Release Notes INCODE V Tyler Technologies INCODE Division

Transcription

1 2009 Release Notes INCODE V Tyler Technologies INCODE Division

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3 Table of Contents Table of Contents System-Wide Enhancements INCODE Central... 1 INCODE on the Web links moved INCODE Central launches default browser Previewer... 2 Previewer compatibility with Vista Speed improvements Windows Print dialog Hierarchy of printer settings streamlined Financials Accounts Payable... 5 Direct Open Item Input... 5 Budget checking Open Item Maintenance... 6 Change the vendor on an invoice Regular Open Item Input... 7 Budget checking System File Maintenance... 8 New budget checking options Vendor Management Type column added Dynamic grid control buttons added Centralized Purchasing Bid Request Report New report Check Reconciliation Bank Reconciliation Notes tab added for adjustments INCODE Release Notes Version 8.00 i

4 Table of Contents Check Reconciliation Register Bank Rec Adjustments Only checkbox added Fixed Assets Asset Management Next Asset ID button Ability to attach photos added Asset Selection Asset list modified Fixed Asset System Maintenance Specifications for auto-assigning IDs General Ledger Account Management Work order drilldown added Cash Analysis Report Ability to select multiple funds G/L Detail vs. Budget Report Report totals added Department totals added Import File Maintenance Ability to import next year notes Journal Entry Import Ability to import multiple items Human Resources General Status filter added Annual Statement Annual and Lifetime columns expanded Applicant Manager button added Candidate Manager button added ii INCODE Release Notes Version 8.00

5 Table of Contents Employee Manager Direct deposit warning on reactivated employees button added Annual and Lifetime limits fields expanded Annual and Lifetime columns expanded Hire Wizard button added Open Enrollment Input Annual and Lifetime limits fields expanded Annual and Lifetime columns expanded Open Enrollment Register Annual and Lifetime columns expanded Inventory Control Inventory Code Maintenance Inactive checkbox added Inventory Code Selection Inactive status warning Part Maintenance Change a part number Status dropdown added Ability to attach photos added Part Selection Inactive status warning Transaction Audit Report Changes to improve filtering Report layout changes Valuation Report 'As of' field added Payroll Base Payroll Report Employee totals INCODE Release Notes Version 8.00 iii

6 Table of Contents Deduction Code Maintenance Deduction code selection limit increased Pay code selection limit increased Employee Deduction List Limits columns expanded Employee Management...37 Direct deposit warning on reactivated employees address field and button added Annual and Lifetime limits fields expanded Lookup added Employee Profile Report Limit column expanded Pay Code Maintenance User Defined selection modified Ability to set maximums on pay codes Pay Code Report Pay code selection control Payroll Calculation - Preliminary Pay code maximum warnings and errors Payroll Deduction Report Annual and Lifetime Limit columns expanded W-3 Print New program Project Accounting Line Item Maintenance Inactive checkbox added Project Accounting Maintenance Inactive line item Time Entry Group List Employee # column added iv INCODE Release Notes Version 8.00

7 Table of Contents CIS/CRM General...47 Comment Code Maintenance Alert flags for contact and property comments Accounts Receivable Amendment Input Posting date changes Amendment Register Posting date changes A/R Credit Application Build New function for applying unapplied credits Customer Selection Ability to add customer from Open Item Input Building Projects General Status filters include new custom statuses New fields added to report schema Building Projects Selection Custom statuses Incident Console Adjustable columns Project Management View property location using Google Maps Custom statuses Schedule Inspections Contact field lists all project contacts System File Maintenance...57 Custom statuses Task Console...57 Adjustable columns INCODE Release Notes Version 8.00 v

8 Table of Contents Task Status Report Task duration Business License Forms Packet Break-Out New program License Management View property location using Google Maps System File Maintenance City limit discounts Ability to have Payment Input respect pending payments Call Center Incident Console Adjustable columns View incident locations using Google Maps Task Console Adjustable columns View task locations using Google Maps Ability to print letters in contact name order Cash Collections Credit Card Processing New online credit card verification option Department Code Maintenance New program Mail Processing Input Ability to process mail payments and walk-up payments at the same time Merchant Code Maintenance New online credit card verification option Ability to require verification Operator Maintenance Department field Security tab vi INCODE Release Notes Version 8.00

9 Table of Contents Payment History Report New report Payment Input Reference field expanded System File Maintenance Ability to auto-post Court payments Transaction Code Maintenance New transaction type for restitution Void Receipt Restoring account to past due list when voiding a receipt Cemetery Records System File Maintenance Default Name Type field Sales Tax Form Exclusion Check All button Tax Management...73 View business property location using Google Maps Tax Return Report Late Filing Only checkbox Tax Wizard...75 Notes button Special Assessments Assessment Management View assessment location using Google Maps Utility Billing General Additional variables for custom forms Account Management View account location using Google Maps Address Management Expected Demand Cons field INCODE Release Notes Version 8.00 vii

10 Table of Contents Adjustment Code Maintenance New adjustment type Bad Debt File Maintenance Reference field expanded Bad Debt Report Reference field expanded Bad Debt Transaction File Maintenance Reference field expanded Bill Calculation Handling demand meter swaps High bill warnings Ability to run preliminary bill calculation by book Bill Maintenance Ability to add a message to an individual bill Book Maintenance Ability to roll cycle dates based on a specific day of the month Customer Class Maintenance Ability to set threshold for high bill warning Cutoff Process Ability to add customer to penalty packet after penalties have posted Cutoff Register Ability to print non-metered services Device Report Account name sequence Account names print on report Estimated Consumption Report Account status filter Status column added Form Wizard Ability to print forms for accounts in bad debt and demand deposit return packets Handheld Route Load Process High and low audit for demand viii INCODE Release Notes Version 8.00

11 Table of Contents History Bill Print Simultaneous printing of historical bills InSite Reinstatement settings enforced Late Notice Printing Sequence and sorting options improved Lien Penalty Application New report mode Lien Register Mailing address more prominent Meter Maintenance MXU fields moved Meter Reading Input Exp column now shows expected demand for demand meters Missing Services Report New report Multiple Unit Report Service status filter Service status column added Note Maintenance Creation time added to notes Ability to edit secured notes Notes Report Creation time added to notes Payment Input Restoring account to past due list when deleting a receipt Refund Check Maintenance Minimum refund amount Refund Check Register Minimum Refunds page Service Code Maintenance Demand hi/low checking INCODE Release Notes Version 8.00 ix

12 Table of Contents Service Order Console View service order locations using Google Maps Service Order Printing Load/save criteria options Services Report Account status filter Sewer Averaging Ability to exclude zero consumption from calculation Sewer Averaging Configuration Ability to exclude zero consumption from calculation Statement Printing New option to print bar codes System File Maintenance Abnormal Demand % field removed Deposit Refund tab renamed Minimum Amount field Work Orders General Posting to Project Accounting for internal charge codes Work Order Console View work order locations using Google Maps New fields added to report schema Court Case Management Civil Court General Calendar management functions added to Civil Court menu Prosecutor field disabled for shared programs Auto Docket No. Maintenance Docket number allows alphabetic characters Calendar Type Maintenance Ability to associate a calendar type with an application x INCODE Release Notes Version 8.00

13 Table of Contents Calendar Type Relation Maintenance Only related calendar types displayed Calendar Type Selection Application column added Case Status Ability to update cases in bulk Judge and Location columns added New shortcut menu Case Type Maintenance Docket number uses alphabetic characters Court Calendar Cases Calendar enhancements Docket Maintenance Court Location and Judge fields Parties viewport enlarged Field descriptions added Court checking Criminal Court General Social Security number masking New security codes for comments Auto Docket No. Maintenance Lookup added for offense code type Changes to field length and data type for auto docket numbers Automated Macro Maintenance Alternate status selection Exclusion based on minimum balance Automated Officer Notification New program Automated System Logs Notification New program Bond Maintenance New Bond Set column INCODE Release Notes Version 8.00 xi

14 Table of Contents Calendar Template Maintenance Ability to assign multiple prosecutors Case Management Center Juveniles dropdown replaced with Age selection control Columns added to case list Macro errors show in Case Listing grid Macro designated in Queue Maintenance loads Cash/Bond Refund Listing Restitution shown in grid for each violation Cash Payment Refund Ability to only refund restitution fee Citation/Case Entry New Jurisdiction field Officer Investigated and PCA on File flags available Citation Purge Ability to remove images from TCM or Laserfiche when purging cases Citation Selection Ability to access Restitution Maintenance from shortcut menu Interpreter tag Ability to specify a secured signature Statute column added Complaint Print Selection Complaint printing options Print as Exceptions options Court Calendar Cases New Name and Statute columns Access to Courtroom Docket Court Calendar Maintenance Ability to assign multiple prosecutors Court Calendar Processing Ability to assign multiple prosecutors Court Docket Print Interpreter Needed tag added to report xii INCODE Release Notes Version 8.00

15 Table of Contents Court System Maintenance Ability to calculate initial appearance based on current date Changes to Type of Docket Number field Ability to designate exceptions to the default status Ability to assign conviction date based on plea Display Jurisdiction flag Display Officer Investigated or PCA on File flags Courtroom Docket Interpreter tag Statute column added Disposition Macro Maintenance Ability to designate order of processing Bonds frame added New option to double fine Waive Attorney setting Ability to print subpoenas from macro Document Maintenance Change to TOP file-naming convention Expunge Case New program Fee Code Maintenance Flag a fee for restitution Final Docket Print Interpreter Needed tag added to report Issue Warrants Exclude Future Status Dates checkbox Load/save selection criteria options Name Maintenance View address location using Google Maps Primary Language and Interpreter fields Offense Code Maintenance New fields for mandatory court appearances INCODE Release Notes Version 8.00 xiii

16 Table of Contents Offense Code Selection Description column added to Search by Statute tab Officer Court Docket Location added to report Officer Maintenance Alternate contact fields added Officer availability enhancements Payment Input Ability to collect restitution payments Payment options disabled depending on mandatory appearance Payment/Reimburse Ability to track reimbursements Post Payments/Bonds Restitution transactions on report Preview Post Payment/Bonds Restitution transactions on report Prosecutor Filing Selection Review Attorney and Jurisdiction filters Queue Maintenance Ability to associate a macro with a queue View cases in queue Function to recalculate queue counts Queue Selection Ability to specify the number of cases to load from queue Reimbursement with Balance Due Listing Create batch reimbursements Summary totals and victim names Restitution Maintenance Victim Detail field removed Left to Pay column added Special Code Maintenance Interface reorganized Special codes for withdrawal reason and suspension class added xiv INCODE Release Notes Version 8.00

17 Table of Contents Special code for language added Special code for jurisdiction added Status Code Maintenance Skip Holidays checkbox Subpoena Selection Witness Type filter View Court Calendar Prosecutor and Judge filters New calendar view View Warrants New PCA on File, Officer Investigated, and Complaint Printed columns Issue All Warrants function Comment function Clerk Review function Violation Inquiry View address location using Google Maps In Queues field Jurisdiction field New Officer Investigated and PCA on File fields Review Attorney field Violation Maintenance Determine how to apply clerk or docket comments Ability to copy docket comment to clerk comment Violation Status Maintenance In Queues field Review Attorney field New Receipts tab Warrant Issue Maintenance Ability to create warrant batches Load/save selection criteria options Warrant Listing View address location using Google Maps INCODE Release Notes Version 8.00 xv

18 Table of Contents Warrant Maintenance Secured comment tabs Assigned Date field View address location using Google Maps Warrant Status Listing View address location using Google Maps Warrant Type Maintenance Double fine option added xvi INCODE Release Notes Version 8.00

19 System-Wide Enhancements System-Wide Enhancements INCODE Central In the past, when you clicked the INCODE on the Web accordion button, the links loaded in the left-hand pane. Now the links load in the larger right-hand pane. Prior versions of INCODE Central used Internet Explorer exclusively when you accessed an Internet resource such as the Support website or online help. Now INCODE Central launches your default browser. INCODE Release Notes Version

20 System-Wide Enhancements Previewer Previewer is now fully compatible with the Windows Vista operating system. Previewer performance has been enhanced so that it runs faster than previous versions. The Print command now uses the Windows Print dialog. The order in which printer settings are applied has been adjusted. The following table indicates how, in most cases, settings work in relation to one another. If you change settings in a dialog that falls above another dialog in the table, the settings in the higher-level dialog take precedence. For example, if you change a page layout setting in the Incode Preview Printer Options window and then make a conflicting change in the Windows Print dialog, the settings in the Windows Print dialog are used. Windows Print dialog File > Print 2 INCODE Release Notes Version 8.00

21 System-Wide Enhancements Incode Preview Printer Options File > Print Options Report settings Incode Preview Report Type Settings These settings are embedded into the report. File > Print Options > [Report Type Settings] INCODE Release Notes Version

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23 Financials Financials Accounts Payable Direct Open Item Input Processing > Open Item Process > [highlight a Direct Payables packet] > [Input] Budget checking has been added so that you are warned at input time if a distribution account is over budget. To indicate an over-budget status for an account, an over-budget (OB) column has been added to the grid on the Distribution tab. If the invoice distribution causes an account to go over budget, a warning and/or a password prompt may appear depending on the selection in the Actual Exceeds Budget field in System File Maintenance. The Actual Exceeds Budget options and their effects on Direct Open Item Input are described in the System File Maintenance section. Distribution with an account in over-budget status with Show Warning or Password Required setting Over-budget warning with Show Warning, Password Required, or Prevent setting INCODE Release Notes Version

24 Financials Open Item Maintenance Password prompt with Password Required setting Administration > Repair > Open Item Maintenance Previously, the only way to change a vendor on an invoice in Open Item Maintenance was to delete the invoice and add it back in with a different vendor. To make changing a vendor on an invoice easier, a delta button has been added to the Open Item Maintenance toolbar. When you click the button, the Edit Vendor popup opens where you can make the change. 6 INCODE Release Notes Version 8.00

25 Financials Regular Open Item Input Processing > Open Item Process > [highlight a Regular Payables packet] > [Input] Budget checking has been added so that you are warned at input time if a distribution account is over budget. To indicate an over-budget status for an account, an over-budget (OB) column has been added to the grid on the Distribution tab. If the invoice distribution causes an account to go over budget, a warning and/or a password prompt may appear depending on the selection in the Actual Exceeds Budget field in System File Maintenance. The Actual Exceeds Budget options and their effects on Direct Open Item Input are described in the System File Maintenance section. Distribution with an account in over-budget status with Show Warning or Password Required setting Over-budget warning with Show Warning, Password Required, or Prevent setting INCODE Release Notes Version

26 Financials System File Maintenance Password prompt with Password Required setting Administration > Setup > System File Maintenance Budget checking has been added to the Open Item Input programs. To indicate how to handle a distribution that causes an account to go over budget, an Actual Exceeds Budget field has been added to System File Maintenance. When entering distributions in Direct or Regular Open Item Input, your ability to allow an account to go over budget depends on your selection here. Your options are: Ignore The system allows you to proceed without a warning or an asterisk in the OB column. Show Warning The over-budget warning appears when the amount entered causes the account to go over budget. When you click OK on the warning, you are allowed to proceed even though the account is over budget. An asterisk appears in the OB column for the distribution item to show that the account is over budget. Password Required The over-budget warning appears when the amount entered causes the account to go over budget. When you click OK on the warning, the system prompts you to enter a password. You can only allow the account to go over budget if you enter the correct password. If you enter the password, you are allowed to override the warning and an asterisk appears in the OB column for the distribution item to show that the account is over budget. Prevent The over-budget warning appears when the amount entered causes the account to go over budget. When you click OK on the warning, the system returns the cursor to the Amount field to give you the option of adjusting the amount. You are not allowed to proceed unless the amount you enter keeps the account within budget. 8 INCODE Release Notes Version 8.00

27 Financials INCODE Release Notes Version

28 Financials Vendor Management Tools > Vendors Previously, no notation was made in Vendor Management when a payment was made by draft. To help the user identify the method by which the vendor was paid (e.g., draft, check, deposit), a Type column has been added to the grid on the Checks tab of Vendor Management. The entry in the Type column is pulled from the Type field in Check Master Maintenance. The Customize Grid and Save Options buttons have been added to the dynamic grid controls on the Checks tab. 10 INCODE Release Notes Version 8.00

29 Financials Centralized Purchasing Bid Request Report Reports > Bid Request Report The new Bid Request Report makes it easy to submit a bid request to multiple vendors. You specify the requisition number, the vendors to send a bid request to, contact information for your entity, and the optional details to print on the requests. The Vendor selection control allows you to choose multiple vendors to submit the bid request to. INCODE Release Notes Version

30 Financials 12 INCODE Release Notes Version 8.00

31 Financials Check Reconciliation Bank Reconciliation Processing > Bank Reconciliation > [highlight a packet] > [Reconcile] Adjustments made during bank reconciliation are typically unique situations that require documentation for future reference. A Notes tab has been added to the Adjustments popup in Bank Reconciliation to accommodate this need. INCODE Release Notes Version

32 Financials Check Reconciliation Register Reports > Check Register You can now print the Check Reconciliation Register so that it only shows adjustments made through the Bank Reconciliation Process. This option is useful for quickly checking the register to ensure that adjustments have been posted. The checkbox is only enabled if you select Interest, Miscellaneous, or Service Charge from the Type dropdown; All or Posted from the Status dropdown; and B G/L Batch Posting or G G/L Journal Posting from the Folio dropdown. 14 INCODE Release Notes Version 8.00

33 Financials Fixed Assets Asset Management Tools > Assets A Next Asset ID button has been added next to the ID field so you can automatically assign the next available ID number to a new asset. The button is only enabled when the ID field is blank. Options controlling how the asset ID numbers are automatically assigned are set up in Fixed Asset System Maintenance. You can now attach a photo to an asset record in Asset Management. To attach a photo, click the Browse Pictures button. Navigate to the location of the photo you want to attach, highlight it, and click Open to load the image in the window. Note: This feature requires a change to your configuration file. Please contact INCODE Support for assistance. INCODE Release Notes Version

34 Financials Asset Selection Tools > Assets > [Asset ID Lookup] The columns in the asset list box have been modified to provide more information. The Class column has been removed. The Tag Number, Serial Number, and Primary Loc. columns have been added. 16 INCODE Release Notes Version 8.00

35 Financials Fixed Asset System Maintenance Administration > Setup > System File Maintenance Asset ID Size, Auto Numbering Increment, and Next Asset ID fields have been added so you can specify how to automatically assign asset ID numbers to new asset records. In the Asset ID Size field, indicate the size of the asset ID up to 25 characters. In the Auto Numbering Increment field, indicate by what number to increment the IDs. (For example, if the last new asset ID was 100, and you type 5 in the Auto Numbering Increment field, the next asset ID the system auto assigns is 105.) The Next Asset ID field shows the next asset ID number that will be assigned when the Next Asset ID button in Asset Management is used. This number is systemmaintained, but can be changed. INCODE Release Notes Version

36 Financials General Ledger Account Management Tools > Accounts You can now drill down on detail records posted from the Work Orders application to view the associated work order in Work Order Management. Work order number links appear in the Invoice column on the Detail tab. 18 INCODE Release Notes Version 8.00

37 Financials Cash Analysis Report Reports > Cash Analysis The Funds field in the Cash Analysis Report set-up window has been changed so that you have the option of selecting multiple funds rather than one or all funds. When you click the Funds selection button, the Funds popup opens where you can select the funds you want to include in or exclude from your selection. The fund number has been added next to the fund totals on the report so you can more easily identify which fund the totals are for. Grand totals have been added to the end of the report so you can more easily analyze overall activity. INCODE Release Notes Version

38 Financials G/L Detail vs. Budget Report Reports > G/L Detail vs. Budget Report Report totals have been added so that users can analyze budget, monthly, and yearto-date activity; total encumbrance amounts; and balances for all accounts included on the report. Department totals have been added to the end of the report so that users can analyze budgets and spending more easily by department. Import File Maintenance Tools > Budget Import Because the notes in the Next Year Notes field are often used to plan the following year s budget, it is helpful to have them imported from the old budget into the new budget. You can then use these notes to review why certain budget decisions were made. A Next Year Notes field has been added to Import File Maintenance to give you the option of importing the notes in the Next Year Notes field of the old budget into the Current Year Notes field of the new budget. 20 INCODE Release Notes Version 8.00

39 Financials Journal Entry Import Processing > Journal Entry Process > [from the menu, select Functions > Import File] You can now import multiple times into the same packet using Journal Entry Import. You no longer have to create a new packet for each import. The Packet Description field has been replaced with a Packet dropdown and a New button has been added. From the Packet dropdown, you can choose the packet you want to import into or you can click the New button to create a new packet. INCODE Release Notes Version

40 Financials Human Resources General Previously, you could not filter the Certification, Discipline, Education, Equipment, Grievance, Testing, and Training reports by employee status. In order to narrow your search results, an employee status filter has been added to the reports. When you click the Status selection button, the HR Status popup opens where you can select the statuses you want to include in or exclude from your selection. 22 INCODE Release Notes Version 8.00

41 Financials Annual Statement Reports > General > Annual Statement The Annual and Lifetime columns have been expanded to accommodate amounts up to 9,999, INCODE Release Notes Version

42 Financials Applicant Manager Tools > Applicant Tracking > Applicants Primary and secondary buttons have been added to the Profile tab of Applicant Manager so that you can easily send s to employees directly from the program. When you click the envelope button, a blank window opens using your default application (e.g., Outlook). If you click the button but there is no address entered in the field, the system returns a warning. 24 INCODE Release Notes Version 8.00

43 Financials Candidate Manager Tools > Applicant Tracking > Manager Console > [select My Jobs] > [expand a job] > [select Active Candidates] > [double-click a candidate] Primary and secondary address buttons have been added to the General tab of Candidate Manager so that you can easily send s to employees directly from the program. When you click the envelope button, a blank window opens using your default application (e.g., Outlook). If you click the button but there is no address entered in the field, a warning displays. INCODE Release Notes Version

44 Financials Employee Manager Tools > Human Resources > HR Manager When you rehire a terminated employee with existing direct deposit information on file and change his or her status from Terminated to Active, the system warns you of the existing direct deposit information and asks if you want to update it. An address button has been added to the Personal tab of Employee Manager so that you can easily send s to employees directly from the program. When you click the envelope button, a blank window opens using your default application (e.g., Outlook). If you click the button but there is no address entered in the field, a warning displays. The Annual and Lifetime limits fields in the Limits frame in the Deductions popup of Employee Manager have been expanded to accommodate amounts up to 9,999, INCODE Release Notes Version 8.00

45 Financials The Annual and Lifetime columns of the Deductions grid have been expanded to accommodate amounts up to 9,999, INCODE Release Notes Version

46 Financials Hire Wizard Tools > Applicant Tracking > Manager Console An address button has been added to the Hire Wizard Personal page so that you can easily send s to employees directly from the program. When you click the envelope button, a blank window opens using your default application (e.g., Outlook). If you click the button but there is no address entered in the field, a warning displays. 28 INCODE Release Notes Version 8.00

47 Financials Open Enrollment Input Processing > Open Enrollment > [highlight a packet] > [Input] The Annual and Lifetime limits fields in the Limits frame on the Deductions tab have been expanded to accommodate amounts up to 9,999, The Annual and Lifetime columns of the grid on the Deductions tab have been expanded to accommodate amounts up to 9,999, Open Enrollment Register Processing > Open Enrollment > [highlight a packet] > [Register] The Annual and Lifetime columns have been expanded to accommodate amounts up to 9,999, INCODE Release Notes Version

48 Financials Inventory Control Inventory Code Maintenance Administration > Setup > Code File Maintenance An Inactive checkbox has been added so that a code can be flagged as inactive. Inventory Code Selection When you try to select an inactive inventory code, the system warns you that the code is inactive. However, you are still allowed to continue with your selection. Part Maintenance Tools > Item Maintenance Rather than having to delete and reenter a part in order to change the part number, a delta button has been added to the Part Maintenance toolbar so that you can easily change the part number on an item. When you click the delta button, the Edit Part Number popup opens where you can make the change. 30 INCODE Release Notes Version 8.00

49 Financials A Status dropdown has been added to Part Maintenance so that the part can be flagged as active or inactive. You can now attach a photo to an inventory item record in Part Maintenance. To attach a photo, click the Browse Pictures button. Navigate to the location of the photo you want to attach, highlight it, and click Open to load the image in the window. Note: This feature requires a change to your configuration file. Please contact INCODE Support for assistance. INCODE Release Notes Version

50 Financials Part Selection Tools > Item Maintenance > [Part Lookup] When you select an inactive part, the system warns you that the part is inactive. However, you are still allowed to continue with your selection. Transaction Audit Report Reports > Transaction Audit Report The following modifications have been made to the Transaction Audit Report set-up program: 32 INCODE Release Notes Version 8.00

51 Financials o Lookups have been added to the Part Range fields. o The Trans Range fields have been removed. o The name of the Date Range field has been changed to Transaction Date. The field still functions as before. o Posting Date range fields have been added so that you can filter not only by transaction date but also by the posting date. The Transaction Date field and the Posting Date field act independently of one another. o The Sequence field has been moved below the Posting Date field to accommodate the new Transaction Selection frame. o A Transaction Selection frame has been added. The Receipts, Adjustments, and Disbursements fields have been moved inside the frame and have changed from checkboxes to selection fields. Clicking the selection button next to each field opens the respective selection popups where you can select the transactions you want to include or exclude. The following modifications have been made to the Transaction Audit Report: o The Vend/Vehic. column has been moved to the left side of the report. INCODE Release Notes Version

52 Financials o The name of the Date column has been changed to Tran Dt. o A Post Dt column has been added to show the posting date for transactions. Valuation Report Reports > Valuation Report An As of field has been added to the Valuation Report so that you can run the report as of a certain date. 34 INCODE Release Notes Version 8.00

53 Financials Payroll Base Payroll Report Reports > General > Base Payroll Report Totals have been added to the Hours and Amount columns for each employee on the report. Having totals for each employee makes it easier to compare the totals on the Base Payroll Report to the totals in the Payroll Input window. Deduction Code Maintenance Administration > Setup > Deduction Codes The number of deduction codes you can select from the Deduction Codes popup has increased so that you can base the specified deduction code on up to 200 other deduction codes. The number of pay codes you can select from the Pay Codes popup has increased so that you can base the specified deduction code on up to 200 pay codes. INCODE Release Notes Version

54 Financials Employee Deduction List Reports > Miscellaneous > Deduction List The Annual and Lifetime Limits columns have been expanded to accommodate amounts up to 9,999, INCODE Release Notes Version 8.00

55 Financials Employee Management Tools > Employees When you rehire a terminated employee with existing direct deposit information on file and change his or her status from Terminated to Active, the system warns you of the existing direct deposit information and asks if you want to update it. An field and envelope button have been added to the General tab of Employee Management so that you can easily send s to employees directly from the program. When you click the envelope button, a blank window opens using your default application (e.g., Outlook). If you click the button but there is no address entered in the field, a warning displays. The Mailing Address frame has been renamed General to accommodate this change. INCODE Release Notes Version

56 Financials The Lifetime fields in the Limits frame on the Deductions tab of Employee Management have been expanded to accommodate amounts up to 9,999, A lookup has been added to the Group field on the Base tab. You can use the lookup to open the Select Base Group window where you can select a base payroll group to associate with the employee record. 38 INCODE Release Notes Version 8.00

57 Financials Employee Profile Report Reports > General > Employee Profile The Limit column has been expanded to accommodate amounts up to 9,999, Pay Code Maintenance Administration > Setup > Pay Codes Sometimes many pay codes are needed for a user-defined percent pay calculation. For that reason, the User Defined selection has changed to a selection control so that you can select up to 100 pay codes. INCODE Release Notes Version

58 Financials Fields have been added in a new Pay Code Max Limits frame so that you can specify pay period, monthly, yearly, and lifetime maximums for a pay code. These maximums can be useful if you pay the employee s part of a deduction that is based on a percentage of the pay code amount with an upper limit on what can be paid out. Errors and warnings have been added to the Preliminary Calculation Register to indicate if a maximum has been met or exceeded. Pay Code Report Reports > Earnings > Pay Code Report The Pay Code field in the set-up window has been changed from a dropdown to a selection control so that you select multiple pay codes rather than one or all pay codes. When you click the Pay Code selection button, the Pay Codes popup opens where you can select the pay codes you want to include in or exclude from your selection. 40 INCODE Release Notes Version 8.00

59 Financials Payroll Calculation - Preliminary Processing > Payroll Process > [highlight a packet] > [Calculation] An error prints on the Payroll Calculation Preliminary report when an employee s earnings exceed one or more of the maximums set up for the employee s pay code in Pay Code Maintenance. If the earnings in the pay code equal the maximum, a warning prints. An error prevents an employer who pays deductions for the employee from paying an amount beyond what the deduction code (calculated from the pay code) allows. INCODE Release Notes Version

60 Financials Payroll Deduction Report Reports > Deductions > Deduction Report The Annual and Lifetime Limit column has been expanded to accommodate amounts up to 9,999, W-3 Print Reports > Agency > W-2 Processing > [W3 Print] A W-3 Print program has been added so that you can set up and print the W-3 form. You cannot print the W-3 form until the W-2 Audit Report, the W-2 Electronic File Creation, and the W-2 Print functions have all been performed. 42 INCODE Release Notes Version 8.00

61 Financials Project Accounting Line Item Maintenance Administration > Setup > Line Item Maintenance An Inactive checkbox has been added to Line Item Maintenance. When the checkbox is marked, the user can no longer post to the line item. The inactive status of the line item is indicated in the grid on the Line Items tab of Project Accounting Maintenance. INCODE Release Notes Version

62 Financials Project Accounting Maintenance Tools > Project Maintenance A line item that is marked as inactive in Line Item Maintenance is identified as inactive in the grid on the Line Items tab of Project Accounting Maintenance. An inactive line item cannot be posted to. 44 INCODE Release Notes Version 8.00

63 Financials Time Entry Group List Administration > Setup > Group Maintenance > [Print button] An Employee # column has been added to the Group List to make the employees on the report easier to look up. INCODE Release Notes Version

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65 CIS/CRM General Comment Code Maintenance From most CIS/CRM applications, Administration > Setup > Contacts > Comment Code Maintenance You can now specify which applications to issue alerts in when a particular contact or property comment code is used on a record. When you create or edit a contact or property comment code, checkboxes representing each relevant CIS/CRM application that you are licensed for display next to the Maintenance Alert Flag, Billing Alert Flag, and Payment Alert Flag labels. (Not all alerts are relevant to every application.) Mark the checkbox for each application you want to be alerted in. INCODE Release Notes Version

66 CIS/CRM Accounts Receivable Amendment Input Processing > Amendments > [highlight a packet in the Amendment branch] > [Input] Some clients use the Amendment Process to correct invoices or open items that posted with the wrong G/L posting date. To make this easier, one date field in Amendment Input has been relabeled for clarity and another date field has been added. The field that was formerly labeled G/L Post Date has been renamed Reversal G/L Post Date. A new field labeled New G/L Post Date has been added. The Reversal G/L Post Date defaults to the original posting date and is the date that will be used on the credit memo to reverse an item. Use the New G/L Post Date field to specify the date you want to use on the invoice that you create to replace the reversed item. 48 INCODE Release Notes Version 8.00

67 CIS/CRM Amendment Register Processing > Amendments > [highlight a packet in the Amendment branch] > [Register] The register has been updated to reflect the changes to the posting dates in Amendment Input for handling reversals. The date from the Reversal G/L Posting Date field for an item prints for the reversed invoice and the New G/L Posting Date prints for the adjusted invoice. Reversal G/L Posting Date New G/L Posting Date A/R Credit Application Build Processing > Receipting > [from the menu, select Functions > Mass Credit Application] The new A/R Credit Application Build function allows you to mass apply unapplied credits. To do so, select an existing receipting packet and specify the customer set(s) to apply credit for. (If you select a specific customer set, you can further reduce your selection to a range of customers.) Run this function, then print and verify the Receipt Register for the packet. Once you have run the register successfully, post the packet. Credits are applied to accounts at the time of posting. Note: INCODE strongly urges you to create a new receipt packet for this process. INCODE Release Notes Version

68 CIS/CRM Customer Selection Processing > Open Items > [highlight a packet] > [Input] > [Customer lookup button] You can now add a new customer while in Open Item Input. Add and Edit buttons are available in the Customer Selection window when you access it from Open Item Input. Clicking the Add button starts the New Customer Wizard. Clicking the Edit button opens Customer Management and allows you to edit information for an existing customer. Add mode 50 INCODE Release Notes Version 8.00

69 CIS/CRM Edit Mode INCODE Release Notes Version

70 CIS/CRM Building Projects General You can now define custom statuses for your projects in System File Maintenance. Because of this new feature, all reports with a Project Status filter now accommodate both preset and custom statuses in the filter. Two new fields have been added to the SchemaBP-PHS report schema to allow linkage between Building Projects and Call Center. A segment code field was added to tie back to the segment code in SchemaBP-SEG and an incident code field was added to tie back to the incident code in SchemaAC. 52 INCODE Release Notes Version 8.00

71 CIS/CRM Building Projects Selection Tools > Projects > [Project # lookup] You can now define custom statuses for your projects in System File Maintenance and apply them to your projects in Project Management. Any custom statuses you add are available in the Status filter in the selection window along with the systemdefined statuses. The Status column of the project list box also shows custom statuses. Status dropdown with custom statuses Status column of project list with custom statuses INCODE Release Notes Version

72 CIS/CRM Incident Console Tools > Incident Console The width of the columns in the Incident Console can now be adjusted. Project Management Tools > Projects You are now able to connect to Google Maps through the Internet and view the mapped location of properties in the Building Projects application. At the end of the Property fields, there is a button. Click this button to automatically load a map of the property address in your default web browser. You are now able to define custom project statuses in System File Maintenance. The Change Project Status wizard has been updated to incorporate your custom statuses where appropriate. When you run the wizard, you are presented with the types of statuses that are valid in the current context and, if you have a custom status with the same action as the current status on the project, you also have an option to 54 INCODE Release Notes Version 8.00

73 CIS/CRM change to the equivalent status. If you change to a status type that has both a preset and custom status, you are presented with a dialog to select which to use. Statuses available for an open project Two statuses with an action of suspend : Suspend (preset status) and On Hold (custom status) Schedule Inspections Tools > Inspection Console > [highlight a record] > [Schedule] The Contact dropdown now lists all contacts on a project owners, general contractors, and subcontractors so that the Inspection Report shows the correct contact phone for the inspection. INCODE Release Notes Version

74 CIS/CRM 56 INCODE Release Notes Version 8.00

75 CIS/CRM System File Maintenance Administration > Setup > General > System Maintenance A Status tab has been added to System File Maintenance so you can define up to five custom statuses for building projects. The first five statuses listed are preset and cannot be modified. In the last five fields, you can provide a description for a custom status and associate an action with the status. Task Console Tools > Tasks The width of the columns in the Task Console can now be adjusted. INCODE Release Notes Version

76 CIS/CRM Task Status Report Reports > Task Reports > Task Status Report When run in detail mode, the report now shows the time spent resolving a task in the Duration field. 58 INCODE Release Notes Version 8.00

77 CIS/CRM Business License Forms Packet Break-Out Processing > Forms > [from the menu, select Functions > Packet Break] You can now break forms packets into smaller packets to make forms printing more manageable. To do so, select the packet to break up and the number of forms to include in the smaller packets. License Management Tools > Licenses You are now able to connect to Google Maps through the Internet and view the mapped location of properties in the Business License application. At the end of the Property Address field, there is a button. Click this button to automatically load a map of the property address in your default web browser. INCODE Release Notes Version

78 CIS/CRM System File Maintenance Administration > Setup > General > System Maintenance Inside Discount and Outside Discount checkboxes and fields have been added on the General tab so you can apply discounts on license fees for a business based on its location inside or outside of the city limits. By marking one or both of these checkboxes, you can apply discounts to a fee even if the NAICS by Fee Code checkbox is marked on the Other tab of System File Maintenance. (Previously, no jurisdiction discounts could be added to a fee if the NAICS by Fee Code checkbox was marked.) If the NAICS by Fee Code checkbox is not marked and the Jurisdiction Discounts and Inside Discount and Outside Discount checkboxes are marked, then discounts are additive, not incremental. So a jurisdiction discount of 10% and an inside discount of 10% would amount to a 20% discount, not an incremental discount of 19%. The new Payment Input Respects Pending Payments checkbox in the License Payment Options frame on the General tab allows you to designate how to handle payments which are made when a prior payment is still pending. If you mark the 60 INCODE Release Notes Version 8.00

79 CIS/CRM checkbox, payments will not be applied to the same fees as those that the pending payment was applied to. INCODE Release Notes Version

80 CIS/CRM Call Center Incident Console Processing > Incident Console The width of the columns in the Incident Console can now be adjusted. You are now able to connect to Google Maps through the Internet and view the mapped location of incidents you select in the Incident Console. Filter the records in the console to include only the incidents you want to map addresses for, then click in the toolbar to load a map with the addresses in your default web browser. Task Console Processing > Task Console The width of the columns in the Task Console can now be adjusted. You are now able to connect to Google Maps through the Internet and view the mapped location for tasks you select in the Task Console. Filter the records in the console to include only the tasks you want to map addresses for, then click in the toolbar to load a map with the addresses in your default web browser. Instead of always printing in task number order, you now have the option to print letters by contact name. After you click the Print All button, you are prompted to specify a print sequence (there may be an additional prompt before the sequence prompt). 62 INCODE Release Notes Version 8.00

81 CIS/CRM INCODE Release Notes Version

82 CIS/CRM Cash Collections Credit Card Processing Processing > Operator Process > [Enter Payments] > [process an online credit card payment] In addition to address verification, Cash Collections now supports credit card verification by card security code. To use this feature, you must set up a merchant code with ETS 4 as the gateway host and Card Security Code as the card verification type. When you process a transaction which uses such a merchant code for online credit card transactions, the Card Security Code field in Credit Card Processing replaces the Zip Code and Address fields which show if you use address verification. 64 INCODE Release Notes Version 8.00

83 CIS/CRM Department Code Maintenance Administration > Setup > Department Code Maintenance Cash Collections now provides for batch- and packet-level security. If you have multiple departments using Cash Collections, this feature can help prevent confusion in the Operator and End of Day Processes by showing operators only the batches and packets they need access to. Use the new Department Code Maintenance program to define the departments which access Cash Collections. You associate operators with departments and specify which departments an operator is authorized to access batches and/or packets for in Operator Maintenance. Mail Processing Input Processing > Mail Payments In the past, you could not use Payment Input and Mail Processing Input simultaneously. If you were processing mail payments in batch and needed to take a payment from a walk-up customer, you had to close Mail Processing Input, take the payment, and then return to Mail Processing Input. Now you can run Mail Processing Input from the menu in standalone mode. This allows you to be logged into a mail payments batch and a regular batch at the same time without having to close either of the batches to access the other. This feature is currently available for utility payments and property tax payments. INCODE Release Notes Version

84 CIS/CRM Merchant Code Maintenance Administration > Setup > Merchant Code Maintenance Cash Collections now supports either address verification or card security code verification for online credit card transactions. To support this change, an ETS 4 option has been added to the Gateway Host dropdown and a Card Verification dropdown has been added so that you can select which type of verification to use. To use card security code verification, you must use the ETS 4 gateway host. Note: A new DLL must be installed on every workstation that will use card security code verification. Contact Tyler Support for more information. A Require Card Verification checkbox has been added so that you control whether input of verification information is required or optional. 66 INCODE Release Notes Version 8.00

85 CIS/CRM Operator Maintenance Administration > Setup > Operator Maintenance A Department dropdown has been added to the General tab so that you can associate each operator with a department that uses Cash Collections. You set up departments in the new Department Code Maintenance program. The selection you make here in conjunction with the settings on the new Security tab determine which batches are visible to an operator in the Operator Process and which packets are visible in the End of Day Process. A Security tab has been added so that you can determine how to apply batch- and/or packet-level security for an operator. To use this new security feature, you define departments in the new Department Code Maintenance program and associate operators with a department on the General tab of Operator Maintenance. Use the new Security tab to turn on security checking for batches and/or packets and to specify which departments the operator has access for. INCODE Release Notes Version

86 CIS/CRM Payment History Report Reports > Payment History Report The new Payment History Report is designed to help you isolate transactions by payment method. You can select transactions for the report by transaction date range, posting date range, receipt number range, or packet number. This report is useful, for instance, when you are reconciling credit card transactions to a bank statement. 68 INCODE Release Notes Version 8.00

87 CIS/CRM Payment Input Operator Process > [Enter Payments] The length of the Reference field has been expanded from 10 characters to 20 characters to accommodate the growing length of money order numbers. All affected programs and reports were modified to accommodate this change. System File Maintenance Administration > Setup > System File Maintenance A Criminal Court checkbox has been added to the Auto-Post frame on the Applications tab so that you can directly post Cash Collections transactions to your general ledger. In conjunction with this change, third-party GL posting extract formats have been added for Cash Collections. INCODE Release Notes Version

88 CIS/CRM Transaction Code Maintenance Administration > Setup > Transaction Maintenance A new transaction type of CTR has been added to the Destination System dropdown for Court restitution transactions. Void Receipt Processing > Operator Process > [Void Receipt] When you accept a payment on a past due utility account, you have the opportunity to remove the account from the past due list. In the past, if you removed an account from the past due list but the receipt for the payment was subsequently voided, you had to manually add the account back to the past due list. Now, when you attempt to void such a receipt, the system prompts you whether to restore the account to the past due list. 70 INCODE Release Notes Version 8.00

89 CIS/CRM Cemetery Records System File Maintenance Administration > Setup > System Maintenance A Default Name Type dropdown has been added so that you can specify the type of owner name (Individual, Entity, or Both) the Location Selection window defaults to. INCODE Release Notes Version

90 CIS/CRM Sales Tax Form Exclusion Processing > Forms > [highlight a packet] > [Exclusion] A Check All button has been added to the Form Exclusion window so that you can quickly select all of the tax accounts for exclusion. This can be useful if you want to exclude most of the accounts in the selection so that you only have to clear the checkboxes of the tax accounts you want to include. 72 INCODE Release Notes Version 8.00

91 CIS/CRM Tax Management Tools > Taxes You are now able to connect to Google Maps through the Internet and view the mapped location of properties in the Sales Tax application. At the end of the Property Address field on the Profile tab, there is a button. Click this button to automatically load a map of the property address in your default web browser. INCODE Release Notes Version

92 CIS/CRM Tax Return Report Reports > Tax Return Report A Late Filing Only checkbox has been added to the report so that you can restrict the report to late filers only. 74 INCODE Release Notes Version 8.00

93 CIS/CRM Tax Wizard Tools > Taxes > [load a tax record] > [ ] > [New Return] or [Edit Return] or [View Return] A Notes button has been added to the Tax Wizard window. When you click on the Notes button, the Tax Return Note Maintenance window opens where you can type a note to provide further information about the return. If you are in view mode, you only have the option to print the notes. INCODE Release Notes Version

94 CIS/CRM Special Assessments Assessment Management Tools > Assessments You are now able to connect to Google Maps through the Internet and view the mapped location of assessments in the Special Assessments application. At the end of the Address fields, there is a button. Click this button to automatically load a map of the assessment address in your default web browser. 76 INCODE Release Notes Version 8.00

95 CIS/CRM Utility Billing General The following variables have been added for custom forms: USMTRMAKE, USMTRNOTE, USMTRSCALE, USMTRDSCALE (demand scale), USMTRTYPE, USMTRSERIAL, USMTRMXUT (MXU type), USMTRMXUID, USMTRDMXUID (demand MXU ID), and USMTRPDATE (purchase date). If you have questions, please contact Tyler Technologies Support. Account Management Tools > Accounts You are now able to connect to Google Maps through the Internet and view the mapped location of utility accounts in the Utility Billing application. At the end of the Address fields, there is a button. Click this button to automatically load a map of the account address in your default web browser. INCODE Release Notes Version

96 CIS/CRM Address Management Tools > Addresses An Expected Demand Cons field has been added to the Metered tab so that you can enter the expected demand consumption for the selected service. This value is used in conjunction with the Demand Hi/Low fields in Service Code Maintenance to determine whether or not a demand reading is abnormal. Adjustment Code Maintenance Administration > Setup > Billing > Adjustment Code Maintenance A new adjustment type, Penalty Adjustment, has been added to the Type dropdown. Use this type of adjustment to adjust off part of a penalty amount. For example, if a meter reading error causes an adjusted bill to be less than the original bill, you need to adjust off the difference in the penalty from the original bill and the lower penalty for the adjusted bill. This type of adjustment works like a miscellaneous (all revenue codes) adjustment code except that it marks credit history. 78 INCODE Release Notes Version 8.00

97 CIS/CRM Bad Debt File Maintenance Tools > Bad Debt Accounts The reference field for bad debt transactions has been expanded to 25 characters to hold both the transaction type and utility account number affected. As a result, the Reference column on the History tab has been expanded. INCODE Release Notes Version

98 CIS/CRM Bad Debt Report Reports > Bad Debt Reports > Bad Debt Report The reference field for bad debt transactions has been expanded to 25 characters to hold both the transaction type and utility account number affected. As a result, the Reference field on the report has been expanded. Bad Debt Transaction File Maintenance Tools > Bad Debt Accounts > [drill down on an adjustment on the History tab] The reference field for bad debt transactions has been expanded to 25 characters to hold both the transaction type and utility account number affected. As a result, the Reference field has been expanded. 80 INCODE Release Notes Version 8.00

99 CIS/CRM Bill Calculation Processing > Billing > [Bill Calculation] The method for calculating the amount to bill when demand meter swaps occur has been automated. The system now determines the demand consumption on the old meter and the new meter and bills the higher of the two. In the past, you were warned whenever a customer s bill exceeded $1,000, Now you can set the threshold for this warning by customer class. These warnings print on the bill calculation report. The warning message popup from prior versions has been removed so that the calculation can continue without user acknowledgment when a high bill is calculated. A Book option has been added so that you can calculate bills for a specific book. When you select the Book option, the Lock Zone and Addendum Billing checkboxes are disabled; the Billing Assistant remains enabled so that you can look at errors and warnings if you want to. If you run a single book calculation on a locked zone, you will be prompted for the unlock password and the zone will be unlocked at the end of the calculation. Although you select the single book option, the usual registers will print at the end. These registers will list other accounts from the zone, but the amounts for these accounts may not be accurate if bills have not been calculated for other books. Note: You must run a full bill calculation for the zone before you can continue with the billing process. INCODE Release Notes Version

100 CIS/CRM Bill Maintenance Processing > Billing > [highlight a packet] > [Bill Maintenance] You can now add a one-time message to the next bill for an account. A Message button has been added at the bottom of the window that opens the Bill Message popup where you can enter the message. The message clears after the billing process is completed. Book Maintenance Administration > Setup > Accounts > Book Maintenance In the past, the end cycle date for the next billing cycle was computed by adding the standard cycle days from Zone Maintenance to the current end cycle date. Now you have the option to specify a certain day of the month as the end cycle date. To make this possible, two fields have been added to the General tab of Book Maintenance: Roll Cycle Dates based on and Specific Day of Month. If you select the Zone Standard Days option in the Roll Cycle Dates based on field, the end cycle date is determined the same as it was in the past. If you select Specific Day of Month, the Specific Day of Month field becomes enabled so that you can designate the date the end of cycle falls on. You can specify any date from 1 to 31. If you specify 29, 30, or 31 and a month has fewer days, the last day of the month is used as the cycle end date. 82 INCODE Release Notes Version 8.00

101 CIS/CRM Customer Class Maintenance Administration > Setup > Accounts > Customer Class Maintenance An Abnormal Bill Warning Above field has been added so you can indicate the minimum bill amount that triggers a high bill warning for accounts in the customer class on the bill calculation. The default is $1,000, The listing has been updated with a column to show these amounts. INCODE Release Notes Version

102 CIS/CRM Cutoff Process Processing > Past Due & Penalties If you take a check from a customer who is trying to avoid penalties and the check turns out to be insufficient, you can now add the customer to a penalty packet so that they are included in cutoff even after the penalties have posted. To permit this, the Maintenance button now stays enabled after penalty posting. If you use Past Due File Maintenance to add an account after penalties have posted, the Cutoff Posting button is disabled until you rerun the Cutoff Register. 84 INCODE Release Notes Version 8.00

103 CIS/CRM Cutoff Register Processing > Past Due & Penalties > [Register] A Non Metered Services selection control has been added so that you can specify the non-metered services you want to show on the report for customers on the cutoff list who have metered services. The non-metered services print in the Metered Accounts Only section of the register. INCODE Release Notes Version

104 CIS/CRM Device Report Reports > Account Reports > Device Report An Account Name option has been added to the Sequence dropdown so that you can print the report in order by account name. Account names now print in the first column of the report between the account number and address. 86 INCODE Release Notes Version 8.00

105 CIS/CRM Estimated Consumption Report Reports > Consumption Reports > Estimated Consumption Report An Account Status selection control has been added to the report so that you can filter the report by account status. The STATUS column has been added to the report to show the status of each account in your selection. INCODE Release Notes Version

106 CIS/CRM Form Wizard Utilities > Custom Form Processing A Bad Debt Packet option has been added to the selections for custom form processing so that you can print forms for bad debt accounts. A Demand Deposit Return option has been added so that you can print forms for demand deposit return packets. If you select the Bad Debt Packet option, the next page of the wizard prompts you to select one or all packets. All types of bad debt packets are listed in the dropdown including write off, reinstatement, and tax lien. 88 INCODE Release Notes Version 8.00

107 CIS/CRM If you select the Demand Deposit Return option, the next page of the wizard prompts you to select one or all demand deposit return packets. Handheld Route Load Process Processing > Handheld Meter Reading > [highlight a packet] > [Load Routes] With the addition of the Demand Hi/Low settings in Service Code Maintenance and the ability to input expected demand consumption on address records, handhelds can now be programmed to test high and low audit figures for demand and warn a meter reader if demand consumption is abnormal. If you want to send hi/low readings to your handhelds, contact Tyler Technologies Support to ensure that you have the latest version of Handheld Definition Maintenance and to update your definitions. History Bill Print Utilities > Administration > Repair > History Bill Printing In the past, when multiple users tried to reprint bills, the system would return a file locked error message. Now multiple users can print simultaneously as long as they are reprinting bills for different accounts. InSite Now when a payment on a cutoff account is taken through InSite, the reinstatement settings from System File Maintenance are applied. INCODE Release Notes Version

108 CIS/CRM Late Notice Printing Processing > Past Due & Penalties > [Late Notices] The Print Sequence options have been removed and replaced by Sequence and Sort Code fields which function similar to those in Bill Printing. The Sequence selection popup includes the options previously available plus a Comment Code option. If you select this option, you are prompted for the comment code you want to use as a basis for selecting accounts for late notice printing. If you select a comment code, the selection button on the Sort Code field is enabled so that you can specify the comment values to include accounts for. Lien Penalty Application From your custom menu item, open Lien Processing > [from the menu, select Functions > Apply Penalty] In the past, when you ran this program, the system was immediately updated with the penalty calculations. Now you can choose whether to run in report mode or update mode. If you run in report mode first, the system produces a register indicating the penalties calculated so that you can correct any issues before updating the system. 90 INCODE Release Notes Version 8.00

109 CIS/CRM Lien Register From your custom menu item, open Lien Processing > [Register] When you include mailing addresses on the register, they now are more easily distinguished from the service address. The addresses are separated by a blank line and the mailing address is labeled. INCODE Release Notes Version

110 CIS/CRM Meter Maintenance Tools > Meters The MXU frame and the three fields in it have been moved from the Detail tab to the General tab. Meter Reading Input Processing > Billing > [Meter Read Input] For demand meters, the value in the Exp column now reflects the expected demand consumption and the Cons column shows the demand consumption. This allows a side-by-side comparison of demand and expected demand so that you can determine if the demand seems reasonable. Expected demand consumption is calculated using the same percentages that are used to calculate regular expected consumption. 92 INCODE Release Notes Version 8.00

111 CIS/CRM Missing Services Report Reports > Service Reports > Missing Services Report The new Missing Services Report helps you determine if your accounts have the correct services on them. For example, you can find accounts with residential water service that do not also have sewer service. INCODE Release Notes Version

112 CIS/CRM Multiple Unit Report Reports > Service Reports > Multiple Unit Report The new Service Status dropdown allows you to filter the report to show services which are off, on, or both. The SERV STAT column has been added to the report to show whether the service you printed the report for is off or on for each account in your selection. 94 INCODE Release Notes Version 8.00

113 CIS/CRM Note Maintenance Tools > Accounts > [Notes button] A time stamp has been added to the date for notes. A new security code has been added so that designated users can edit secured notes. Only an administrator with privileges for Utility Billing can assign the EDIT-SECURE- NOTES security code to a user in INCODE User Maintenance. Notes Report Reports > Account Reports > Notes Report Since a time stamp is now applied to notes that you add on a utility account, the time stamp now prints on the report for notes added since your upgrade to INCODE Release Notes Version

114 CIS/CRM Payment Input Processing > Receipting > [Payments] When you accept a payment on a past due utility account, you have the opportunity to remove the account from the past due list. In the past, if you removed an account from the past due list but the receipt for the payment was subsequently deleted from the packet, you had to manually add the account back to the past due list. Now, when you attempt to delete such a receipt, the system prompts you whether to restore the account to the past due list. 96 INCODE Release Notes Version 8.00

115 CIS/CRM Refund Check Maintenance Processing > Refund Checks > [Maintenance] You can now specify a minimum refund check amount in System File Maintenance. If you attempt to issue a refund check that is less than or equal to that amount, the system warns you. Refund Check Register Processing > Refund Checks > [Register] Because you can now specify a minimum amount for refund checks in System File Maintenance, a Minimum Refunds page has been added to the register to show refunds input which fall at or below the minimum. INCODE Release Notes Version

116 CIS/CRM Service Code Maintenance Administration > Setup > Billing > Service Code Maintenance Demand Hi/Low fields have been added to the General tab so that you can specify how to determine high and low limits for demand readings. Use of this feature should help reduce billing errors associated with demand readings. The listing has been updated to show these new settings. To start using this feature, contact Tyler Technologies Support to ensure that you have the latest version of Handheld Definition Maintenance and to update your definitions. 98 INCODE Release Notes Version 8.00

117 CIS/CRM Service Order Console Processing > Service Orders You are now able to connect to Google Maps through the Internet and view the mapped location of addresses you select in the Service Order Console. Filter the records in the console to include only the service orders you want to map addresses for, then click in the toolbar to load a map with the addresses in your default web browser. Service Order Printing Processing > Service Order Printing The Load Selection Criteria and Save Selection Criteria options have been added to the Options menu to simplify setup when you frequently use the same settings to print service orders. INCODE Release Notes Version

118 CIS/CRM Services Report Reports > Service Reports > Services Report An Account Status selection control has been added to the report so that you can filter the report by account status. Sewer Averaging Utilities > Sewer Averaging A new Remove All Zero Consumption Months checkbox has been added to Sewer Averaging Configuration so that you can determine whether to include or exclude zero consumption months from the calculation. A new indicator has been added to the General tab of Sewer Averaging to show this setting. If the checkbox is marked, the indicator reads Remove Zero Consumption Months. If the checkbox is not marked, the indicator reads Do Not Remove Zero Consumption. 100 INCODE Release Notes Version 8.00

119 CIS/CRM INCODE Release Notes Version

120 CIS/CRM Sewer Averaging Configuration Utilities > Sewer Averaging > [from the menu, Options > Edit Selection Criteria] A Remove All Zero Consumption Months checkbox has been added to the General tab so that you can determine whether to include or exclude all months with zero consumption from the calculation. If you mark the checkbox to exclude zero consumption, zero consumption amounts will also be ignored when determining the lowest consumptions to remove. 102 INCODE Release Notes Version 8.00

121 CIS/CRM Statement Printing Processing > Billing > [Bill Printing] > [select Statement Bills ] A Print Bar Code checkbox has been added to the Statement Print Options popup. INCODE Release Notes Version

122 CIS/CRM System File Maintenance Administration > Setup > General > System Maintenance The Abnormal Demand % field has been removed from the Billing tab due to the change in Service Code Maintenance to provide for checking limits for hi/low demand readings. The Deposit Refund tab has been renamed Refund. A Minimum Amount field has been added to the Refund Checks frame on the Refund tab so that you can specify the minimum refund check amount you want to allow. Refunds will not be created in the Billing Process for amounts less than or equal to this amount. 104 INCODE Release Notes Version 8.00

123 CIS/CRM Work Orders General Logic was added to the Work Orders posting programs to post transactions to the Project Accounting application for internal charge codes. Work Order Console Processing > Work Order Console You are now able to connect to Google Maps through the Internet and view the mapped location of addresses you select in the Work Order Console. Filter the records in the console to include only the work orders you want to map addresses for, then click in the toolbar to load a map with the addresses in your default web browser. INCODE Release Notes Version

124

125 Court Case Management Civil Court General The calendar management functions which the Civil Court application shares with Criminal Court have been added to the Civil Court Administration menu. When a civil calendar type is loaded in a program that is shared with the Criminal Court application and has a Prosecutor field, the Prosecutor field is disabled or removed. If a window has civil and criminal type calendars loaded, such as View Court Calendar, the Prosecutor field is enabled, but does not filter out the civil type calendars. INCODE Release Notes Version

126 Court Case Management Auto Docket No. Maintenance Administration > Setup > General > Docket Number You can now use alphanumeric characters in the Next Docket Number field for all positions except the last, which must be numeric. Affected fields and reports have been adjusted to accommodate this change. Calendar Type Maintenance Administration > Maintain Court Calendar > Calendar Type Maintenance An Application field has been added so you can specify whether a calendar type is associated with a Criminal or Civil Court calendar. The field is disabled and automatically set to Criminal if your court is not licensed for the Civil Court application. The Officer Schedule checkbox is enabled only when Criminal is selected in the Application field. 108 INCODE Release Notes Version 8.00

127 Court Case Management Calendar Type Relation Maintenance Administration > Maintain Court Calendar > Calendar Type Relation Maintenance If a status is set up with the Check Court flag turned on, it can be associated with a specific calendar type. This allows the system to know which calendar sessions are available when validating status date and time. When called from the Civil Court menu, Calendar Type Relation Maintenance only displays Civil calendar type relationships. When called from the Criminal Court menu, Calendar Type Relation Maintenance displays both Civil and Criminal Court relationships if your court is licensed for the Civil Court application. Clicking the Add or Edit button opens the Add Relation or Edit Relation window. Use the selection button to open the Civil Status selection window, and use the Calendar Type lookup to select the calendar type to relate the status to. INCODE Release Notes Version

128 Court Case Management Calendar Type Selection An Application column has been added to the lookup when it is called from any calendar program or from Calendar Type Maintenance for those courts with the Civil Court application. If the window is called from programs not related to the calendar such as Case Management Center, Docket, or Automated Process, the Application column does not display. In these cases, only criminal calendar types load when the lookup is called from a Criminal Court program and only civil calendar types load when called from a Civil Court program. Lookup when called from a calendar-related program and site is licensed for Criminal and Civil Court applications 110 INCODE Release Notes Version 8.00

129 Court Case Management Case Status Tools > Case Management Center An Update Cases button has been added at the bottom of the window so that you can perform a bulk update of the cases in the Listing grid. The field values you can update using this feature are Status, Status Date, Status Time, Court Location, and Judge. Judge and Location columns have been added to the Listing grid. A shortcut menu has been added on the Listing grid. The menu contains two options: Edit and Delete. The Edit command opens Docket Maintenance with the selected docket loaded. The Delete command removes the selected docket from the Listing grid. INCODE Release Notes Version

130 Court Case Management Case Type Maintenance Administration > Setup > General > Miscellaneous Codes > [Case Type] You can now use alphanumeric characters in the Next Docket Number field for all positions except the last digit, which must be numeric. Affected fields and reports have been adjusted to accommodate this change. 112 INCODE Release Notes Version 8.00

131 Court Case Management Court Calendar Cases Administration > Maintain Court Calendar > Edit Court Calendar > [load calendar] > [Show Cases] As in other calendar windows, when a civil calendar type is loaded, the Prosecutor field is not visible. The columns in the grid are also different to match the civil type calendar needs. The Citation, Violation, Violation Date, Offense, Name, and Fine columns are removed; Case Type, Sub-Type, Date Filed, Style, and Amount columns are added. When a civil type calendar is loaded, clicking the Case Management Center button opens the Civil Case Management Center, and the Courtroom Docket button is removed from the window. INCODE Release Notes Version

132 Court Case Management Docket Maintenance Processing > Case Entry The Court Location and Judge fields have been added to the Docket Info tab. The Court Location field requires that a location be entered if the chosen status is set up in Status Code Maintenance with the Check Court flag turned on. The Parties viewport on the Docket Info tab has been enlarged to display more of the data. 114 INCODE Release Notes Version 8.00

133 Court Case Management Descriptions have been added for the Case Type, Case Sub-Type, Date Filed, Status, Status Date, and Judgment Date fields on the Docket Info tab. If the case status for the docket has the Check Court flag turned on in Status Code Maintenance, a status date and time that matches a calendar session is required. Use the lookup button at the end of the Status Date field to select a civil calendar session. If you input the status date and time and it does not match a calendar session, the system prompts you to either system-assign the next available session or to override the Check Court setting and set the date and time you specified. INCODE Release Notes Version

134 Court Case Management Criminal Court General Social Security numbers are now represented with five asterisks in place of the first five digits for users who do not have security code access to view Social Security numbers. State reports will continue to show Social Security numbers, but reports used internally hide the Social Security numbers using asterisks. When a user who is not authorized to view Social Security numbers has access to a field or tab containing Social Security numbers, the field or tab is disabled. However, when editing or entering information which involves a person s Social Security number, the user is able to type over the asterisks and enter a new Social Security number. When the window is exited, the field returns to displaying asterisks in place of the first five digits. If the person does not have a Social Security number on file, the field is left completely blank with no asterisks. 116 INCODE Release Notes Version 8.00

135 Court Case Management Five new security codes have been added so that an administrator can control access to different types of comments. The security codes are: CLERK-COMMENT (clerk), DOC-COMMENT (docket), CIT-COMMENT (citation), WRNT-COMMENT (warrant), and PROS-COMMENT (prosecutor). The following fields have been added to the Criminal Court schemas for Report Writer: Citation Entered By, Citation Entered Date, Citation Last Changed By, Citation Last Changed Date, Has Insurance, Interpreter, Jurisdiction, Officer Investigated, PCA on File, and Primary Language. A Warrant Assigned Date field has been added to the Warrant and WarrantFA schemas. Auto Docket No. Maintenance Administration > Setup > General > Automatic Docket No. Maint. A lookup has been added to the Offense Code Type field. The format for automatically assigned docket numbers has changed from 7 digits to 8 characters. This allows the court to create docket numbers in the format of YY + case type + number sequence; for example, 09TRD12345 for a traffic case. The docket number must end in digits for proper incrementing. Ultimately, the maximum docket length is 10 characters (two digits for the year plus the eight alphanumeric entries), allowing for 100,000 cases per offense code type per year. Affected fields and reports have been adjusted to accommodate this change. INCODE Release Notes Version

136 Court Case Management Automated Macro Maintenance From your custom menu item, open Automated Macro Maintenance When running an automated macro, you now have the option to select statuses based on Alt. Status #1 and Alt. Status #2 in addition to the Current Status. A popup in the Automated Macro Maintenance window allows you to select which of the three or combination of the three to use. A new Minimum Balance field has been added in the Exclusions frame so that you can specify the smallest balance for which to include cases in the selection. Entering a balance of 0.00 includes all cases. 118 INCODE Release Notes Version 8.00

137 Court Case Management Automated Officer Notification From your custom menu item, open Automated Officer Notification This new program sends officers an reminder of upcoming court sessions. When a case is set for docket on a calendar session, the issuing officer and, if the corresponding checkboxes are marked, any officer witnesses or alternate contacts, are sent an that includes case details and informs the officer of the requirement to appear at the specified date, time, and location. If the date, time, or location changes, a subsequent with updated information is sent. If the case status changes so that the officer is no longer required, a cancellation notice is sent. Use the fields to specify which address sends the notification, the subject, and format of the s. Mark the Notify checkboxes to include officer witnesses or alternate contacts in the notification process. Use the SMTP fields to set up the server. INCODE Release Notes Version

138 Court Case Management Automated System Logs Notification From your custom menu item, open Automated System Logs Notification This new program sends a list of users an noting any warnings or errors from scheduled tasks since the last time the program was run. This program does not send errors or warnings about itself. You can specify recipients; the sender; subject; format; whether to include warnings, errors, or both; and the SMTP server settings. 120 INCODE Release Notes Version 8.00

139 Court Case Management Bond Maintenance Tools > Control Center > [load violation] > [right-click] > [Bond] A Bond Set column has been added to Bond Maintenance. This column displays the bond amount set for the case. By looking at the difference between the Bond Set and Amount columns, you can determine if the bond is cash or ten percent. Equal amounts in the Amount and Bond Set columns indicates a cash bond, while amounts equaling ten percent of the bond set minus one percent that the court takes out for revenue plus state fees indicates the bond is a Ten Percent bond. INCODE Release Notes Version

140 Court Case Management Calendar Template Maintenance Administration > Maintain Court Calendar > Calendar Template Maintenance The Prosecutor field now has a selection control instead of a simple lookup. Click the selection button to open the selection popup so that you can assign multiple prosecutors to a session. The selection popup includes a None option in case you do not want to assign prosecutors to a session. (This option is the same as leaving the Prosecutor field blank.) 122 INCODE Release Notes Version 8.00

141 Court Case Management Case Management Center Tools > Case Management Center The Juveniles dropdown on the Case Selection tab has been replaced by the Age selection control. You can now filter on one or more age categories by clicking the selection button and marking the age groups to include. PCA on File, Officer Investigated, Complaint Printed, and Statute columns have been added to the grid on the Case Listing tab. The PCA on File column indicates if a probable cause affidavit (PCA) is on record for the citation. The Officer Investigated column indicates if an offense on a citation was investigated by an officer. The Complaint Printed column indicates whether the complaint has been printed. The Statute column lists the statute/ordinance for the citation. INCODE Release Notes Version

142 Court Case Management Note: The Display Officer Investigated and Display PCA on File checkboxes must be marked in System Maintenance for the PCA on File and Officer Investigated columns to be visible. 124 INCODE Release Notes Version 8.00

143 Court Case Management When an error is generated while running a macro from Case Management Center, a warning message alerts you to the error. Details about the error are now shown in the grid on the Case Listing tab instead of in a popup message. A Macro field has been added to Queue Maintenance so that a macro can be tied to a queue. When you load a queue in Case Management Center, the macro assigned to the queue automatically loads in the Disposition Macro field on the Case Update tab. INCODE Release Notes Version

144 Court Case Management Cash/Bond Refund Listing Processing > Payments > Cash/Bond Refund Listing If a reimbursement is included on the report, the victim s information, rather than the defendant s, is printed in the Refund to area. 126 INCODE Release Notes Version 8.00

145 Court Case Management Cash Payment Refund Tools > Control Center > [load a violation] > [right-click on violation] > [Refund] A Restitution Only checkbox has been added. Marking this checkbox refunds monies paid on the restitution fee. When refunding the restitution, only the restitution fee paid amount is refunded and the current amount of the case is reduced by the refund amount. INCODE Release Notes Version

146 Court Case Management Citation/Case Entry Processing > Citations/Cases > Citation Processing > [Citation/Case Entry] A Jurisdiction field has been added on the Citation Info tab. If a jurisdiction has a default reviewing prosecutor, that person is automatically assigned at the time a citation is initially created. This is the same for manual entry and automated import processing. If turned on in System Maintenance, new Officer Investigated and PCA on File checkboxes have been added to the Citation Info tab. Marking the Officer Investigated checkbox tracks whether an offense on a citation was investigated by an officer. Marking the PCA on File checkbox indicates if a probable cause affidavit (PCA) is on record for the citation. 128 INCODE Release Notes Version 8.00

147 Court Case Management Citation Purge Administration > Setup > System > Purge Closed Cases If you use TCM or Laserfiche for content management, you now have the ability to remove images from content management when you purge cases. To do so, mark the new Purge Images checkbox. INCODE Release Notes Version

148 Court Case Management Citation Selection Processing > Citations/Cases > Case Processing > [Control Center] Tools > Control Center A Restitution command has been added to the right-click menu in the violations grid. Selecting the Restitution command opens Restitution Maintenance for the citation that is selected in the grid. 130 INCODE Release Notes Version 8.00

149 Court Case Management An interpreter tag displays in the Name Status section to indicate that the highlighted defendant needs an interpreter and the kind of interpreter that is needed. This tag is controlled in Name Maintenance. When you use the Form command from the shortcut menu on the violations grid to print a document that requires a signature, you now have the ability to specify which secured signature to use. This feature eliminates the need to create multiple versions of the same template when the signature is the only difference. Signatures can still be used as before if desired. INCODE Release Notes Version

150 Court Case Management In the Secured Signature dialog box, select the desired signature and click OK. If you select a password-protected signature, enter the password and click OK. If you select a thumbprint, place your thumbprint on the sensor. 132 INCODE Release Notes Version 8.00

151 Court Case Management When the password or thumbprint is verified correctly, the form opens with the selected signature applied. A Statute column has been added to the violation grids that use the dynamic grid control. INCODE Release Notes Version

152 Court Case Management Complaint Print Selection Processing > Citations/Cases > Citation Processing > [Complaint Print] You can now select whether to print complaints based on a range of dates or by citation number. After you select an option, only the fields relevant to the option are enabled. A Print as Exceptions frame was added with options to suppress printing complaints for cases investigated with no probable cause affidavit (PCA) and/or for cases not signed by a defendant and with no PCA. Instead, these cases are listed on an exceptions report. The options in the Print as Exceptions frame are visible only if the Display PCA on File flag is turned on in System Maintenance. 134 INCODE Release Notes Version 8.00

153 Court Case Management Court Calendar Cases Administration > Maintain Court Calendar > Edit Court Calendar > [Show Cases] Two columns have been added to the grid. The Name column lists the name of the offender and the Statute column lists the statute/ordinance. A Courtroom Docket button has been added at the bottom of the window so that you can access the Courtroom Docket program for the session currently loaded. INCODE Release Notes Version

154 Court Case Management Court Calendar Maintenance Administration > Maintain Court Calendar > Edit Court Calendar The Prosecutor field now has a selection control instead of a simple lookup. Click the selection button to open the selection popup so that you can assign multiple prosecutors to a session. The selection popup includes a None option in case you do not want to assign prosecutors to a session. (This option is the same as leaving the Prosecutor field blank.) 136 INCODE Release Notes Version 8.00

155 Court Case Management Court Calendar Processing Administration > Maintain Court Calendar > Create Court Calendar The Prosecutor field now has a selection control instead of a simple lookup. Click the selection button to open the selection popup so that you can assign multiple prosecutors to a session. The selection popup includes a None option in case you do not want to assign prosecutors to a session. (This option is the same as leaving the Prosecutor field blank.) INCODE Release Notes Version

156 Court Case Management Court Docket Print Processing > Citations/Cases > Case Processing > [Print Court Docket] The court docket now indicates if an interpreter is needed for a defendant. At the end of the report, the number of interpreters needed for the session prints by type for easy reference. 138 INCODE Release Notes Version 8.00

157 Court Case Management Court System Maintenance Administration > Setup > System > System Maintenance When citations are entered or imported into the Court application, a default status code is applied based on System Maintenance settings. In the past, status codes added a specified number of days to the violation date to determine the status date. Now, a Calculate Default Status Date from field has been added to the Default Settings-1 tab so that you have the option to add the specified number of days to the current date (date entered) instead of the violation date. The Type of Docket Number field on the Default Settings-1 tab has been renamed Docket Number. In addition, some of the options in the dropdown have been changed for clarity: o The Same as Citation No. option is now Citation-Violation No. o Manually Entered (no change) o The Computer Assigned No. option is now Computer Assigned No. - Per Violation o The Repeat for all Violations/Same Citation option is now Computer Assigned No. - Repeat All Viol/Same Citation INCODE Release Notes Version

158 Court Case Management o Citation No. Only (new option) A second dropdown has been added to the Docket Number field so that you can choose the date that a docket number is automatically assigned. The options are: Add at Citation Creation or Add only with File Date. 140 INCODE Release Notes Version 8.00

159 Court Case Management An Exceptions button has been added to the Default Settings-1 tab to allow you to designate exceptions to the default status based on the age of the defendant at the time of the violation, the offense code, and the responsible agency. INCODE Release Notes Version

160 Court Case Management A Conviction by Plea checkbox has been added on the Default Settings-4 tab. When this checkbox is marked, the program automatically assigns a conviction date to a case when the specified type of plea(s) is entered. The default setting for this checkbox is unmarked. Clicking the selection button opens the Pleas selection popup so that you can select which plea codes to include. A new Display Jurisdiction flag is available on the Screen Display tab so that you can show or hide jurisdiction fields in Citation Maintenance, Violation Inquiry, and Prosecutor Filing Selection. 142 INCODE Release Notes Version 8.00

161 Court Case Management Display Officer Investigated and Display PCA on File flags are available on the Screen Display tab so that you can show or hide Officer Investigated or PCA on File checkboxes in the application. INCODE Release Notes Version

162 Court Case Management Courtroom Docket Processing > Citations/Cases > Case Processing > [Courtroom Docket] > [load selection criteria] If you select a case with a defendant who has an interpreter tag assigned in Name Maintenance, the Name Status field at the bottom of the window indicates that an interpreter is needed and which type. A Statute column has been added to the grid. This column displays the statute/ordinance for each citation. 144 INCODE Release Notes Version 8.00

163 Court Case Management Disposition Macro Maintenance Administration > Setup > General > Disposition Macro Maintenance A Sort Order dropdown has been added to the Violation tab. Now when a macro is run, it is processed according to the sort order specified. A Bonds section has been added to the Violation tab for instructions on handling bonds. A Cash Bonds dropdown has been added with the options of No Change, Apply, and Forfeit. Options for the new Paper Bonds dropdown are No Change, Void, Return, and Forfeit. The new Add Fee field is enabled when Cash Bond is set to Forfeit. Use the lookup to select a fee code. This adds the amount of the bond, not the amount of the fee, when the macro is run. INCODE Release Notes Version

164 Court Case Management A Double option has been added to the Fine Amount dropdown on the Fees tab. Note: If you choose Prompt in the Fine Adjustment field and run the macro, Double is added as an option in the Fine Amount dropdown of the Disposition Macro prompt. 146 INCODE Release Notes Version 8.00

165 Court Case Management A Waive Attorney dropdown has been added to the Judgment tab. You can now use the macro to affect the Waive Attorney setting on a case. The options are No Change, Select, or Prompt. If you select Prompt here, when the macro is run, the user is prompted to select the Waive Attorney setting. INCODE Release Notes Version

166 Court Case Management You can now print subpoenas from a macro. Options for printing subpoenas have been added in a Subpoena frame on the Forms tab. Mark the Print Subpoena checkbox to print subpoenas for selected cases when the macro is run. When you mark the Print Subpoena checkbox, the One Per field and the Subpoena Officer checkbox become enabled. The One Per field allows you to determine whether the subpoena is printed for every citation, violation, or companion group. Marking the Subpoena Officer checkbox causes subpoenas to be printed for the officers on the cases as well. 148 INCODE Release Notes Version 8.00

167 Court Case Management Document Maintenance Administration > Setup > Forms Related > Document Maintenance > [select a code] > [click the TOP button next to the printer icon] A custom property was added so that you can specify the document name in the Document Type field of the Output Processor dialog when you export a document to Laserfiche or TOP. When a document is saved, it now shows up in the output folder as the specified document name followed by an underscore and the output number. INCODE Release Notes Version

168 Court Case Management Expunge Case Administration > Setup > System > Expunge Cases The new Expunge Case program gives you the ability to expunge individual charges on a citation. Use the Charge to Expunge lookup to select the violation you want to expunge. Provide a new citation number to move the expunged violation to (or accept the default citation number) and use the Master Name Selection lookup on the Expunge Name field to select the name to associate with the expunged record. The expunge name can be any name you want to use. If the name does not exist, type it in the Master Name Selection window and click Add. For example, you could create a name record called Expunged Cases. Enter or edit the information in Name Maintenance and then click OK. To complete the expunging process, click OK in the Expunge Case window. A receipt prints which shows the expunged violation and the new citation record it was moved to. 150 INCODE Release Notes Version 8.00

169 Court Case Management Fee Code Maintenance Administration > Setup > Offense Related > Fees Maintenance A Restitution checkbox was added to Fee Code Maintenance. Marking this checkbox allows you to indicate that the fee is used for restitution. INCODE Release Notes Version

170 Court Case Management Final Docket Print Processing > Citations/Cases > Case Processing > [Print Final Court Doc] The final docket now indicates if an interpreter is needed for a defendant. At the end of the report, the number of interpreters needed for the session prints by type for easy reference. Issue Warrants Processing > Warrant Processing > Issue Warrants > [Issue Selective Warrants] > [Issue Warrants] An Exclude Future Status Date checkbox has been added. Marking this checkbox prevents you from issuing warrants on a citation with a status date past the current date. If the checkbox is left unmarked, cases with a status date later than the current date are purged from the queue and an error report is generated detailing the purged cases. 152 INCODE Release Notes Version 8.00

171 Court Case Management The Load Selection Criteria and Save Selection Criteria options have been added to the Options menu of the Issue Warrants window to simplify setup when you frequently use the same settings to issue warrants. INCODE Release Notes Version

172 Court Case Management Name Maintenance Processing > Citations/Cases > Citation Processing > [Citation/Case Entry] > [select a citation] > [Master Name icon] > [mark the Edit This Record checkbox] You are now able to connect to Google Maps through the Internet and view the mapped location of addresses in the Court application. At the end of residence and business address fields, there is a button. Click this button to automatically load a map of the address in your default web browser. 154 INCODE Release Notes Version 8.00

173 Court Case Management Two fields have been added to the Master Name Info tab to track whether a person will need an interpreter for court appearances and the person s primary language. INCODE Release Notes Version

174 Court Case Management Offense Code Maintenance Administration > Setup > Offense Related > Offense Code Maintenance > [load a code] Two additional settings have been added to the Code Info tab and are enabled when Yes is selected in the Mand. Court field. If you select Yes in the Allow Pmt. After Adjudication field, the system allows payment on a case after the plea or conviction date. If you select Yes in the Enforce Mand. Court in Cash Coll. field, then the Cash Collections application applies the Mandatory Court and Allow Payment after Adjudication settings and enables or disables features of Cash Collections accordingly. (Refer to the Payment Input section of this document for more information.) The Relative Severity field has been removed. 156 INCODE Release Notes Version 8.00

175 Court Case Management Offense Code Selection Administration > Setup > Offense Related > Offense Code Maintenance A column showing the offense description has been added to the Search by Statute tab. INCODE Release Notes Version

176 Court Case Management Officer Court Docket Processing > Citations/Cases > Case Processing > [Print Officer Court Doc] The court location is now included on each violation listed on the officer court docket. If a location is not specified on a violation, the location is left off for that entry. 158 INCODE Release Notes Version 8.00

177 Court Case Management Officer Maintenance Administration > Setup > Master Files > Officer Maintenance > [load an officer record] Agency and Badge/ID fields for an alternate contact have been added on the General tab. Note: If you use the Automated Officer Notification program, these two fields can be used for automatic notification. See Automated Officer Notification. INCODE Release Notes Version

178 Court Case Management On the Scheduling tab, you can now specify both a start time and an end time for court dates. The grid has been expanded to show both times. 160 INCODE Release Notes Version 8.00

179 Court Case Management Payment Input Cash Collections > Processing > Operator Process > [Enter Payments] A new transaction type of CTR has been added to Cash Collections for processing restitution payments. When a restitution payment is processed, the fields and grid in Payment Input reflect information relevant to restitution. The grid supports dividing restitution payments among multiple victims. Payment options are disabled in Cash Collections depending on set-up options in Offense Code Maintenance. o When Mandatory Court and Enforce in Cash Collections are set to Yes on the offense code and no plea or conviction date has been entered, the Payment field is disabled and does not allow entry of a payment amount. Additionally, the Receive All and Dist Payment buttons are disabled. A Mandatory Court indicator also displays on the screen. o If Enforce in Cash Collections is Yes and a citation lacks a filed date, the Payment field and the Receive All and Dist Payment buttons are disabled. o If the grid displays a mix of citations which allow payment and those that do not, the Receive All button is enabled; however, when clicked, it will only apply to allowable citations. INCODE Release Notes Version

180 Court Case Management o If Mandatory Court on the offense is set to No or Enforce in Cash Collections is set to No, or if Mandatory Court is Yes and either a plea other than NG or a conviction date is entered, the Payment field and Receive All and Dist Payment buttons are enabled. Payment/Reimburse Processing > Restitution > Restitution Entry > [Payment/Reimburse] Two new fields and corresponding columns have been added to the Payment/Reimburse window to help the court make and keep track of individual restitution reimbursements. When Reimbursement is selected in the Type field, two new fields, Manner of Refund and Refund Type, are enabled. Making a reimbursement creates a history entry, receipt, and distribution record for payments that are receipted through Cash Collections. 162 INCODE Release Notes Version 8.00

181 Court Case Management The second line of the Victim field that listed details about the victim has been removed, and two columns, Manner of Refund and Refund Type, have been added to the viewport. Second line of field removed INCODE Release Notes Version

182 Court Case Management Post Payments/Bonds Processing > Payments > Payment Processing > Post Payments/Bonds The Post Payments/Bonds report now shows restitution transactions including totals. 164 INCODE Release Notes Version 8.00

183 Court Case Management Preview Post Payment/Bonds Processing > Payments > Payment Processing > Preview Post Payment/Bonds The preview report now shows restitution transactions including totals. Prosecutor Filing Selection From your custom menu item, select Prosecutor Filing Selection Prosecutors now have the ability to filter cases by review attorney and by jurisdiction. INCODE Release Notes Version

184 Court Case Management Queue Maintenance Administration > Setup > General > Queue Maintenance A Macro field has been added so that you can associate a macro with a queue. This macro automatically loads in the Disposition Macro field in Case Management Center when you load the queue it is tied to. A Show Cases button has been added at the bottom of the window to give you access to the new Cases in Queue dialog where you can view the cases in the queue, check in all cases in the queue that are checked out, and use the standard grid features on the case list. A Recalculate Queue Counts button has been added at the bottom of the window. This button works similarly to the Recalculate Case Counts button on the Court Calendar Maintenance window. Without a queue code loaded, click the button to calculate the queue count. Queues are no longer calculated each time the program is run, but instead they are counted only when this button is clicked. 166 INCODE Release Notes Version 8.00

185 Court Case Management INCODE Release Notes Version

186 Court Case Management Queue Selection Tools > Case Management Center > [Case Listing tab] > [Load Queue] A Number of cases to load field has been added so that you can specify how many cases to load from the queue. Cases are loaded based on the case added time stamp so that the oldest cases are loaded first. Cases that are checked out by another user are skipped. If a queue is already loaded, you are prompted about whether to finish the queue after updates are complete. The Chk Out column shows how many cases in the queue are currently checked out. 168 INCODE Release Notes Version 8.00

187 Court Case Management Reimbursement with Balance Due Listing Processing > Restitution > Reimbursement List w/ Balances An option has been added to create reimbursements in batch for the records in the date range you specify. To do so, mark the Create Reimbursements checkbox. The Manner of Refund and Refund Type fields are enabled so that you can specify how to pay the reimbursements and the refund type to associate with them. Making a reimbursement creates a history entry, receipt, and distribution record for the payments that are receipted through Cash Collections. The report now shows totals at the bottom for number of cases, number of reimbursements, balances, and total amount reimbursed. The name of each victim being reimbursed is now included on the report as well. INCODE Release Notes Version

188 Court Case Management Restitution Maintenance Tools > Control Center > [load a violation] > [right-click on violation] > [Restitution] The second Victim field that listed details about the victim has been removed. A column labeled Left to Pay has been added to the grid to show the amount of restitution the defendant still owes. 170 INCODE Release Notes Version 8.00

189 Court Case Management Special Code Maintenance Administration > Setup > General > Misc. Codes Maintenance The Special Code Maintenance Selection window has been reorganized so that the buttons are in logical groupings and divided among six tabs. Two new codes, withdrawal reason and suspension class, have been added. The buttons to access their maintenance programs are both on the Case Codes tab. INCODE Release Notes Version

190 Court Case Management A Language button has been added to the Master Names tab so that you can maintain language codes. A Jurisdiction button has been added on the Groups tab so that you can maintain jurisdiction codes. When adding or editing a jurisdiction code, you have the option to specify a default review attorney. 172 INCODE Release Notes Version 8.00

191 Court Case Management Status Code Maintenance Administration > Setup > General > Status Code Maintenance Status Code Maintenance now has a Skip Holidays checkbox that, if marked, skips holidays in the Skip Days program. Holidays are only skipped if the status date lands on a holiday after days are added. INCODE Release Notes Version

192 Court Case Management Subpoena Selection Processing > Citations/Cases > Case Processing > [Print Subpoena] A Witness Type filter has been added so that you can print subpoenas for a particular witness type. Your options are: All, Defense, Parent, and State. 174 INCODE Release Notes Version 8.00

193 Court Case Management View Court Calendar Administration > Maintain Court Calendar > View Court Calendar You can now filter calendar details by prosecutors and by judges. A new calendar view, Daily List, has been added. This format summarizes the daily calendar and gives you the ability to arrange and sort columns. Double-clicking on a row or highlighting a row and clicking the Edit button, opens the Court Calendar Maintenance window so you can edit docket session details. Clicking the New button adds a new docket session. View Court Calendar with Daily List view INCODE Release Notes Version

194 Court Case Management View Warrants Processing > Warrant Processing > Issue Warrants > [Issue Selective Warrants] > [View Warrants] PCA on File, Officer Investigated, and Complaint Printed columns have been added to the grid. The PCA on File column indicates if a probable cause affidavit (PCA) is on record for the citation. The Officer Investigated column indicates if an offense on a citation was investigated by an officer. The Complaint Printed column indicates if the complaint has been printed. The new Issue All Warrants button opens the Issue Warrants window where you can issue warrants for the citations listed in the View Warrants window. The new Comment button opens the Comments dialog so that you can view or input clerk, docket, citation, or prosecutor comments. The new Clerk Review button opens the Clerk Review window where you can add the citations to a clerk s queue, add a clerk or docket comment, or remove the warrant from the warrant pending list. Note: The Display Officer Investigated and Display PCA on File options must be turned on in System Maintenance in order for the corresponding columns to be visible. 176 INCODE Release Notes Version 8.00

195 Court Case Management Comments dialog Clerk Review window INCODE Release Notes Version

196 Court Case Management Violation Inquiry Processing > Citations/Cases > Case Processing > [Control Center] > [load a violation] > [Hist] You are now able to connect to Google Maps through the Internet and view the mapped location of addresses in the Court application. At the end of the Location field there is a button. Click this button to automatically load a map of the address in your default web browser. 178 INCODE Release Notes Version 8.00

197 Court Case Management An In Queues field has been added in the top frame. This field shows which queues a case is in and provides a popup that allows you to remove the case from a queue if necessary. Only users with appropriate security clearance are allowed to remove cases from a queue. If you have permission to remove cases from a queue, you are prompted to confirm that you want to remove the case when you click the Remove button. If you do not have permission to remove cases from queue, a dialog box appears informing you that access is denied. The Jurisdiction field has been added to the Citation tab. Officer Investigated and PCA on File fields have been added to the Citation tab. The Officer Investigated field indicates if an offense on a citation was investigated by an officer. The PCA on File field indicates if a probable cause affidavit (PCA) is on record for the citation. INCODE Release Notes Version

198 Court Case Management 180 INCODE Release Notes Version 8.00

199 Court Case Management The default review attorney displays on the Citation(2) tab. The default review attorney for a jurisdiction is specified in Jurisdiction Maintenance. You can modify the review attorney on the Violation tab of Disposition Maintenance. INCODE Release Notes Version

200 Court Case Management Violation Maintenance Processing > Citations/Cases > Citation Processing > [Citation/Case Entry] > [load a citation] > [mark the Edit This Record checkbox] > [change or add a violation] When you add a new clerk or docket comment to a violation through Violation Maintenance, you can now specify how to apply the comment. From the Apply Comment To dropdown, select one of these three options: All Violations on Citation, Open Violations on Individual, or This Violation. When adding a new docket comment, you also have the option of copying the docket comment to clerk comments by marking the Copy to Clerk Comment checkbox. 182 INCODE Release Notes Version 8.00

201 Court Case Management Violation Status Maintenance Tools > Case Management Center > [load a citation in the Case Listing tab] > [Inquire] or [Disposition] An In Queues field has been added in the top frame. This field shows which queues a case is in and provides a popup that allows you to remove the case from a queue if necessary. Only users with appropriate security clearance are allowed to remove cases from a queue. If you have permission to remove cases from a queue, you are prompted to confirm that you want to remove the case when you click the Remove button. If you do not have permission to remove cases from queue, a dialog box appears informing you that access is denied. INCODE Release Notes Version

202 Court Case Management Tools > Control Center > [load a violation] > [Disposition] A Review Attorney field has been added to the Violation tab. The Receipts tab is now visible in Violation Status Maintenance. This tab links to Cash Collections so that you can see all of the payment details from disposition. 184 INCODE Release Notes Version 8.00

203 Court Case Management Warrant Issue Maintenance Processing > Warrant Processing > Issue Warrants > [Issue Selective Warrants] You now have the ability to simultaneously process cases pending warrant and a subset of cases rather than all cases pending warrant. You can also purge pending warrants that fail validation during the warrant issue process. The window now has two frames, Add to Pending Warrants and Pending Warrants. The Add to Pending Warrants frame has the same fields as the 7.0 version with the Queue button renamed Mark Warrant Pending. The button still operates in the same way by adding a violation to the pending warrant list. The second section of the Warrant Issue Maintenance window is the Pending Warrants frame. In this frame you can issue warrants, view warrants, or delete all based on the selection options of All, User-ID Only, or My Batch. No matter which selection option you choose, the warrant count for that option is displayed in the Count field. Selecting the My Batch option enables the Add to My Batch button which lets you select specific warrants or a specific number of warrants. Clicking this button opens the Check Out Warrants window where you can specify criteria for filtering warrants. Warrants that meet the search criteria load in the Warrants to Check Out frame. To specify the exact number of warrants to check out, select First from the Check Out dropdown, specify the number to check out in the field to the right, and click the Select button. The first column in the table is marked for each warrant selected for checkout. You can individually select and deselect warrants in the Warrants to Check Out frame by marking or clearing the checkboxes in the left column. Clicking OK INCODE Release Notes Version

204 Court Case Management completes the check-out process, adds the warrants to your batch, and opens the View Warrants window. If, after selecting warrants for your batch, you decide to select the All or User-ID Only option for issuing, viewing, or deleting warrants, you are warned that the warrants will be cleared from your batch. 186 INCODE Release Notes Version 8.00

205 Court Case Management When you click the Issue Warrants button on the Warrant Issue Maintenance screen, if a group of warrants fail validation during the issuing process, the pending warrants are purged from the list after the warrants are issued and a report is generated. The Load Selection Criteria and Save Selection Criteria options have been added to the Options menu to simplify setup when you frequently use the same settings to issue warrants. INCODE Release Notes Version

206 Court Case Management Warrant Listing Processing > Warrant Processing > Reports > [Warrant Listing] You are now able to connect to Google Maps through the Internet and view the mapped location of addresses in the Court application. Mark the Send to Google Maps checkbox to map a batch of addresses using the Google Maps application. Warrant Maintenance Processing > Warrant Processing > Warrant Maintenance > [load a warrant] The Clerk, Docket, and Warrant Comments tabs are now protected by security codes. Only users who are assigned the security codes for these types of comments in INCODE User Maintenance will see these tabs. 188 INCODE Release Notes Version 8.00

207 Court Case Management An Assigned Date field has been added to the General tab so that you can add a warrant assigned date after an officer has been assigned to the warrant. INCODE Release Notes Version

208 Court Case Management You are now able to connect to Google Maps through the Internet and view the mapped location of addresses in the Court application. At the end of the address fields on the Addr/Veh tab, there is a button. Click this button to automatically load a map of the address in your default web browser. 190 INCODE Release Notes Version 8.00

209 Court Case Management Warrant Status Listing Processing > Warrant Processing > Reports > [Warrant Status Report] You are now able to connect to Google Maps through the Internet and view the mapped location of addresses in the Court application. Mark the Send to Google Maps checkbox to map a batch of addresses using the Google Maps application. INCODE Release Notes Version

210 Court Case Management Warrant Type Maintenance Administration > Setup > General > Warrant Type Maintenance A Double Fine option has been added to the Fine dropdown on the Warrant tab. 192 INCODE Release Notes Version 8.00