NYS DEC DECALS Training

Table of Contents Login and Login Operations Account Management Search Costumer Edit Customer Profile Sidebar Information Buy a License/Permit Shopping Cart Replace Documents Void Documents Upgrade Lifetime Reports

How to Login to DECALS 2.0 ******** To login use your 4 digit Agent ID or your Clerk ID and your password. 1111 ********

Resetting Your Password Click on “Forgot Password?” Enter your “UserName” (Example: your 4 digit Agent ID #) and then Click “Continue”

Resetting Your Password Continued… Answer your Security Question. Click “Submit” Type in your new password. Click “Reset Password”

Account Management Once the Agent of Record logs into the system with their 4 digit Agent ID# they have access to the Account Management section of the system. Simply Click on “Account Management” in the header at the top of the screen. From the Account Management section the you can maintain Clerk accounts that are set up to sell under yourAgent ID#.

Account Management / Clerk Management 1. To add a clerk ,Click on “+Add a new clerk” 3. Be sure to Click “SAVE CHANGES” after adding or editing a clerk record. 2. Enter your new clerks information & then Click “ADD CLERK”.

Account Management / Editing a Clerk If you need to Edit a Clerk’s information, Click on the Pencil/Edit icon. Once you Click the Pencil/Edit icon, the selected clerk is now able to be edited. After you make your changes, Click on the Save Icon in the clerk row as well as the “Save Changes” button below. You can Activate or Inactivate your clerk by selecting Yes or No in the dropdown under the “Active” column.

How to Search for Customers In order to perform a thorough search, enter information into 1 of the 3 columns. Do not enter information into all of the fields in section 1. Example: Just enter First Name, Last Name & Date-of-Birth or Last Name & Date-of-Birth. Enter the customer’s Driver’s License Number (No dashes or spaces) Enter the customer’s 12 digit DEC ID number (No dashes or spaces). 1 1 1 2 2 2 3 3 The best search suggestions are: Driver’s License Number DEC ID Last Name & Date of Birth Once you have entered your search criteria Click SEARCH.

Customer Search Results If your search results bring up more than 1 customer, the results will be presented to you in grid form. To select your customer, Click on any of the information in the row you want. If your search criteria matches more than 25 customers in the system, you will receive the message below telling you to refine your search criteria. If your search results match only 1 customer ,you will be brought directly into that customer’s profile.

Customer Search Results Continued If you have performed thorough searches and are unable to locate the customer, you will receive the message “No Results Found” along with being presented with the “Add A New Customer” button. If you are confident the customer does not exist in the DECALS database, proceed with adding a new record. To add a new customer, Click the button and proceed to entering the customer’s information. Remember: Some customer’s may be in the system with the first & last names reversed. Please be sure to try to locate your customer with a few different searches, especially if they say they had a license in the past.

Editing & Entering Customer Information Your customer’s personal information can be added or edited. All required fields are noted with and asterisks (*). Be sure to enter the date of birth in the correct format (MM/DD/YYYY). In order to qualify for NYS Resident prices, your customer must present a valid proof of residency. Please see the License Issuing Handbook (located on the Agent Help Link) for more detail. Please remember that the system REQUIRES a mailing address. You can enter the mailing address & proceed or you can use the “Residence address same as mailing address” check box to copy the mailing address to the physical address. Please be sure to collect the customer’s Phone Number. If there is a problem with customer’s license this may be the best way to contact them to rectify the situation.

Customer Information Left Sidebar Once you are in your customer’s profile you will notice that information pertinent to the customer’s license history and eligibility appears in the left hand column. The Previous DMP section will list the DMP choices the customer has made within the last 2 years. Starting at the top you will see your customer’s name, DOB, DEC ID#. The date & time of the last time the customer’s profile was updated is next. The Eligibility section will show which of these items have had information entered. If your customer has hunter education on file there will be a check mark to the right of Hunting Education. Preference Points tells you how many preference points the customer has on file. The Active Holdings section will show all the licenses and tags your customer has.

Editing & Entering Customer Information Sportsman Education This section is for adding a customer’s proof of Hunter, Bowhunter or Trapper education when the actual education certificate is presented to you as an agent. 1. To add Sportsman Education Click on “+ Add Education” to open the “New Sportsman Education section. 1. To add Sportsman Education Click on “+ Add Education” to open the “New Sportsman Education section. 1. To add Sportsman Education Click on “+ Add Education” to open the “New Sportsman Education section. 1. To add Sportsman Education Click on “+ Add Education” to open the “New Sportsman Education section. 1. To add Sportsman Education, Click on “+ Add Education” to open the “New Sportsman Education” section. 1. To add Sportsman Education Click on “+ Add Education” to open the “New Sportsman Education section. 1. To add Sportsman Education Click on “+ Add Education” to open the “New Sportsman Education section. 1. To add Sportsman Education Click on “+ Add Education” to open the “New Sportsman Education section. Be sure to enter the correct state that the education certificate was issued from. Be sure to enter the correct state that the education certificate was issued from. Be sure to enter the correct state that the education certificate was issued from. Be sure to enter the correct state that the education certificate was issued from. Be sure to enter the correct state that the education certificate was issued from. Be sure to enter the correct state that the education certificate was issued from. Be sure to enter the correct state that the education certificate was issued from. 2. Choose the type of education (Hunter, Bowhunter, Trapper) & then fill in the other fields (Certification Number, Date, Country and State/Province). To add more than 1 type of education Click “+ Add another” To add more than 1 type of education Click “+ Add another” To add more than 1 type of education Click “+ Add another” Once you add the education information you MUST click on ADD. Once you add the education information you MUST click on ADD.

Editing & Entering Customer Information Previous Licenses This section is for adding a customer’s proof of Hunter, Bowhunter or Trapper education when presented with a license instead of the education certificate. 1. To add a Previous License Click on “+ Add Previous License” to open the “Add a Previous License” section. Be sure to enter the correct state that the license was issued from. 2. Choose the type of education (Hunter, Bowhunter, Trapper) & then fill in the other fields (Certification Number, Date, Country and State/Province). To add more than 1 type of license Click “+ Add another” Once you add the license information you MUST click on ADD. Remember, the license can be from another state or even another country. The customer must present the actual license, not a back tag or carcass tag. When proving bowhunter education with a previous license, the license must be from 1980 or later.

Editing & Entering Customer Information This section is for adding information for those customers who qualify under the Patriot Act to receive a Military Discount. Remember: The New York State Patriot Plan applies to customers who prove New York State residency and fall into one of these three categories: 1) serving in NYS Organized Militia (may be living and/or stationed in NY) OR; 2) serving in the US Reserves (may be living and/or stationed in NY) OR; 3) serving full-time in the US Armed Services, stationed OUTSIDE of NY and who will be in NY for no longer than 30 for leave or furlough*. Select “Yes” for 1 of these 3 categories. Fill in the Grade/Rank, Unit, Location, Commander, Phone Number & Affidavit Date and check the Affirmation on behalf of the qualifying military service person. In addition to entering this information into DECALS, the qualifying military service person must provide a completed and signed “Certification of Military Active Service Status” form (located on the Agent Help Link/labeled Patriot Plan). Agents MUST keep this form on file for at least 3 years.

Editing & Entering Customer Information Military Disability In order to qualify, your customer MUST be a NYS Resident with a service-connected Military Disability rated at 40% or greater. You may enter Military Disability as either Permanent or Annual. In order to qualify for a Permanent Military Disability discount, your customer must provide a letter from Veterans Affairs that shows a service-connected disability of 40% or more AND the letter MUST state that the disability is “Permanent”. This letter can be from any year. For Annual Military Disability, your customer must provide a letter from Veterans Affairs from the current calendar year that shows a service-connected disability of at least 40%. This letter needs to be presented each year. Remember, only individuals with a Military Disability qualify for the disability discount.

Editing & Entering Customer Information Landowner Information Remember: A customer must own at least 50 contiguous acres within the Wildlife Management Unit (WMU) they are applying for landowner status in. Only 1 person can apply as landowner on a specific land parcel(s) per season. To add landowner information, Click on “+ ADD LANDOWNER INFORMATION”. The “Add new Landowner Information” section will then open to allow you to add the SWISS Code, Tax Map/Parcel ID, License Year & Active. To add multiple parcels of land Click “+Add Another”. Enter the License Year in which you are selling the license. The Active dropdown box is where you apply the landowner information to your DMP selection. To apply choose “Yes”. Once you enter the landowner information, you must Click on the “ADD” button. Once added the information will show in grid form.

Editing & Entering Customer Information Once you have entered or verified your customer’s information, you will be presented with some of the following options. If you chose your customer from a list of search results, you will see the “Back to Search Results” button. Clicking this button will bring you back to the list of your search results. You may use this if you are not sure which customer is the correct one based on the information in the search results. After entering a new customer or making any changes to an existing customer, you MUST click the “SAVE CHANGES” button. If you do not click this button, any changes or additions to a customer’s profile (like adding Sportsman Education) WILL NOT BE SAVED. If all required fields have been completed once you “Save Changes” you should see the “Success” message. If you save your changes and there is some missing information you will be directed to the section with the error. The section with the issue should be outlined in RED. In addition, you must click the “I have verified customer details” which affirms that you have verified customer residency and address information with each sale.

What would you like to do? Once all your customer information is entered and/or verified, you will then be able to proceed to what you would like to do next. If you would like to sell any item in the catalog, Click on “BUY A LICENSE/PERMIT” If you would like to replace a previously purchased license, Click on “REPLACE” If you would like to Void a license you sold, Click on “VOID” If you would like to Upgrade a Lifetime Fishing or Lifetime Hunting License, Click “UPGRADE LIFETIME” LIFETIME TRANSFER (HQ ONLY) is only handled through the License Sales office. If you have a customer inquiring about a lifetime transfer please have them call our office Monday-Friday, 8:00am-4:00pm at (518) 402-8843.

Buy a License/Permit To sell any catalog item, Click on “Buy A License/Permit” The “License Sales” section will open From here you can select any item that the customer qualifies for by simply Clicking the “ADD” button to the right of the item. Remember, if your customer does not have the appropriate Education you will not be able to sell those associated items. Information on the License Sales screen is driven by the information that is in the customer’s profile. Note: When you are unable to ADD an item to the Shopping Cart the ADD button will not be dark blue. The ADD button to include Lifetime License Icons on a customer’s driver’s license will only show if the customer holds a Lifetime License, they have the appropriate education and they have a valid NYS DMV ID# in their file.

Buy a License/Permit Continued… By clicking the “ADD” button to sell a Hunting License, the Hunting License will then show in the SHOPPING CART located in the upper right corner of the screen. Within the Shopping Cart you will see the item(s) selected to purchase, the price for each item, the Total Amount of the sale and the “CHECKOUT” button. If you need to remove an item from the Shopping Cart you can Click on “Delete”. If your customer doesn’t need to purchase any other items you can Click the “CHECKOUT” button.

Buy a License/ Deer Management Permit (DMP) When selling a Deer Management Permit (DMP) Click the “ADD” button to open the Deer Management Permit details screen. Choose your Wildlife Management Units To apply Landowner information, check the appropriate box for the unit the customer would like. Remember, landowner preference can only be applied to 1 WMU unless the same WMU is selected for both choices. Once you select the WMU’s Click the “ADD TO CART” button. If the customer has the same landowner information already on file from last year, you can Check the “Copy from previous year” box & then submit the information for the current year. If you need to add a customer’s landowner information, you can add it here as well as in the customer’s personal information section. Be sure to ask every customer that is purchasing a DMP if they own 50 acres or more of land within the WMU(s) they are selecting. If the customer does have landowner information you can add it through this section. To open the section to add land owner information Click “Add Land Owner Information”. Once you are done making the WMU selections & adding any potential land owner information be sure to Click “SUBMIT”.

Buy a License / Freshwater Fishing & Marine Registry (Saltwater fishing) When selling a Freshwater Fishing license or a Marine Registry (Saltwater License) Click the “ADD” button associated with the correct license For each type of license you will need to select the “EFFECTIVE DATE”. In the case of the Marine Registry & the Annual Freshwater Fishing License the effective date will be the day the license starts. These licenses will be valid for 1 year from the effective date. The “EFFECTIVE DATE” for a 1 Day license will be the only valid day for that license. The “EFFECTIVE DATE” for a 7 Day license will be the 1st of the 7 valid days for that license. You can sell multiple 1 Day & 7 Day license in 1 transaction. Please keep in mind the system will not allow you to sell multiple items if the price exceeds the cost of the annual Fishing License. Once you finish adding the effective date Click the “ADD TO CART” button. Please note, when you click in the Date fields you will have the option to type the date using the correct MM/DD/YYYY format or to select from the calendar.

Other Sales Donations When selling items from the Donations section be sure to enter the correct “Quantity” or “Dollar Amount”. You can use the “+”, “-” or type in your Quantity or Dollar Amount Habitat Stamp/Contribution- Choose how many the customer would like & & them to the Shopping Cart. At the end of the sale the system should print out the number of stamps you entered for the customer. I Support Venison Donation- Choose the Dollar Amount the customer wishes to donate. I Support the Conservation Fund- Choose the Dollar Amount the customer wishes to donate. Resident Trail Supporter Patch-Choose how many Patches the customer like & add them to the cart. A Trail Supporter Patch will be mailed to the customer in approximately 6-8 weeks. Conservationist Self- If your customer wishes to buy the Conservationist Magazine subscription or themselves Click the ADD button for Conservationist Self. The magazine will be mailed to the mailing address that is on file. Conservationist Gift- If your customer wishes to purchase a subscription as a gift for someone else Click the ADD button for Conservationist Gift & then enter the name & address for the individual they wish to give the subscription to. Be sure to Click the “ADD TO CART” button. Lifetime Card Replace- If your customer holds a Lifetime License of some kind & they lose their credit card style lifetime license they can purchase a new card for $5. Simply Click on the “ADD” button to add the item to the Shopping Card. Sportsman Ed Certificate- If your customer needs a new Sportsman Ed Certificate they can purchase a new one for $1 by Clicking the “ADD” button. Remember you can only sell this item if the customer has a valid NYS Sportsman Education Certificate on file in the DECALS system.

Completing a Sale / Cashing Out After adding the sales items to the Shopping Cart please be sure to review them with your customer one last time. Again, each sales item will be listed with each items prices as well as the Total Amount due. If you need to remove items from the cart Click on “Delete” to the right of the item you need to remove. If everything is correct, Click on the “CHECKOUT” button. If you need to add additional items Click the “CONTINUE SHOPPING” & you will be brought back to the “License Sales” section where you can add more items to the Shopping Cart. After clicking the “CHECKOUT” button the Payment Options box will open. Select the method of payment that your customer would like to pay with. This is not designed to make agents accept any particular form of payment. If you as an agent do not accept credit cards or checks simply check the cash option. Your Sales Report will be noted with the method of payment for each sale you complete. If you need to cancel the entire transaction Click on the “CANCEL TRANSACTION” button If you are ready to finalize the sale & move forward with printing the tags Click the “PAYMENT CONFIRMED” button. VERY IMPORTANT: Make sure you have collected payment before clicking this button. Once this button is pushed the sale will be committed to the system. You are now responsible for the sale. If you need to Delete and item you have one more chance to Delete by Clicking on this icon.

Completing a Sale / Printing Tags After you click on the “PAYMENT CONFIRMED” button the Order Confirmation/Print Tag box will appear. If you have a need for a receipt you can Click on the “PRINT/VIEW RECEIPT” button. There is not a need to print a receipt for every sale. A customer’s receipt is their license. Please note, this receipt is formatted to print out on an 8 ½” X 11” sheet of paper, therefore you must have an additional printer connected to the computer you use to sell licenses. To print licenses, tags or Habitat Stamps Click on the “PRINT TAG” button After you print any licenses or tags you can go back to the same customers profile by Clicking on the “RETURN TO PROFILE” button. After you print the license & tags for your current customer you can Click on the “LOCATE A CUSTOMER” button to search for your next customer’s profile.

Replace Documents If you need to replace an item for a customer be sure to verify their information and then Click on “REPLACE”. After clicking on “REPLACE” the “Replace Documents” box will open. REMEMBER: Licenses and tags can only be replaced 3 times per customer. Check the box next to the items you wish to replace. You can always check the “License Period” column to be sure you are selecting the correct item. When all the items you wish to replace have been checked you can proceed by Clicking the “REPLACE SELECTED DOCUMENTS” button.

Replace Documents Continued After you click “REPLACE SELECTED DOCUMENTS” the “Payment Options” box will open. Continue the same as you would for any sale. REMEMBER: The price for replacing a license is $5 & the price for replacing carcass tags is $10. Please keep in mind that this is per transaction. Example: If your customer has a Hunting License, Bowhunting License, Deer Tag, Bear Tag & an Either Sex Tag it would cost $15 to replace them all. $5 for the Hunting & Bowhunting License $10 for the Deer, Bear & Either Sex Carcass Tags To print the replacement licenses &/or tags Click on the “PRINT TAG” button. After you print any licenses or tags you can go back to the same customers profile by Clicking on the “RETURN TO PROFILE” button. If you have a need for a receipt you can Click on the “PRINT/VIEW RECEIPT” button. There is not a need to print a receipt for every sale. A customer’s receipt is their license. Please note, this receipt is formatted to print out on an 8 ½” X 11” sheet of paper, therefore you must have an additional printer connected to the computer you use to sell licenses. After you print the license & tags for your current customer you can Click on the “LOCATE A CUSTOMER” button to search for your next customer’s profile.

Void Documents If you need to VOID an item for a customer be sure to verify their information and then Click on “VOID”. The “Void Documents” box will open. Check the box or boxes next to the items you wish to VOID. Once you have selected the items to VOID, Click on the “VOID SELECTED DOCUMENTS” button. REMEMBER: You CANNOT VOID the following items: DEER MANAGEMENTS PERMITS (DMP’s) LIFETIME LICENSES ANYTHING THAT WAS REPLACED DONATIONS You can only VOID items sold at your location on the same day they were sold (until midnight that day). After you click the “VOID SELECTED DOCUMENTS” button the Void Confirmation box will open. From here you can “PRINT/VIEW RECEIPT”, “RETURN TO PROFILE” or “LOCATE A CUSTOMER”.

Upgrading a Lifetime Hunting or Lifetime Fishing License If you need to Upgrade a Lifetime License be sure to verify your customers information and then Click on the “UPGRADE LIFETIME”. The “Upgrade Lifetime License” box will open. REMEMBER: The only Lifetime Licenses that can be upgraded are: Lifetime Fishing Lifetime Hunting The ONLY Lifetime License you can upgrade to is the Lifetime License (Lifetime Sportsman). You CANNOT upgrade and Annual License to a Lifetime License. Please note the Alert. You should collect the old Lifetime License privilege panel. In the case below you would collect the Lifetime Fishing privilege panel before proceeding through the upgrade. This panel will be returned to NYS DEC Revenue with your Returnable Documents. Check the box at the beginning of the lifetime license row & then Click the “UPGRADE SELECTED DOCUMENTS” button.

Upgrading a Lifetime Hunting or Lifetime Fishing License Continued… The Payments Option box should open and you can select your Method of Payment. The system should calculate the difference in price from what the original Lifetime License to the upgraded Lifetime License (Lifetime Sportsman). To finalize the Upgrade Click on the “PAYMENT CONFIRMED” button. Remember, once you click this button the sale will be committed to the system & you will not be able to Void it. If you have a need for a receipt you can Click on the “PRINT/VIEW RECEIPT” button. There is not a need to print a receipt for every sale. A customer’s receipt is their license. Please note, this receipt is formatted to print out on an 8 ½” X 11” sheet of paper, therefore you must have an additional printer connected to the computer you use to sell licenses. To print the new Lifetime License & any tags the customer is due, Click on the “PRINT TAG” button. After you print any licenses or tags you can go back to the same customers profile by Clicking on the “RETURN TO PROFILE” button. After you print the license & tags for your current customer you can Click on the “LOCATE A CUSTOMER” button to search for your next customer’s profile.

Thank you for completing NYS DEC’s online training module Thank you for completing NYS DEC’s online training module. To move forward in the training process you will need to follow the instructions below. 1. After viewing the training modules and reading the License Issuing Handbook, send an email to Supervisor.License@dec.ny.gov and include the following information: a. Name of Business/Municipality as provided on your License Issuing Agreement b. Name of person who viewed the training modules & read the handbook c. Daytime phone number If you did not receive instructions on accessing the Agent Help Link send an email to Supervisor.License@dec.ny.gov. 2. If we are able to add additional agents, License Sales will review your submission and email a quiz that the trained person will need to take. 3. After completing the quiz email it back to Supervisor.License@dec.ny.gov. Make sure to complete all questions and fill in the information requested at the end of the quiz. Each person taking the training will need to complete a separate quiz and email it back to Supervisor.License@dec.ny.gov. 4. License Sales will review the completed quiz and information provided, if approved, License Sales will contact Revenue about reactivating or setting up and account in DECALS. 5. Once an account has been created, Revenue will notify you & provide you with an agent ID# and initial password. 6. A printer, license paper and guides will be requested and mailed to the shipping address provided at the bottom of the quiz.   If you have questions feel free to contact our office at Supervisor.License@dec.ny.gov or (518) 402-8843