MSI Business License Version 4.0

Transcription

1 MSI Business License Version 4.0 User s Guide Municipal Software, Inc W. Winchester Road, Ste 209 Libertyville, IL Phone: (847) Fax: (847) Contents are the exclusive property of Municipal Software, Inc. Copyright All Rights Reserved.

2 TABLE OF CONTENTS BUSINESS LICENSING LOGON SCREEN BUSINESS LICENSE MAIN MENU LICENSE ENTRY CASH ENTER CASH RECEIPTS PRINT CASH RECEIPTS PRINT DISTRIBUTION JOURNAL POST TO GENERAL LEDGER UPDATE CASH RECEIPTS APPLY LATE PENALTIES INQUIRY LICENSE INQUIRY BUSINESS INQUIRY REPORTS BUSINESS LISTING OPEN BALANCES LICENSE INVOICES LICENSE FORMS LICENSE REPORT MAINTENANCE BUSINESS MAINTENANCE CATEGORY CODE MAINTENANCE LICENSE TYPE CODES LICENSE CLASS CODES MANUFACTURER CODES STATUS CODES POSITION CODES SUPPORT INITIALIZE BILLING CYCLE DELETE CASH RECEIPTS HISTORY SYSTEM DEFAULTS UPGRADE CONVERSION...53 APPENDIX A SAMPLE REPORTS...54 OPEN CASH RECEIPTS LISTING...54 DISTRIBUTION JOURNAL...55 POSTED JOURNAL...56 BUSINESS LISTING...57 OPEN BALANCE REPORT...58 INVOICE...59 LICENSE FORM...60 LICENSE REPORT...61 APPENDIX B TOOLBAR AND SCREEN BUTTONS

3 APPENDIX C TOOLBAR PROGRAMS...65 BUSINESS COMMENTS ENTRY...65 CONTACT ID...66 EMERGENCY CONTACT ENTRY...67 INSPECTIONS MAINTENANCE ENTRY...68 CONTACT MSI CUSTOMER SERVICE...69 APPENDIX D LOOKUP SCREENS...70 BUSINESS LOOKUP...70 APPENDIX E HOW TO /PROCESSING GUIDES...74 HOW TO INACTIVATE A BUSINESS...74 APPROACH #1 REMOVE ALL REFERENCES TO THE BUSINESS AND ITS LICENSE...74 APPROACH #2 KEEP THE BUSINESS DETAIL, REMOVE THE LICENSE

4 BUSINESS LICENSING LOGON SCREEN Enter your assigned password and click OK. 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. 4

5 0.00 BUSINESS LICENSE MAIN MENU This is the toolbar menu for the Business Licensing System. You can access each option in the system here and all processing begins with this toolbar. The following options are available: File This menu option exits processing from the Business License System and returns you to your PC s desktop. License This menu option is used to enter Business License Detail. Cash This menu is used to enter Business License Cash Receipts, Print a Cash Receipts Listing, Print a Distribution Journal, Post the Journal the General Ledger, Update Cash Receipts, and Apply Late Penalties. 5

6 Inquiry This menu is used to make database inquiries. It allows you to view the information, but no changes can be made from within these programs. Reports From this menu you will be able to generate and print reports; including Invoices and Licenses. Maintenance All codes used throughout the Business License System are entered and maintained here. Support This menu is used to Initialize the Billing Cycle, Delete Cash Receipts History, and set up the System Defaults. Help This selection offers different methods for contacting Municipal Software, Inc. and contains important program information. 6

7 1.00 LICENSE ENTRY WHAT IS LICENSE ENTRY? The License menu allows you to enter and process Business Licenses. HOW DO I ENTER LICENSES? From the Business License System Main Menu click License, this will take you to the License Entry screen (see the example below). The following fields are available. After each field is input, press tab to accept the information and proceed to the next field. Business ID # Enter in the Business ID # or click the binoculars icon to open the lookup box which lists all of the created Business IDs as defined in Maintenance > Business Maintenance. Name The system automatically populates this field. It pulls the name as it is entered on the Maintenance > Business Maintenance screen. 7

8 Address The system automatically populates this field. It pulls the address as it is entered on the Maintenance > Business Maintenance screen. Current Entry Information Type Once a license is entered if you double click on a license line item, then the current information will display. The Type refers to the type of business as created in Maintenance > License Type Codes. Current Entry Information Class Once a license is entered if you double click on a license line item, then the current information will display. The Class refers to the type of business as created in Maintenance > License Class Codes. Current Entry Information Manufacturer Once a license is entered if you double click on a license line item, then the current information will display. The Manufacturer refers to the type of business as created in Maintenance > Manufacturers Codes. Current Entry Information Status Once a license is entered if you double click on a license line item, then the current information will display. The Status refers to the type of status of the license as created in Maintenance > Status Codes. It describes the status of the License. License # The system will default in sequential order the licenses as entered into the screen. Type Enter the type of business as maintained in Maintenance > License Type Codes or click the binoculars icon to open the lookup box which lists all of the created License Type Codes. Qty (Quantity) Enter the quantity of license types. Typically it is equal to one. If you are licensing video game machines (for an example) the quantity may reflect the number of machines on the premises for the Business ID. Class Enter the License Class as maintained in Maintenance > License Class Codes or click the binoculars icon to open the lookup box which lists all of the created License Class Codes. Mfg (Manufacturer) Enter the Manufacturer as maintained in Maintenance > Manufacturer Codes or click the binoculars icon to open the lookup box which lists all of the created Manufacturer Codes. Machine ID If the license is for a specific machine located on the premises of the Business, you can reference a machine identification number in this field. Stat (Status) When keying in a new License, the system default status is AR (Awaiting Renewal). Click the binoculars icon to open the lookup box which lists all of the created Status Codes. The Status Code can be modified. Yr (Year) 8

9 The system defaults the year based on the computer calendar. The year can be modified by clicking in the field and by typing over the existing year. License # Enter the License Number assigned to the Business. The License Number can be modified by clicking in the field and by typing in a new number. This field is automatically updated if a License # is specified when a payment is received and that cash batch is updated. Issued The system defaults the Issue Date based on the computer calendar. The Issued Date can be modified by clicking in the field and by typing over the existing date. This field is automatically updated with the payment date of the cash batch when a payment is received and that cash batch is updated. Expires The system populates this field based on (1) the detail provided when the Initialize Billing Cycle option was taken off of the Support menu and (2) from the License Type Codes detail. It pulls the year from what was specified when the cycle was initialized and it pulls the month and day from the License Type setup. Fee System calculated, based on the Quantity times the Fee. The fees are maintained in the Maintenance > License Type Codes screen. The Fee field can be modified. Click in the field and type in the data. Click Add to add the line item to the License and to go on to the next line item. Click Remove if it is necessary to remove a line item from the License. First highlight the line to be deleted and then select this Remove button. Total Number of Licenses The system will calculate this field and increase it sequentially as the line items are added to the Business. Total Coin Operated The system will calculate this field based on the number of coin operated machines entered in the Quantity field for a license type that has the flag checked in Maintenance > License Type Codes field for Coin Operated? As the line items are added to the Business the system will calculate the total. Total Square Footage The system will populate this field based on the square footage entered in the Maintenance > Business Maintenance field for Total Square Footage. Total Fees The system will calculate this field based on the total Fee fields for the Licenses on the Business ID. Amount Paid The system will populate this field when payments are updated via Cash > Update Cash Receipts. Balance Due 9

10 The system will calculate this field based on the difference between the Total Fees and Amount Paid fields. Field Name Required? Default Lookup Available Source Business ID # Yes No Yes Business Maintenance Name N/A Yes** No Business Maintenance Address N/A Yes** No Business Maintenance Type N/A Yes** No License Detail Class N/A Yes** No License Detail Manufacturer N/A Yes** No License Detail Status N/A Yes** No License Detail # No Yes* No System Default Type Yes No Yes License Type Code Qty (Quantity) Yes Yes* No Default = 1 Class No No Yes Class Codes Mfg (Manufacturer) No No Yes Manufacturer Codes Machine ID No No No N\A Stat (Status) Yes Yes* Yes Status Codes Yr (Year) Yes Yes* No PC Calendar License # Yes Yes* No System Default Issued No Yes* No PC Calendar Expires Yes Yes* No System Calculated Fee Yes Yes* No License Type Code Total Num of Licenses Yes Yes** No System Calculated Total Coin Operated Yes Yes** No Business Maintenance Total Square Footage Yes Yes** No Business Maintenance Total Fees Yes Yes** No System Calculated Amount Paid Yes Yes** No Cash Payments Balance Due Yes Yes** No System Calculated Comment Entry No No No Free Form * = Defaults can be overwritten ** = Defaults cannot be overwritten 10

11 2.00 CASH WHAT IS CASH RECEIPT ENTRY? This option is used to process cash receipts. It allows you to Enter Cash Receipts, Print Cash Receipts, Print the Distribution Journal, Post to General Ledger, Update Cash Receipts, Export Cash Receipts, and Apply Late Penalties. HOW DO I ENTER CASH RECEIPTS? From the Business License System Main Menu click Cash to open the Cash menu. The following menu options are available: 11

12 2.10 ENTER CASH RECEIPTS WHAT IS ENTER CASH RECEIPTS? This program allows you to enter cash batches taken for payments of a business licenses. HOW DO I ENTER CASH RECEIPTS? From the Business License System Main Menu click Cash > Enter Cash Receipts, this will take you to the Enter Cash Receipts screen (see the example below). The following fields are available. After each field is input, press tab to accept the information and proceed to the next field. Batch Number The Batch Number identifies a group of receipts that are processed at the same time. Paid Date The Paid Date is the day on which the cash receipts in the batch were entered or paid. Control Total The Control Total is compared to the total value of receipts entered to check for accuracy. Entry 12

13 The Entry field identifies the line item on the receipt. Allow the system to default the Entry number in sequential order. To modify a line that has been entered, key in the Entry number or double click the line item. Business ID Enter the Business ID for the business or person making the payment. The binoculars are available to look up a list of Business ID s. Once the Business ID is entered the Business Name will populate in the next field. Business Name The Business Name describes the Business as set up in Maintenance > Business Maintenance. Item The Item field identifies the specific item on the business license that is being paid. Select the item number or click the binoculars for the look up box. Once the Item number is entered, the Type, Class, License #, and Amount will populate. If the payment is for all of the Item numbers, then tab past this field. The system will prompt you with the below message: If you select Yes, then the system automatically bring in all the Licenses awaiting payment by the business. If you select No, then you will be taken back to the Item field. Type The Type of License for the Item being paid will display in this field. Class The Class of the License for the Item being paid will display in this field. License # The License Number for the Item being paid will display in this field. It will either pull in the number off of the License Entry screen or it will generate the next License Number as specified in System Defaults. The License Number field can be modified. Amount The Amount owed on the License for the Item being paid will display in this field. The Amount field can be modified. 13

14 2.20 PRINT CASH RECEIPTS WHAT IS PRINT CASH RECEIPTS? This program creates a report which lists the cash receipts keyed into cash batches via Enter Cash Receipts. HOW DO I PRINT A CASH RECEIPT? From the Business License System Main Menu click Cash > Print Cash Receipts, this will take you to the Print Cash Receipts screen (see the example below). The following fields are used to print a batch of receipts. After each field is input, press tab to accept the information and proceed to the next field for entry. All Open Cash Receipt Batches Select this option if you want to print a report that lists the receipts in all of the open batches. Open Cash Receipts for a specific Batch Select this option to choose a single batch to print. Click the binoculars for a lookup box of open batches. Note: Always review your reports for accuracy before continuing on to the next step. 14

15 2.30 PRINT DISTRIBUTION JOURNAL WHAT IS PRINTING A DISTRIBUTION JOURNAL? This program prints a Distribution Journal and creates a work file that the Post to the General Ledger option uses when posting the detail over to the General Ledger. The printed journal details what General Ledger account numbers will be updated and with what dollar amounts. Note: Always review your reports for accuracy before continuing on to the next step. HOW DO I PRINT A DISTRIBUTION JOURNAL? From the Business License System Main Menu click Cash > Print Distribution Journal, this will take you to the Print Distribution Journal screen (see the example below). The following fields are used to print the distribution journal. After each field is input, press tab to accept the information and proceed to the next field for entry. Batch Number Only one cash batch at a time may be post to the General Ledger. The Batch Number field is used to enter the number of the batch for which a distribution journal is to be created. There are binoculars available for this field for ease in lookup. 15

16 Entry Date The Entry Date defaults in based on what was keyed into the same field in Cash Entry. Journal Number The Journal Number is a unique number that is attached to the posted journal. The BL in front of the field indicates that it is a Business License journal. There are eight positions available to create the Journal Number. MSI recommends that you allow the system to default the calendar date. If additional journals will be posted in the same day, add an alpha\numeric character to the 7 th and\or 8 th position (i.e A). Journal Date This field indicates the date the journal was created. The system will default the current date based on the computer calendar. This is the date the journal will post to in the General Ledger. Accounting Period This field indicates the fiscal accounting period the journal will post to in the General Ledger. The system will default the current period based on the computer calendar. Fiscal Year This field indicates the fiscal year the journal will post to in the General Ledger. The system defaults the current fiscal year based on the computer calendar. 16

17 2.40 POST TO GENERAL LEDGER WHAT IS POSTING TO THE GENERAL LEDGER? This option posts the contents of the Distribution Journal to the MSI-General Ledger. HOW DO I POST TO THE GENERAL LEDGER? From the Business License System Main Menu click Cash > Post to General Ledger, this will take you to the Post to General Ledger screen (see the example below). The following fields are used to post the journal to the General Ledger. After each field is input, press tab to accept the information and proceed to the next field for entry. Batch Number The system will populate the field with the Cash Receipts Batch Number that you entered when creating the most recent Distribution Journal. Entry Date The system will populate the field with the Entry Date that you entered when creating the most recent Distribution Journal. 17

18 Journal Number The system will populate the field with the Journal Number that you entered when creating the most recent Distribution Journal. Journal Date The system will populate the field with the Journal Date that you entered when creating the most recent Distribution Journal. Accounting Period The system will populate the field with the Accounting Period that you entered when creating the most recent Distribution Journal. The Accounting Period field can be modified. Fiscal Year The system will populate the field with the Fiscal Year that you entered when creating the most recent Distribution Journal. The Fiscal Year field can be modified. Post Summary information? This option allows you the choice of posting summary information or posting the detail on the Distribution Journal. Click the box to post only the summary information. Print the Posted Journal? This option allows you to print the Posted Journal. If you click the box, the Posted Journal report will print. Note: It is recommended to select this option. 18

19 2.50 UPDATE CASH RECEIPTS WHAT IS UPDATING CASH RECEIPTS? This program allows you to update the cash payments. It moves the payment detail to the Business Licenses in order to show that they have been paid. This process will update the Issued Date, License Number, and Amount Paid on the License Entry screen. HOW DO I UPDATE CASH RECEIPTS? From the Business License System Main Menu click Cash > Update Cash Payment, this will take you to the Update Cash Receipts screen (see the example below). The following fields are used to update the cash payments to the Business License detail. After each field is input, press tab to accept the information and proceed to the next field for entry. ALL OPEN CASH RECEIPT BATCHES Select this option if you want to update all open cash batches. This option should only be taken if all of the open batches have been posted to the General Ledger. Note: Once a cash batch is updated, it cannot be posted to the General Ledger. OPEN CASH RECEIPTS FOR A SPECIFIC BATCH Select this option to choose a single batch to update. Click the binoculars for the list box of open batches. 19

20 2.60 APPLY LATE PENALTIES WHAT IS APPLYING LATE PENALTIES? This program allows the user to apply late fees to unpaid Licenses. HOW DO I APPLY LATE PENALTIES? From the Business License Main System Menu click on Cash > Apply Late Penalties, this will take you to the Apply Late Penalties screen. The following fields are used to apply penalties. After each field is input, press tab to accept the information and proceed to the next field for entry. Designated Penalty License Type Code Enter the License Type Code established in License Type Code Maintenance (Maintenance > License Type Codes) that is setup for applying penalties. This code is probably PEN. See example below. 20

21 NOTE: It is important that this Penalty License Type Code does not have the box Renew License Type? selected. If it is selected then this fee will rollover onto the account when the next cycle is initialized. 21

22 Penalty is a percentage In the below example, the designated penalty amount is $25.00 as established in the License Fee field for the PEN code. If it is preferred to apply this figure as a percentage of the amount owed, instead of as a flat fee, then select this check box. It will then change the amount in the Apply Penalty of from a dollar to a percentage and open the option for Minimum Penalty Amount field. Minimum Penalty Amount This field becomes available only when Penalty is a percentage is checked. It allows the user to specify the smallest amount that will be penalized on past due accounts. Meaning, if a business is past due and the Penalty is a percentage box is checked, then the account will be penalized the specified percentage of their outstanding balance. If that percentage is less than the amount entered in this field, then business will be charged the Minimum Penalty Amount instead of the lesser percentage amount. For example, ABC Business has an outstanding balance of $75.00 that has gone unpaid. When the penalties are run they are charged 25% of that balance, which equals $ Since $18.75 is greater than the Minimum Penalty Amount of $15.00 (as specified in the above example), then they will be penalized the $ But if XYZ Business owes an outstanding balance of $30.00, their penalty amount calculates to $7.50 ($30.00 x 25%). $7.50 is less than the Minimum Penalty Amount of $15.00, so XYZ Liquors will be penalized $ Exclude the following Business Category Code(s) This option allows you to exclude certain businesses from being penalized by specifying their Business Category Code(s). The system allows you to enter up to 10 Business Category Codes. 22

23 3.00 INQUIRY WHAT IS INQUIRY? The Inquiry menu allows you to view either License or Business detail, without the ability to modify the information. HOW DO I INQUIRE? From the Business License System Main Menu click Inquiry to open Inquiry menu. The following menu options are available: 23

24 3.10 LICENSE INQUIRY WHAT IS LICENSE INQUIRY? This program allows you to perform an inquiry on business licenses. The inquiry screen is display only. You can not make changes to the data from the inquiry screen. HOW DO I PERFORM AN INQUIRY? From the Business License System Main Menu click Inquiry > License Inquiry, this will take you to the License Inquiry screen (see the example below). Enter a Business License ID or click the binoculars and select a Business License ID from the look up list to view the detail of this business s license(s). For descriptions of each field, see the License Entry section. 24

25 3.20 BUSINESS INQUIRY WHAT IS A BUSINESS INQUIRY? This program allows you to perform an inquiry on Business Detail. The screen is display only; no changes can be made from the inquiry screen. HOW DO I PERFORM A BUSINESS INQUIRY? From the Business License System Main Menu click Inquiry > Business, this will take you to the Business Inquiry screen (see the example below). Key in a Business ID # or click the binoculars and select the Business ID # from the look up list in order to view the detail of that business. For descriptions of each field, see the Business Maintenance section. 25

26 4.00 REPORTS WHAT IS REPORTS? The Reports menu allows you to print various reports; including the Invoices to mail to the businesses and Licenses for once the Invoices are paid. HOW DO I CREATE REPORTS? From the Business License System Main Menu click Reports to open the Reports menu. The following menu options are available: 26

27 4.10 BUSINESS LISTING WHAT IS A BUSINESS LISTING? This option allows you to print a report that lists the Business detail in the database. The report can be sorted by Business ID Number, Business Name, or Business Address. You can select to add the phone numbers and/or Category Information to the report, and you can choose to print the report so that it includes only certain businesses within specific Category Codes. HOW DO I PRINT A BUSINESS LISTING? From the Business License System Main Menu click Reports > Business Listing, this will take you to the Business Listing screen (see the example below). The following fields are used to print the report. After each field is input, press tab to accept the information and proceed to the next field for entry. List by Business Number Select this option if you want the report to print in Business Number order. List by Business Name Select this option if you want the report to print in Business Name order. List by Business Address Select this option if you want the report to print in Business Address order. 27

28 Print Phone Number Click this box to include the Business s phone number on the report. Print Category Information Click this box if you want to print the Category Code(s) assigned to each Business. Print for specific Category Code(s) Click this box if you want to print only the businesses that are categorized by one of the specified Category Codes. The system will allow you to select up to 10 Category Codes. 28

29 4.20 OPEN BALANCES WHAT IS OPEN BALANCES? This option will print a report that lists the businesses which have unpaid fees on licenses. It is an open balances or open accounts receivable report. HOW DO I PRINT THE OPEN BALANCES? From the Business License System Main Menu click Reports > Open Balances, this will take you to the Open Balances screen (see the example below). The following fields are used to print the report. After each field is input, press tab to accept the information and proceed to the next field for entry. List by Business Number Select this radio button if you want the report to print in Business Number order. List by Business Name Select this radio button if you want the report to print in Business Name order. A Range of applicants Click this box if you want to print by a range of applicants. The system will prompt you to enter beginning and an ending detail. 29

30 Print for specific Category Code(s) Click this box if you want the report to only include businesses that have been assigned to certain Category Codes. The system will allow you to select up to 10 Category Codes. If you want a list of all businesses regardless of their categories, then do not select this option. Print for specified License Type(s) Click this box if you want the report to only include businesses that have been billed for certain License Types. The system will allow you to select up to 10 License Types. If you want a list of all businesses regardless of what license types they ve been billed for, then do not select this option. 30

31 4.30 LICENSE INVOICES WHAT IS A LICENSE INVOICE? This option will print Invoices for licenses which can be mailed to the Businesses. The Invoices can be printed on letterhead or on Invoice stock. HOW DO I PRINT AN INVOICE? From the Business License System Main Menu click Reports > Licenses > License Invoices, this will take you to the License Invoices screen. The following fields are used to print invoices. After each field is input, press tab to accept the information and proceed to the next field for entry. Print for a specified business This option can be used to print single invoice for a specified business. To print an invoice, type in the Business ID # or click the binoculars for the look up box to select a specific Business ID from the list that appears. Print a range of businesses ordered by ID # To print invoices for multiple businesses, select this option if you want the invoices to print in Business ID number order. Once the checkbox is selected the system will prompt you to enter the beginning and ending Business ID for the range you want to print. Key in the Business ID #s where specified or click the binoculars for the list box. 31

32 Print a range of businesses ordered by Sort Name To print invoices for multiple businesses, select this option if you want the invoices to print in Sort Name order. Once the checkbox is selected the system will prompt you to enter the beginning and ending Sort Name for the range you want to print. Key in the Sort Names where specified or click the binoculars for the list box. Be aware that the Sort Name may be different than the Business Name. The Sort Name is a separate field (found under Phone Number) in Business Maintenance and that is the field being used for this option not the Name field in Business Maintenance. Note: If either of the options to Print a Range is selected, then additional options to print only specified codes will become available. Specified Business Categories Click this box if you only want to print invoices for businesses assigned to certain Category Codes. The system will allow you to select up to 10 Category Codes. Specified License Types Click this box if you only want to print invoices for businesses being charged for certain License Types. The system will allow you to select up to 10 License Types. This becomes particularly useful when re-printing invoices after penalties are applied. Simply specify the Penalty License Type code and only those businesses who ve received penalties will have invoices print. Specified License Classes Click this box if you only want to print invoices for businesses that have licenses with certain License Classes. The system will allow you to select up to 10 License Classes. Specified License Statuses Click this box if you only want to print invoices for businesses that have licenses with certain License Statuses. The system will allow you to select up to 10 License Statuses. This becomes particularly useful when re-printing invoices after some have already been paid. Simply specify the status of AR and only those businesses that ve not yet paid in full will have invoices print. 32

33 4.40 LICENSE FORMS WHAT IS A LICENSE FORM? This option will print the Licenses which can be distributed to the Businesses once they ve paid. HOW DO I PRINT A LICENSE FORM? From the Business License System Main Menu click Reports > Licenses > License Forms, this will take you to the License Forms screen (see the example below). The following fields are used to print the Licenses. After each field is input, press tab to accept the information and proceed to the next field for entry. Print for a specified business This option can be used to print a single License for one specific Business ID #. To print a License, type in the Business ID # or click the binoculars for the look up box to select a specific Business ID from the list that appears. Print a range of businesses ordered by ID # To print Licenses for multiple businesses by a range of Business ID #s, select this option. Once the radio button is selected the system will prompt you to enter the beginning and ending Business ID 33

34 for the range you want to print. Key in the Business ID #s where specified or click the binoculars for the list box. Print a range of businesses ordered by Name To print invoices for multiple businesses by a range of Business Names, select this option. Once the radio button is selected the system will prompt you to enter the beginning and ending Business Name for the range you want to print. Key in the Business Names where specified or click the binoculars for the list box. Specified License Number(s) Click this box if you want to print Licenses for only by specific License Numbers. The system will prompt for a range by asking for the beginning and ending License Number. This is useful if a certain business pays for two license types and each type is assigned an individual license number. This way you can print out each license type on its own license form. Note: If either of the options to Print a Range is selected, then additional options to print only specified codes will become available. Specified Business Categories Click this box if you only want to print licenses for businesses assigned to certain Category Codes. The system will allow you to select up to 10 Category Codes. Specified License Types Click this box if you only want to print licenses for businesses being charged for certain License Types. The system will allow you to select up to 10 License Types. Specified Issue Dates Click this box if you want to print Licenses that were issued on certain dates. The system will allow you to select up to 10 issue dates. This option becomes particularly useful if you want to print out Licenses for those businesses that have paid on a particular date. Even though the dates display as YYYMMDD, key the date in as MMDDYY. Specified License Statuses Click this box if you only want to print licenses for businesses that have licenses with certain License Statuses. The system will allow you to select up to 10 License Statuses. This becomes particularly useful when printing licenses for businesses that partially pay. Simply specify the status of R and only those licenses that have been paid in full will print. 34

35 4.50 LICENSE REPORT WHAT IS A LICENSE REPORT? The option allows you to print a report based on License detail. HOW DO I PRINT A LICENSE REPORT? From the Business License System Main Menu click Reports > Licenses > License Report, this will take you to the License Report screen (see the example below). The following fields are used to print the report. After each field is input, press tab to accept the information and proceed to the next field for entry. Order by Business ID This option will print the report in Business ID # order. Order by Business name This option will print the report in Business Name order. Order by Address This option will print the report in Address order. Page break by Business ID Click this box to print only one business per page. 35

36 Specified Business Categories Click this box if you only want to include businesses assigned to certain Category Codes. The system will allow you to select up to 10 Category Codes. Specified License Type Click this box if you only want to include businesses being charged for certain License Types. The system will allow you to select up to 10 License Types. Specified License Class Click this box if you only want to include businesses that have licenses with certain License Classes. The system will allow you to select up to 10 License Classes. Specified Manufacturer Codes Click this box if you only want to include businesses that have licenses with certain Manufacturer Codes. The system will allow you to select up to 10 Manufacturer Codes. Specified Status Codes Click this box if you only want to include businesses that have licenses with certain Statuses. The system will allow you to select up to 10 Status Codes. Note: If one of the Specified options does not result in any license detail to print, then the system will provide the following message: Alter your selections, verify that there are businesses that meet the criteria, and try the report again 36

37 5.00 MAINTENANCE WHAT IS MAINTENANCE? The Maintenance menu allows you to define the various codes used throughout the Business License program. HOW DO I ENTER MAINTENANCE? From the Business License System Main Menu click Maintenance to open the Reports menu. The following menu options are available: 37

38 5.10 BUSINESS MAINTENANCE WHAT IS BUSINESS MAINTENANCE? This option allows you to enter the Businesses that require a License. The Business Name, Address, Phone Number, Business Contacts, other General Information, and their Category Codes are maintained here. HOW DO I ENTER A BUSINESS? From the Business License System Main Menu click Maintenance > Business Maintenance, this will take you to the Business Maintenance screen (see the example below). The following fields are used add/maintain a Business. After each field is input, press tab to accept the information and proceed to the next field for entry. Business ID # Each business must have a unique identifier known as its Business ID. The Business ID # can either be keyed in as an alphanumeric ID or you can allow the MSI-BL program to default the next number as defined in Support > System Defaults Next Business ID field. To maintain an existing Business enter that business s Business ID # or click the binoculars icon to open the lookup box. 38

39 Name Enter the business s Name here. You have two lines available to you for this purpose. Address Enter the business s Address here. You have two lines available to you for this purpose. City St Zip code Enter the City, State and Zip Code for the Business. Phone Number Enter the business s Phone Number here. Sort Name Enter the name you d like to have this business sorted under. The Business ID # Lookup that appears when you click on the binoculars can be sorted by Name. It will sort based on what s keyed into this field. Additionally some reports can be run in Sort Name order. Person in Charge Field used to key in the person in charge. If you mouse-click the index card icon ( ) between the two display fields, the system takes you to the Contact ID screen. The Contact information can be modified through this link. Owner / Remit to Field used to key in the Owner / Remit to information. If you mouse-click the index card icon ( ) between the two display fields, the system takes you to the Contact ID screen. The Owner / Remit to information which is the same as the Contact ID name and address, can be modified through this link. Note: If a business has an Owner / Remit to contact specified, then this address detail will print on both the Invoice and License so that it will appear in the window of an envelop. Property Owner Field used to key in the Property Owner information. If you mouse-click the index card icon ( ) between the two display fields, the system takes you to the Contact ID screen. The Contact information can be modified through this link. State Tax ID Field used to key in the State Tax ID. Date Founded Field used to key in the Date Founded. Date Closed Field used to key in the Date Closed. Hours of Operation Field used to key in the Hours of Operation. Days of Operation Field used to key in the Days of Operation. Type of Building Field used to key in the Type of Building. 39

40 Total Square Footage Field used to key in the Square Footage of the building. This field is used to calculate the License Fee if in the License Type Code Maintenance screen the box for License Fee based on Total Square Footage is checked. Refer to License Type Codes in section Number of Units Field used to key in the Number of Units in the building. Zoning Field used to key in the building zoning code. Parcel ID Displays the Parcel ID. Business Category Codes Field used to key in any Business Category Codes assigned to the Business. Primary Emergency Contact This field will display the Emergency Contact information as entered into the Emergency Contacts Entry screen, which is accessed via the alarm clock icon on the top toolbar. If there is more than one person entered into this screen, then the person in position 01 is considered to be the Primary emergency contact and will be shown on the main Business Maintenance screen. 40

41 5.20 CATEGORY CODE MAINTENANCE WHAT IS A BUSINESS CATEGORY CODE? This option allows you to create category codes for use in defining your Businesses. It is a way to categorize the Businesses for reporting purposes. Refer to the Reports Menu (Section 4.00) for printing reports using Business Category selection criteria. HOW DO I CREATE A CATEGORY CODE? From the Business License System Main Menu click Maintenance > Business Category Codes, this will take you to the Business Category Code Maintenance screen (see the example below). The following fields are available. After each field is input, press tab to accept the information and proceed to the next field. Business Category Code Create a code for the description of the Business Category. Description Enter the description for the code. 41

42 5.30 LICENSE TYPE CODES WHAT IS A LICENSE TYPE? This option allows you to create License Type Codes which are used in License Entry to define what kind of License is being billed to a Business. HOW DO I CREATE A LICENSE TYPE? From the Business License System Main Menu click Maintenance > License Type Codes, this will take you to the License Type Code Maintenance screen (see the example below). The following fields are available. After each field is input, press tab to accept the information and proceed to the next field. License Type Code Create a code using up to five alphanumeric characters to identify the License Type. Description Enter in a description of the License Type. License Fee based on Total Square Footage If this box is checked the system will calculate the license fee based on the building s square footage as entered in the Maintenance > Business Maintenance Total Square Footage field and the dollar amount that s entered in the License Fee field on this screen. 42

43 Coin Operated? Check this box if the License Type is for a Coin Operated machine. Elevator Type? Check this box if the License Type is for an Elevator. Sign Type? Check this box if the License Type is for a Sign. Once this box is checked the License Type Code screen will add a Minimum Fee field immediately under the License Fee field. Key in the minimum fee for the sign in that box. Print on License? Check this box if you want the License Type description to print on the Licenses. Print on Invoice? Check this box if you want the License Type description to print on the Invoices. Renew License Type? Check this box if you want this License Type to renew when the option to Initialize the Billing Cycle under the Support menu is taken. Once the initialization process is complete, Licenses with this box checked will have their status changed to AR (awaiting renewal) and the fee reset to unpaid. Note: An example of when this box should not be checked is in the case of a License Type set up for Penalties. If you apply late fees to unpaid Licenses, you will not want the penalty to automatically renew in the new billing year. You would prefer to apply those penalties when appropriate via the Cash > Apply Late Penalties screen. Revenue Account # Enter in the applicable General Ledger Revenue Account number for the revenues received from this License Code or click on the binoculars to look up the General Ledger Chart of Accounts and choose the GL account number from the look up box (password authorization required). Once the GL account number is populated in the field, the description of the account number will display in the field below the number. Expiration Date (mm/dd) Enter in the expiration date for this License Type using a Month and Day format. The year is not specified here. The year is established when the option to Initializing the Billing Cycle from the Support menu is run. License Fee Enter the dollar amount owed for this License Type in the License Fee field. The system will pull this fee into the Business License Entry screen when this License Type is selected. Minimum Fee If the Sign Type? box is checked, then the Minimum Fee field will appear. In this box, key in the minimum fee for the sign. New License Type If, for any reason, you decide to change the existing License Type code to a different code, then key the new code into this field. Then, after the option to Initialize the Billing Cycle is taken all Businesses that were established with the old code will be updated to the new code. 43

44 5.40 LICENSE CLASS CODES WHAT IS A LICENSE CLASS? This option allows you to create License Class Codes which can be used to further identify types of licenses (as keyed into License Entry s Class field) and allows you to print Reports based on these codes. HOW DO I CREATE A LICENSE CLASS CODE? From the Business License System Main Menu click Maintenance > License Class Codes, this will take you to the License Class Code Maintenance screen (see the example below). The following fields are available. After each field is input, press tab to accept the information and proceed to the next field. License Class Code Create a code using up to three alphanumeric characters to identify the License Class. Description Enter in a description of the License Class. 44

45 5.50 MANUFACTURER CODES WHAT IS A MANUFACTURER CODE? This option allows you to create Manufacturer Codes which can be used to further identify types of licenses (as keyed into License Entry s Mfg field). This is primarily used to define Manufacturers of Coin Operated machines. HOW DO I CREATE A MANUFACTURER CODE? From the Business License System Main Menu click Maintenance > Manufacturer Codes, this will take you to the Manufacturer Code Maintenance screen (see the example below). The following fields are available. After each field is input, press tab to accept the information and proceed to the next field. Code Create a code using up to three alphanumeric characters to identify the Manufacturer. Description Enter in a description of the Manufacturer Code. 45

46 5.60 STATUS CODES WHAT IS A STATUS CODE? This option allows you to create status codes for the system to use to identify the status of a License. The system requires two status codes: one is AR for Awaiting Renewal and the other is R for Renewed. When the license is paid the system will change the status from AR to R. And, when the option to Initialize the Billing Cycle is activated, the system changes all statuses back to AR for those Licenses which are included in the initialization and are set to renew. HOW DO I CREATE A STATUS CODE? From the Business License System Main Menu click Maintenance > Status Codes, this will take you to the Status Code Maintenance screen (see the example below). The following fields are available. After each field is input, press tab to accept the information and proceed to the next field. Code Create a code using up to three alphanumeric characters to identify the Status. Description Enter in a description of the Status Code. 46

47 5.70 POSITION CODES WHAT IS A POSITION CODE? This option allows you to create job positions for those contacts keyed into the Business Contact section of the Business Maintenance screen. The codes can be keyed into the Position field of the Contact ID screen for the Person in Charge, Owner / Remit to, and Property Owner contacts. HOW DO I CREATE A POSITION CODE? From the Business License System Main Menu click Maintenance > Position Codes, this will take you to the Position Code Maintenance screen (see the example below). The following fields are available. After each field is input, press tab to accept the information and proceed to the next field. Code Create a code using up to one alphanumeric character to identify the Position. Description Enter in a description of the Position Code. 47

48 6.00 SUPPORT WHAT IS SUPPORT? The Support menu allows you to perform operations that are used infrequently. HOW DO I ENTER SUPPORT? From the Business License System Main Menu, click Support to open the Support menu. The following menu options are available: 6.10 INITIALIZE BILLING CYCLE WHAT IS INITIALIZING A BILLING CYCLE? This option prepares Licenses for invoicing, receiving payments, and charging late fees in the new License year. Note: This process requires a strategy as to the appropriate time to initialize the billing. When the Initialize Billing Cycle option is run, the system: 1. Changes all the License Status Codes to AR (awaiting renewal) for the licenses included in the initialization process that are set to renew. 2. Removes the prior year s payment detail for all licenses included in the initialization process. 3. Removes the prior year s license numbers for all licenses included in the initialization process. 4. Sets the new Expiration Date for all licenses included in the initialization process. 5. Updates the License Type codes that were set to be given new codes in the New License Type field found in License Type Code Maintenance. Once the Licenses are in the AR status, the new License year s invoices can be printed, new payments can be applied, new license numbers issued, and (when applicable) new penalties assessed. WHAT SHOULD I DO BEFORE I INITIALIZE? Since initialization wipes the slate clean of all the prior year s entries, it is best to take the following steps before selecting to run this process: 1. Print the Business Listing Report and save it for possible future reference. 2. Print the Open Balance Report and save it for possible future reference. 3. Print the License Report and save it for possible future reference. 4. Call MSI for a backup of your data or back it up to tape and pull the tape out of regular circulation This is handy, just in case the data needs to be restored for some reason. HOW DO I INITIALIZE A BILLING CYCLE? 48

49 From the Business License System Main Menu, click Support > Initialize Billing Cycle. Initialize Billing Warning Message When the option to Initialize Billing Cycle is selected off of the Support menu, a warning message will appear as a safe guard against accidentally initializing the billing cycle (see screen shot below). If you are ready to initialize, click Yes and you will be taken to the Initialize Billing Cycle screen (see example below). If you are not ready to initialize, click No and the system will take you back to the Business License System Main Menu. The following fields are available. After each field is input, press tab to accept the information and proceed to the next field. Initialize all licenses 49

50 This option will initialize all licenses. Initialize specific License Type(s) This option allows you to initialize up to 10 specific license types. This option is available because some users have license types that expire at different times of the year. Enter the code for the license type or click the binoculars for the look up box to select the license types. Enter the New License Year Enter the License Year for the Initialization. The License Year is the year in which the Licenses will expire (the month and day the license will expire is defined on the License Type Code Maintenance Screen) DELETE CASH RECEIPTS HISTORY WHAT IS DELETING CASH RECEIPT HISTORY? The Delete Cash Receipts History option is used to remove cash receipt batches from the system. The option allows you to choose a date range of the batches that you want removed. Note: Be careful, if you remove a valid batch that has not been updated you will have to re-key the receipts. Once deleted, the batch of receipts is no longer retrievable. HOW DO I DELETE CASH RECEIPT HISTORY? From the Business License System Main Menu click Support > Delete Cash Receipts History, this will take you to the Delete Cash Receipts History screen (see the example below). 50

51 The following fields are available. After each field is input, press tab to accept the information and proceed to the next field. Starting Date Enter the starting date in a MMDDYY format for the beginning date to remove receipt batches. Ending Date Enter in the ending date in a MMDDYY format for the ending date to remove receipt batches SYSTEM DEFAULTS WHAT ARE SYSTEM DEFAULTS? The system defaults screen is used to define the system s setup defaults. Information keyed in here is used to automatically populate fields in other screens and reports, in order to save time. HOW DO I DEFINE SYSTEM DEFAULTS? From the Business License System Main Menu click Support > System Defaults, this will take you to the System Defaults screen (see the example below). 51

52 The following fields are available. After each field is input, press tab to accept the information and proceed to the next field. Default City/State/Zip Enter the default City, State, and Zip code so that when a Business is entered in Business Maintenance the same address information fields are populated. This reduces keystrokes and errors. Next Business ID Enter a Business ID code in this field so that when the next new Business is entered in Business Maintenance, this ID will populate in the ID field. This field is optional. Next License # Enter a License Number in this field so that when the next license is paid, this number will populate in the License # field of Cash Entry. This field is optional. Next Contact ID Enter a Contact ID code in this field so that when the next new Contact is entered in the Contact ID screen, this ID will populate in the ID field. This field is optional. Heading Lines There are five lines available to create a heading to print on the Invoices. Enter a line and tab to go to the next line. 52

53 Signature Lines There are two lines available to create signature lines to print on the Invoices. Enter a line and tab to go to the next line. Inspections Enter a description for each inspection type one through six. In the BL Inspection Maintenance screen inspection types can be entered once these Inspection descriptions are defined. Lookup Box Limit This field instructs the system to lookup a certain number of files at a time. It is designed to reduce the amount of time for the lookup boxed to display at the sites with very large databases UPGRADE CONVERSION WHAT IS AN UPGRADE CONVERSION? This option is used when a data conversion is required for the system upgrade. This option is not used for V

54 APPENDIX A SAMPLE REPORTS OPEN CASH RECEIPTS LISTING 54

55 DISTRIBUTION JOURNAL 55

56 POSTED JOURNAL 56

57 BUSINESS LISTING 57

58 OPEN BALANCE REPORT 58

59 INVOICE If this business has the Owner/Remit To field populated, then that information will print in the space above indicated by the red box in lieu of the main business address. 59

60 LICENSE FORM If this business has the Owner/Remit To field populated, then that information will print in the space above indicated by the red box in lieu of the main business address. 60

61 LICENSE REPORT 61

62 62

63 63

64 APPENDIX B TOOLBAR AND SCREEN BUTTONS Click Add to add the line item to the License and to go on to the next line item. Click Remove if it is necessary to remove a line item from the License. First highlight the line to be deleted and then select this Remove button. The OK button is used to complete a process. On data entry screens the OK button is used to save any new data entered. The Cancel button allows the user to scrap the current entry and clear the screen. The Delete button allows you to delete the current asset displayed. The Exit button cancels the current function and closes the current window. This icon works the same as the OK button; it will save the information you have entered. This icon works the same as the Cancel button; it will clear what you have entered and allow re-entry. This icon works the same as the Delete button; it will delete the information displayed on the screen. This icon works the same as the Exit button; it will exit you from the screen. When your cursor is in any field where there is a lookup available, this icon will become active. It works the same as the binoculars icon found next to those fields. - or - Either of these icons (the larger one is on the toolbar, the smaller one is found in the Business Contacts section of the Business Maintenance screen) will open the Contact Entry program to key in either the Person in Charge, Owner / Remit to, or Property Owner detail. The icon on the toolbar is grayed out unless the cursor is in one of the contact fields under the Business Contacts section. This icon will open the Emergency Contacts Entry screen. This screen allows entry of Emergency Contact Information. For more detail see Appendix C. This icon will open the Inspections Maintenance screen. This screen displays and allows the entry of Business License Inspections. For more detail see Appendix C. This icon will open the License Inquiry screen. For details on this screen, see section 3.10 License Inquiry. This icon will open the Business Comments screen. It is a free form screen which allows unlimited comments to be entered. The comments do not print on reports, Invoices, or Licenses. For more detail see Appendix C. This icon will open the Business License Invoices screen, which will allow an invoice to be printed for this business. This icon will open the Contact MSI Customer Service screen. If you are experiencing a problem with the License Entry program, then click on this icon and fill out the form, print it out and fax it over to MSI for assistance. For more detail see Appendix C. 64

65 APPENDIX C TOOLBAR PROGRAMS BUSINESS COMMENTS ENTRY Click the icon ( ) on the top toolbar to add comments. The comments are free form and unlimited. The comments do not print on reports or Licenses. 65

66 CONTACT ID Click the icon ( ) on the top toolbar to add Contact Detail. From this screen you may enter, change or display the Person in Charge Contact ID or click the binoculars with your mouse for the look up list. Enter, change or display the Name of the contact, Address, City, State, Zip, Phone Number, Cell Number, and Pager of the contact. The Sort Name will default to the Contact ID or can be modified. If you mouse-click the binoculars on the Contact ID, the Contact ID look up is also available by the Sort Name. The Position field is available to identify the job or employed position of the contact person. A one-character code is available to create the Position database or mouse-click on the binoculars to look up positions. The Address field is available to maintain the address information for the contact. 66

67 EMERGENCY CONTACT ENTRY Click the icon ( ) on the top toolbar to add Emergency Contact Detail. Enter the name of the Emergency Contact into the first field; their title can be keyed into the second field. Enter the Emergency Contact s Phone number and Cell Phone/Pager numbers where specified, and then click the Add button to add the contact to the edit list. If you need to remove a contact, highlight the contact in the edit area and click the Remove button. The Change Order function allows you to select a contact from the edit list and move that contact in relation to the others. Contacts should be listed in the order they should be contacted. The Primary Emergency Contact is first and will be displayed on the main Business Maintenance screen. To move a contact s priority up or down, just highlight the name in the edit area using your mouse and click the Change Order arrow until the contact is in its proper location. 67

68 INSPECTIONS MAINTENANCE ENTRY Click the icon ( ) on the top toolbar to add Inspections Detail. Select the Inspection Type by pulling down the arrow to the right of the field. Select inspection type one through six as set up in the Support, System Defaults screen in the Inspections fields. Enter in the Last Inspection date and the Next Inspection date. Enter in any comments from the inspection; mouse-click the Add button to add the inspection information. Highlight a line and click the Remove button to remove lines. 68

69 CONTACT MSI CUSTOMER SERVICE Click the icon ( ) on the top toolbar to access the form which may be printed and faxed to MSI for support assistance. This icon is available from all Business License screens. So, if you are having an issue in License Entry, then click the icon on that screen and fill out the form then fax it over. The program information that appears on the form pulls valuable detail from the screen that the form is accessed from and so it is most helpful to take this option from the screen with the issue. Just type in a description of the problem and click Print, then fax the page over to MSI at (847)

70 APPENDIX D LOOKUP SCREENS For many fields throughout the Business License program there is a binoculars icon ( ) available to assist in finding and adding a particular code to that field. To access the lookup screen, you have 3 options: 1) Click the binoculars icon next to the field. 2) Click the binoculars icon off of the top tool bar. 3) While the mouse is in a field with a lookup available, press F4 on your keyboard. BUSINESS LOOKUP When using the binoculars to look up a business, the below screen is an example of the list box that will appear. HOW IS THE DETAIL SORTED? If this lookup box is opened from a field that s looking for a Business ID #, then the screen will open sorted by ID. If it s opened from a field looking for the Business Name, then it will be sorted by the Name Field. All the column headers on this particular lookup box (except Address ) may be clicked in order to re-sort the businesses displayed. 70

71 WHY AREN T ALL MY BUSINESSES DISPLAYED? When the lookup box is first opened, there will be a check mark in the Limit Lookup box. The quantity of records that will initially be loaded in all Business License lookup boxes is setup in the System Defaults screen, in the Lookup Box Limit field. If you wish to see all of the businesses that are setup in the system, then uncheck the Limit Lookup box and click on the Refresh button. You will notice that the Records Displayed quantity has increased to the total number of businesses in the Business License system. HOW DO I FIND THE BUSINESS I M LOOKING FOR? By Business ID To quickly find a business by its ID, type the number into the Value box and click the ID header to resort the lookup and locate the business. By Business Name To quickly find a business by its Name, type the name into the Value box and click the Name header to resort the lookup and locate the business. By Business Address To quickly find a business by its Address, type the address into the Value box and click the Address header to locate the business. I M TYPING IN THE NAME OF THE BUSINESS, BUT THE RECORD IS NOT DISPLAYED The Name header that s used in the Business Lookup is pulling its information from the Sort Name field that s defined on the Business Maintenance screen. Pull up that business in the maintenance screen and verify the Sort Name field contains accurate information. If the Sort Name field in the Business Maintenance screen is accurate, then try un-checking the Limit Lookup box before performing the lookup and verify that the Locate option is selected. HOW DO I SELECT A RECORD ONCE IT S FOUND? Now that you ve found the record you re looking for, all you need to do is double click on it from within the list box to return the results back to the field from which the binoculars icon was selected. If you for some reason decide not to select a record, click the Exit button to be taken back to the prior screen. WHAT IS THE UP ARROW ABOVE THE SCROLL BAR? To the far right of the headers and above the scroll bar is an up arrow that looks like:. This can be used to quickly jump back an entire page or in some cases may go all the way back to the top of the list box. WHAT S THE DIFFERENCE BETWEEN FILTER AND LOCATE? There are two ways to find a record in the binoculars list box, either Filter or Locate. Each works a little differently, as described below. 71

72 Locate If Locate is selected, then whatever value is keyed into the Value box is used to read through the entire data file of all the businesses to find those records that begin with that value. For instance, if J is keyed into the Value box and then the Name header is clicked (while Locate is selected), then all of the Business Names that start with J will be displayed regardless of whether any of those businesses were in the records already displayed. Additionally, all records that come after those records that meet the value specified will also be displayed. See the example screen shot below. Example of Lookup screen when the Locate Option is selected: 72

73 Filter If Filter is selected, then whatever value is keyed into the Value box is used to read through the records that are already displayed in the lookup box in order to find those records that begin with that value. For instance, if J is keyed into the Value box and then the Name header is clicked (while Filter is selected and only the first 300 records are displayed), then all of the Business Names that start with J that are in one of the Records Displayed will be found. No additional records will be displayed. See the example below. Example of Lookup screen when the Filter Option is selected: 73

74 APPENDIX E HOW TO /PROCESSING GUIDES HOW TO REMOVE OR INACTIVATE A BUSINESS So one of the companies that s been issued a business license has gone out of business, what now? There are two ways to approach this. The first way removes all references to that business and its license; the second way keeps the business detail, but removes the license (so that when the program is initialized that business will not be invoiced for a new license). Which approach is taken is up to the user. APPROACH #1 REMOVE ALL REFERENCES TO THE BUSINESS AND ITS LICENSE 1) From the Business License System Main Menu, select Maintenance > Business Maintenance (figure BL-1). Figure BL-1 2) Enter the Business ID # by either hand keying it in or by using the binoculars to lookup the defunct business and then tab from the field so that the business detail fills the screen. 3) Click on the License icon on the toolbar 74

75 4) Highlight and Remove each license associated with this business. When all licenses have been removed then click OK to save your changes and Exit to return to Business Maintenance. 5) From the Business Maintenance screen, select the Delete button from the bottom of the screen to remove this business now that all license detail associated with it has been removed. APPROACH #2 KEEP THE BUSINESS DETAIL, REMOVE THE LICENSE For this approach, it is Municipal Software s recommendation that first the license is removed; second the business is set to inactive; and third comments are added to the business pertaining to the removed licenses (optional). Below are the details of how to achieve these steps. Step 1 Remove the license detail from the business 1) From the Business License System Main Menu, select Maintenance > Business Maintenance (figure BL-1). 2) Enter the Business ID # by either hand keying it in or by using the binoculars to lookup the defunct business and then tab from the field so that the business detail fills the screen. 3) Click on the Licenses icon at the top of the screen (Figure BL-2). Figure BL-2 4) If you plan to keep comments on what licenses this business had, then make note of the existing licenses before removing any details. 5) In the Licenses section, double-click on the license in the white box to bring its detail up to the top of that section for editing (Figure BL-3). 75

76 Figure BL-3 6) Click on the Remove button next to the white box in the Licenses section. 7) When the message in Figure BL-4 appears, select Yes. Figure BL-4 8) Repeat for each license until the white box is empty. Then click OK to save these changes. 9) Click Exit to return to the Business Maintenance screen. 10) Click OK on the Business Maintenance screen to save the changes. 11) Click Exit to return to the Business License System Main Menu. NOTE: If the licenses are not removed by completing Step 1 detailed above, then the license status will be set back to AR Awaiting Renewal and invoices mailed the next time the program is Initialized. 76

77 Step 2 Inactivate the business 1) From the Business License System Main Menu, select Maintenance > Business Maintenance (figure BL-1). 2) Enter the Business ID # by either hand keying it in or by using the binoculars to lookup the defunct business and then tab from the field so that the business detail fills the screen. 3) Click into the Business License Category Code field and change the existing Code to I for Inactive (Figure BL-5). Figure BL-5 4) If the message in Figure BL-6 appears, then click Yes and the Business Category Code Maintenance screen will open (Figure BL-7). Simply type the word INACTIVE into the Description field and click OK to save, then Exit to return to the Business Maintenance screen. Figure BL-6 77

78 Figure BL-7 5) Click OK on the Business Maintenance screen to save the changes. 6) Click Exit to return to the Business License System Main Menu. Step 3 Add comments to the business (optional) 1) From the Business License System Main Menu, select Maintenance > Business Maintenance (figure BL-1). 2) Enter the Business ID # by either hand keying it in or by using the binoculars to lookup the defunct business and then tab from the field so that the business detail fills the screen. 3) Click on the Comments icon at the top of the screen (Figure BL-8). Figure BL-8 4) Key in any comments that may be useful when looking back on this company s information (see example in Figure BL-9). 78

79 Figure BL-9 5) Click OK to return to the Business Maintenance screen. 6) Click OK on the Business Maintenance screen to save the changes. 7) Click Exit to return to the Business License System Main Menu. 79