail journal (a line for each cash receipt), then enter a ‘N’ in this box. Print the Posted Journal? This option will print a report which shows how the data posted to the General Ledger. MSI recommends that this option is always taken and compared to the Distribution Journal to insure that there were no issues encountered during the Post. To print the posted journal enter a ‘Y’, otherwise enter a ‘N’.


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2.50 UPDATE CASH RECEIPTS WHAT IS UPDATE CASH RECEIPTS? This program is used to update the cash receipts to reflect the payments collected against parking tickets. HOW DO I UPDATE CASH RECEIPTS? From the MSI Parking Ticket System Main Menu click ‘Receipts’ and select ‘Update Cash Receipts’.

The following options are available:

All Open Cash Receipt Batches This option will update all receipts in all batches that have not previously been updated. Cash Receipts for a specific Batch This option allows you to enter the specific batch that you want to update. Click the binoculars for a list of all open batches in the database.


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3.00 INQUIRY WHAT IS INQUIRY? Inquiry allows you to display the parking ticket detail, but does not allow you to edit the information. HOW DO I ENTER AN INQUIRY? From the Parking Ticket System Main Menu click ‘Inquiry’, then select ‘Ticket Inquiry’.

The following fields are available in Parking Ticket Inquiry:

Select the parameters of your inquiry from the options provided, and then click the ‘OK’ button at the bottom of the screen to display the results of your inquiry.


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Selection The upper portion of the ‘Selection’ box enables the user to select the order in which they would like the inquiry to display. The sort order choices are: Ticket Number, Plate Number, Name, or Address. There is also a check box that will allow the user to narrow the range of his/her order selection by entering a range for the selected order. Once that box is checked, two fields will appear for the user to narrow the range of his/her order by entering specific range criteria. The bottom portion of the ‘Selection’ box enables the user to enter additional criteria for the inquiry. The options are: range of dates, by specified codes, or only tickets with a balance due. If inquiring by specified codes, the user can enter up to 10 codes per checkbox. Once the criteria are selected and the user clicks ‘OK’, a ‘Currently Processing’ box will appear at the bottom of the screen. This box displays the sequential processing of ticket numbers as the system completes the inquiry. INQUIRY DISPLAY (RESULTS):

When results are displayed, simply double-click on any ticket line to view the details of the ticket.


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4.00 REPORTS WHAT ARE REPORTS? The Reports menu allows you to print reports within the Parking Ticket system. HOW DO I CREATE REPORTS? From the MSI Parking Ticket System Main Menu click ‘Reports’, then select from one of the available options:


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4.10 PARKING TICKETS REPORT WHAT IS THE PARKING TICKETS REPORT? This option prints a listing of the Parking Ticket detail. HOW DO I PRINT A PARKING TICKETS REPORT? From the Parking Ticket System Main Menu click Reports, and then select ‘Parking Tickets’.

Selection The upper portion of the ‘Selection’ box enables the user to select the order in which they would like the report to display. The sort order choices are: Ticket Number, Plate Number, Owner’s Last Name, or Owner Address. There is also a check box that will allow the user to narrow the range of his/her order selection by entering a range for the selected order. Once that box is checked, two fields will appear for the user to narrow the range of his/her order by entering specific range criteria. The bottom portion of the ‘Selection’ box enables the user to enter additional criteria for the report. The options are: range of issued dates, range of notice dates, or by specified codes. If running the report by specified codes, the user can enter up to 10 codes per checkbox. Refer to Appendix A for samples of parking ticket reports.


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4.20 AGED RECEIVABLES REPORT WHAT IS THE AGED RECEIVABLES REPORT? This option prints a report of all outstanding receivables that fall outside of the due date specified on ticket entry screen 1. This report reflects the number of days past due for each ticket in 30 day increments. HOW DO I PRINT AN AGED RECEIVABLES REPORT? From the Parking Ticket System Main Menu click ‘Reports’ and select ‘Aged Receivables’.

Selection The upper portion of the ‘Selection’ box enables the user to select the order in which they would like the report to display. The sort order choices are: Ticket Number, Plate Number, or Owner’s Last Name. There is also a check box that will allow the user to narrow the range of his/her order selection by entering a range for the selected order. Once that box is checked, two fields will appear for the user to narrow the range of his/her order by entering specific range criteria. The bottom portion of the ‘Selection’ box enables the user to enter additional criteria for the report. The options are: range of issued dates, or by specified codes. If running the report by specified codes, the user can enter up to 10 codes per checkbox. Refer to Appendix A for samples of aged receivables reports.


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5.00 MAINTENANCE WHAT IS MAINTENANCE? The Maintenance menu allows the user to define codes used by the MSI Parking Ticket system. HOW DO I ENTER MAINTENANCE? From the Parking Ticket System Main Menu, click ‘Maintenance’.


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5.01 LICENSE PLATE MAINTENANCE WHAT IS LICENSE PLATE MAINTENANCE? This option allows you to maintain owner and vehicle information associated with a particular license plate number within the parking ticket system. HOW DO I ENTER LICENSE PLATE MAINTENANCE? From the MSI Parking Tickets System Main Menu click ‘Maintenance’ and select ‘License Plate Maintenance’. LICENSE PLATE MAINTENANCE

The following fields are used to maintain license plate information. After each field is input, press tab to accept the information and proceed to the next field. ENTRY

Number Enter the vehicle’s license plate number


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Plate Month/Year Enter the month and year in which the license plate sticker expires. Sticker Year Enter the year the municipality’s issued sticker expires, which is listed on the sticker in the front window. State Enter the State in which the license plate was issued.

Sticker Number Enter the sticker number of the vehicle. Sticker in City Enter Y (Y)es or N (N)o to flag whether the vehicle owner resides within the municipality in which the ticket was issued.

Owner Last Name Enter the last name of the vehicle’s owner. Owner First Name Enter the first name of the vehicle’s owner. Owner Address Enter the address of the vehicle’s owner.

City Enter the city in which the vehicle’s owner resides.


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5.02 VIOLATION CODES WHAT ARE VIOLATION CODES? A violation code is a code assigned to a violation of a municipal parking ordinance. HOW DO I ENTER VIOLATION CODES? From the MSI Parking Tickets System Main Menu click ‘Maintenance’, then select ‘Violation Codes’ from the drop down menu. This selection will bring the user to the ‘Violation Code Maintenance’ screen. VIOLATION CODE MAINTENANCE

Code Enter the violation code which the user would like to maintain, or use the binocular icon to look up an existing violation code.


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Description Enter a written description of the code violation. Ordinance Number Enter the ordinance number associated with this particular violation code. Ordinance Section Enter the ordinance section number associated with this particular violation code. Fee Schedule Code Enter the fee assigned to this particular violation code. Fee Revenue Acct Enter the general ledger revenue account number that is assigned to this particular violation code. Penalty Revenue Acct Enter the general ledger penalty revenue account number that is assigned to this particular violation code. This account number may be the same as the fee revenue account number above.


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5.03 VEHICLE TYPE CODES WHAT ARE VEHICLE TYPE CODES? Vehicle Type Codes are assigned to a vehicle and designate the type of vehicle it is. HOW DO I ENTER VEHICLE TYPE CODES? From the MSI Parking Tickets System Main Menu click ‘Maintenance’, then select ‘Vehicle Type Codes’ from the drop down menu. This selection will bring the user to the ‘Vehicle Type Code Maintenance’ screen. VEHICLE TYPE CODE MAINTENANCE

Type Code- The type code is a 3-position alpha/numeric code assigned to a particular type of vehicle. Description- This field is a written description of the specified type code.


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5.04 LOCATION CODES WHAT IS A LOCATION CODE? The location code specifies the location where the parking violation occurred. HOW DO I ENTER A LOCATION CODE? From the MSI Parking Ticket System Main Menu click ‘Maintenance’ and select ‘Location Codes’ from the drop down menu. LOCATION CODES

Location Code- The location code is a 3 position alpha/numeric code that designates the location at which the parking ticket violation occurred. Description- This field is a written description of the specified location code.


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5.05 STATUS CODES WHAT IS A STATUS CODE? A status code is a code assigned to designate the status of a parking ticket violation. Typically, this code is ‘O’ for Open or ‘C’ for Closed or a code for ‘Sent to Collection’, based on whether the fine associated with the violation has been paid. HOW DO I ENTER A STATUS CODE? From the MSI Parking Ticket System Main Menu click ‘Maintenance’ and select ‘Status Codes’ from the drop down menu. STATUS CODES

Status Code- The status code is a code assigned to reflect the status of a particular parking ticket based on whether the fine associated with the violation has been paid. Typically, ‘O’ indicates a status of Open and ‘C’ indicates a status of Closed. This field is user defined and accommodates up to a 3 digit alpha/numeric code. Description- This field is a written description of the specified status code. Open Status?- Enter Y (Yes) or N (No) if the status code is affiliated with a status of open. This is important for notice processing and applying late fees.


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5.06 VEHICLE MAKE CODES WHAT IS A VEHICLE MAKE CODE?

A vehicle make code is a code that specifies the make of a vehicle. HOW DO I ENTER VEHICLE MAKE CODES?

From the MSI Parking Ticket System Main Menu click ‘Maintenance’ and select ‘Vehicle Make Codes’.

VEHICLE MAKE CODES

Make Code- The make code is a code that specifies the make of a vehicle. This field is user defined and accommodates up to a 4 position alpha/numeric code. Description- A written description of the specified make code.


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5.07 VEHICLE MODEL CODES WHAT IS A VEHICLE MODEL CODE?

A vehicle model code is a code which specifies the model of a vehicle. HOW DO I ENTER VEHICLE MODEL CODES? From the MSI Parking Ticket System Main Menu click ‘Maintenance’ and select ‘Vehicle Model Codes’. VEHICLE MODEL CODES

Model Code- The model codes is a code that specifies the model of a vehicle. This field is user defined and accommodates up to a 4 position alpha/numeric code. Description- A written description of the specified model code.


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5.08 VEHICLE COLOR CODES WHAT IS A VEHICLE COLOR CODE? A vehicle color code is a code that specifies the color of a vehicle. HOW DO I ENTER VEHICLE COLOR CODES? From the MSI Parking Ticket System Main Menu click ‘Maintenance’ and select ‘Vehicle Color Codes’. VEHICLE COLOR CODES

Model Code- The color code is a code that specifies the color of a vehicle. This field is user defined and accommodates up to a 4 position alpha/numeric code. Description- A written description of the specified color code.


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5.09 OFFICER CODES WHAT IS AN OFFICER CODE? An officer code is a code that specifies the officer that issued the parking ticket. HOW DO I ENTER OFFICER CODES? From the MSI Parking Ticket System Main Menu click ‘Maintenance’ and select ‘Officer Codes’. OFFICER CODES

Officer Code- The officer code specifies the officer who issued the parking ticket. This field is user defined and accommodates up to a 3 position alpha/numeric code. Description- A written description of the specified officer code. Star Number- This is the star number of the officer who issued the ticket. This field accommodates up to an 8 position alpha/numeric code.


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5.10 USER DEFINED CODES WHAT IS A USER DEFINED CODE?

A user defined code is a code which is set up by the user. This code can be used to identify any miscellaneous information the user wants to apply to a ticket, which can then be used to generate a report or inquiry. HOW DO I ENTER USER DEFINED CODES?

From the Parking Ticket System Main Menu click ‘Maintenance’ and select ‘User Defined Codes’. USER DEFINED CODES

User Defined Code- A user defined code is any code that has been defined by the user. Description- A written description of the specified user defined code.


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5.11 FEE SCHEDULE CODES WHAT IS A FEE SCHEDULE CODE?

A fee schedule code is a code that corresponds to the fee schedule assigned to a particular parking ticket violation. A fee schedule defines the fees for a parking ticket violation as well as the late notice penalties. HOW DO I ENTER FEE SCHEDULE CODES? From the MSI Parking Ticket System Main Menu click ‘Maintenance’ and select ‘Fee Schedule Codes’. FEE SCHEDULE CODES

ENTRY

Fee Schedule Code- A fee schedule code is a 3 position alpha/numeric code that corresponds to the fee schedule assigned to a specific parking ticket violation. Description- A written description of the specified fee schedule code.


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Fee Amount- The fee amount is the fee associated with a specific parking ticket violation. This amount will populate the violation fee field on screen 1 of parking ticket entry.

PENALTY SCHEDULE 1st Notice- The user defines the number of days past due upon which the 1st notice is sent out, as well as the penalty amount assigned to the first notice for late payments. 2nd Notice- The user defines the number of days past due upon which the 2nd notice is sent out, as well as the penalty amount assigned to the second notice for late payments. 3rd Notice- The user defines the number of days past due upon which the 3rd notice is sent out, as well as the penalty amount assigned to the third notice for late payments.

6.00 SUPPORT WHAT IS SUPPORT? The Support menu allows the user to perform operations that are used infrequently or at the initial set up of the system – for instance ‘System Defaults’ or ‘Parking Ticket Purge’. HOW DO I ENTER SUPPORT? From the Parking Ticket System Main Menu, click ‘Support’.


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6.10 SYSTEM DEFAULTS WHAT ARE SYSTEM DEFAULTS? System defaults are used to identify and define the fields within the parking ticket system that will automatically default if no information is entered. This data is entered during the installation of the system, and typically will not require any further modifications. NOTE: Modifying this data will directly affect the processing of the system. Consult your MSI

representative if you have any questions regarding the ways in which changing your system defaults may affect the processing of your system.

ENTRY

City- Enter in the Municipality’s City or Village name. When keying in a new parking ticket, the City field in Parking Ticket Maintenance will populate with the value from this field.

State- Enter the Municipality’s State abbreviation (i.e. IL, WI, or MN). When keying in a new parking ticket, the State field in Parking Ticket Maintenance will populate with the value from this field.


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Zip Code- Enter the Municipality’s Zip Code. When keying in a new parking ticket, the Zip Code field in Parking Ticket Maintenance will populate with the value from this field. New Ticket Status- When keying in a new parking ticket, the Ticket Status field in Parking Ticket Entry, Screen 2 will populate with the value from this field. Paid Ticket Status- When a payment is updated for a parking ticket violation, the Ticket Status field will default to the value from this field. Write Off Ticket Status- When a payment is made against a parking ticket that is less than the fee amount, the ticket is given a Write Off status. See ‘Cash Receipt Entry’ on page 31 of this manual for additional information on write off ticket status. Court Fee Acct #- This defines the General Ledger account number to which the fee collected for court fees will be applied. Process Notices in – Enter ‘T’ for Ticket Order or ‘P’ for Plate Order to define the order in which notices will be processed.


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6.20 PARKING TICKET PURGE WHAT IS PARKING TICKET PURGE? The ‘Parking Ticket Purge’ option allows the user to remove parking ticket records from the system based upon user defined selection criteria. HOW DO I PERFORM A PARKING TICKET PURGE? From the MSI Parking Ticket System Main Menu click ‘Support’ and select ‘Parking Ticket Purge’. PARKING TICKET PURGE

SELECTION

Radio Buttons- The radio buttons at the top of the ‘Selection’ box allow the user to choose one of the following purge options:

• Purge by Issue Date • Purge by Last Paid • Purge by Sort-to-Collection Date • Purge by Court Date


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Enter Date Range to Use- The middle section of the ‘Selection’ box asks the user to enter a date range (mm/dd/yy) to use for the purge. The system will scan the database for all records that fall between the ‘Beginning Date’ and ‘Ending Date’ entered by the user. The system will purge all records between the beginning and ending dates specified as long as they meet all other criteria entered on this screen.

Status Codes- The user can enter up to ten status codes as criteria for the purge. If the records do not bear the status codes entered by the user, they will not be included in the purge. Purge Only if Balance Equals Zero- The user checks this box if they would like the system to purge only those records showing a zero balance. If the user leaves this box unchecked, the system will purge all records meeting the criteria outlined on this screen regardless of their balance.


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6.30 CREATE ASCll FILE WHAT IS CREATE ASCll FILE? This program allows you to select records that fall within a specified collection date range and apply a penalty to their balance due. This option puts them in an ASCll file format so they can be sent to a collection agency electronically. HOW DO I CREATE AN ASCll FILE? From the MSI Parking Ticket System Main Menu click ‘Support’ and select ‘Create ASCll File’. CREATE ASCll FILE AND REPORT

ENTRY

Enter Collection Date Range to Use- Enter a ‘Beginning Date’ (mm/dd/yy) and an ‘Ending Date’ (mm/dd/yy) for the collection date range to which you would like to apply a penalty. Apply penalty to Balance Due- Enter the percentage penalty amount (numeric between 1 and 99) to be added to the balance due of all records that fall within the specified collection date range.


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7.00 HELP MENU This menu provides information about the software currently installed, including the version, program ID, runtime, and serial number information. This help menu provides important information to the MSI support team should an issue arise which requires their assistance.

Help This option is non-functional, and simply reiterates the fact that the user is in the ‘Help’ menu. Customer Service This option provides pertinent information about the MSI software currently being run by the user. This information includes the contact information, including phone, fax, web, and e-mail address necessary to reach the MSI support team. It also lists the program ID number, the compiler and runtime versions, and the serial number of the software. About This option offers a condensed version of the information found in the ‘Customer Service’ option listed above. In addition it lists address information for Municipal Software, Inc. Version This option lists the version of the Parking Ticket module that the user is currently running. This information is often requested by the MSI customer support team should an issue arise which requires their assistance.


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APPENDIX A – REPORTS

AGED RECEIVABLE REPORT WITH AN ISSUE DATE RANGE AND VIOLATION CODES


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AGED RECEIVABLE REPORT WITH A TICKET NUMBER RANGE


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PARKING TICKET REPORT WITH AN ISSUE DATE RANGE AND VIOLATION CODES


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PARKING TICKET REPORT WITH A TICKET NUMBER RANGE

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