Summary

The Excessive Tickets batch process is used to generate notices for individuals that have been cited for more than a specified number of parking violations. This process can also be used to update the status on the included parking tickets.

Step by Step

1     Open or create an Excessive Tickets batch.

• Select the Excessive Tickets palette in PT> Excessive Tickets. This will expand the Excessive Tickets palette and display the steps of the batch process.
• Modify an existing batch or create a new Excessive Tickets batch.
  • Select a batch number from the drop-down menu at the top of the Excessive Tickets palette to select an existing batch.
  • Select New from the batch number drop-down menu to create a new batch. This will open the New Batch window.
  • If there are open batches in the Excessive Tickets process, you can create a new batch without affecting the open batches.
  • Enter a Batch Month and Batch Year. These fields default to the current calendar period and are for reference only. The fiscal period of the transactions in the batch is determined by the Journal Entry Date entered during the Generate step.
  • Click the Generate icon to populate the Batch Number field with the next available batch number. Batch numbers are limited to five digits and must be unique within the batch month of the batch year.
    • You can also manually create a new batch by entering a Batch Number and clicking the Save icon  .
• Highlight the batch in the batch number drop-down menu on the Excessive Tickets palette and press DELETE to delete a batch. Any uncommitted transactions in the batch will be deleted.

2     Generate the Excessive Tickets batch.

• Open the Generate Excessive Tickets window (PT> Excessive Tickets> Generate).
• Select each Status that you would like to include in the Excessive Tickets batch.
  • Click the Select All or Deselect All icon to select or deselect all of the displayed statuses. All statuses are selected by default.
  • Statuses are created and maintained on the Status Maintenance window (PT> Maintenance> Status).
• Enter the Tran Date for the batch.
  • This is the date that will be associated with the Excessive Ticket Letters transactions that are created when the batch is committed. This is also the date that will populate the Excess Date field on the included citations.
• The Minimum Vehicle Tickets field is used to specify how many tickets will be deemed excessive for the current batch. Only those vehicles or people that meet or exceed this number of tickets will be included in the batch.
  • The system will include all unpaid tickets of the selected statuses when calculating the number of tickets. This includes tickets that have already been marked as excessive.
• The New Ticket Status field is used to specify the new status that each ticket included in the batch will be updated to when the batch is committed.
  • This field will automatically populate with the status specified on the PT Setup window (PT> Utilities> Setup> Excessive Ticket Status field).
• Check the Resend notices if already marked excessive toggle if you would like to resend excessive tickets letters for any included tickets that have already be marked as excessive.
• The Ticket section is used to manually add specific tickets to the batch.
  • Click the Create icon to add a ticket to the batch. This will launch the Parking Ticket Selection window.
  • Highlight the desired tickets and click the Confirm icon to add them to the batch.
    • Press SHIFT or CTRL while selecting tickets in order to add multiple tickets to the batch.
  • If individual tickets are added to the excessive tickets batch, all other filter details specified on the Generate window will be disregarded. Only the selected tickets will be processed.
  • Highlight a ticket and click the Delete icon to remove it from the excessive tickets batch.
• Click the Confirm icon to generate the excessive tickets batch.

3     Edit the Excessive Tickets batch.

• Open the Edit window (PT> Excessive Tickets> Edit).
• The Ticket tab of the Edit window will display all the tickets included in the excessive tickets batch. Each included ticket can be reviewed and modified before proceeding. This is an optional step.
  • Highlight a ticket and click the Delete icon to remove the ticket from the excessive tickets batch.
• The Errors tab will display all of the tickets that met the filtering requirements of the Generate step but cannot be included in the excessive tickets batch.
  • The Warning Message column will display the reason that the ticket cannot be included in the batch. Tickets that meet one of the following criteria cannot be included in an excessive tickets batch:
    • Citation is in a pending Cash Receipts batch.
    • Citation is in another pending Excessive Tickets batch.
    • Citation was manually included in the Excessive Tickets batch but has no outstanding balances.
• Click the Save icon if any changes were made during the edit step.

4     Print the Excessive Tickets Proof List.

• Open the Proof List window (PT> Excessive Tickets> Proof List).
• Select a Report Type from the drop-down menu.
  • The Summary report will display the Name, Vehicle Year, Make, Model, Tag Number, Tag Expiration Date, number of Tickets and Amount. A report total will also be provided.
  • The Detail report will display everything included in the Summary report as well as the Citation Number, Citation Date and Location.
• Click the Print icon to process the report immediately or enter a date and time in the field next to the Print icon to schedule the report to generate at a later time. You can view the progress of the report on the Job Viewer window (SS> Utilities> Show Scheduled Jobs).
  • Click the Print icon drop-down menu and select Print Preview to preview the report before printing.
  • Click the Print icon drop-down menu and select Excel to export the report data to an Excel spreadsheet as unformatted data.
  • Click the Print icon drop-down menu and select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
  • Once the report is generated, you can also display the report using the View Reports window (SS> Utilities> View Report).

5     Print the Excessive Tickets Letters.

• Open the Letters window (PT> Excessive Tickets> Letters).
• Select a Form from the drop-down menu. If a default form is specified on the PT Setup window (PT> Utilities> Setup> Excessive Tickets Form field), that form will automatically populate and this field will not be enabled.
  • The format and information included in the Excessive Tickets letters is determined by which form is selected.
  • Forms are created and maintained on the Forms Maintenance window (PT> Maintenance> Form).
• The Tran Date field will populate with the transaction date specified in the Generate step.
• The Compatibility mode toggle is used to activate compatibility mode for legacy forms that don't use standard Springbrook forms functionality.
  • Springbrook does not recommend using Compatibility mode as it will disable a number of useful form features.
• Click the Print icon to process the report immediately or enter a date and time in the field next to the Print icon to schedule the report to generate at a later time. You can view the progress of the report on the Job Viewer window (SS> Utilities> Show Scheduled Jobs).
  • Click the Print icon drop-down menu and select Print Preview to preview the report before printing.
  • Click the Print icon drop-down menu and select Excel to export the report data to an Excel spreadsheet as unformatted data.
  • Click the Print icon drop-down menu and select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
  • Once the report is generated, you can also display the report using the View Reports window (SS> Utilities> View Report).

6     Commit the Excessive Tickets batch.

• Open the Batch Commit window (PT> Excessive Tickets> Commit).
• Click the OK button to commit the batch.
  • If a citation included in the excessive tickets batch has been added to a Cash Receipts batch between the time when the excessive tickets batch was generated and when you are attempting to commit the batch, a warning message will display and the batch will need to be regenerated.
• Once the batch is committed, the status of the tickets included in the batch will be updated to the status specified on the PT Setup window (PT> Utilities> Setup> Excessive Tickets Status field).