1. Resource 2018 LG Permits Demo

3. SETTING UP A NEW CONTRACTOR ACCOUNT
From MAIN MENU choose:
Contractor Information > Add New Contractor.
To get started, we’ll go over CONTRACTOR SETUP.
You need a valid contractor account for each permit you wish to issue.

4. Click to Create New Location
GENERAL TAB – CONTRACTOR SETUP: When you click to add a new contractor, the form will open with the contractor ID assigned, the status active and the date added.
*The contractor ID can be changed, but permits will not
allow duplicates.
When the form is filled out, click the location tab to enter location information.
The General tab of the contractor setup includes Name and address information along with references and expirations dates. The ID will assign automatically, but can be changed.
Click the LOCATIONS tab to continue contractor setup.
Click CREATE NEW LOCATION.
Click to Create New Location

5. Permits will prompt you to create the new location based on the information that was entered on the general tab of the contractor setup.
Permits will create location 1 based on the information added to the general tab setup
Once the location is created, you can highlight it and click open location to view and update the location information.
When the location is setup, you can highlight it and open location to view the location information.

6. The first tab in the location is General.
This tab includes the fields for the Federal Tax ID and Master Certificate Number for the state license. More reference fields are located here.
The second tab in the location is the Addresses, this tab has fields for physical and mailing addresses.
The GENERAL tab of the location has fields for the location name, territory code and references.
The beginning and applied dates are defaulted using the system date and the status defaults to active.
Click the Addresses tab to enter the physical address – mailing address is entered on the contractor tab and can be copied.
Click the LICENSES tab to continue setup.
Next: Click on the Licenses tab to enter license code information.

7. The Licenses tab is where you add the license code that is associated with the contractor account.
If you click the ellipses, it will bring up a list of all license codes in your system.
The license tab is where the license code for the contractor is setup.
Use the ellipses to the right of the field to view all license codes that are available.
Once you have entered the license code, your contractor account is ready to use on a permit.
There are other tabs and fields that can be used as needed.
We will briefly go over those.

8. Officers: fields for contact information.
Officers tab for owner/officer and contact information
NOTES tab for unlimited contractor notes
Notes: unlimited

9. Categories: created manually and used in reporting
CATEGORIES are used to categorize each contractor if needed. There are reports that you can run based on the categories.
USER DEFINED FIELDS are used to add any field that is NOT existing in Permits, that the user might need to setup.
User-Defined fields: for any information the user wants to add

10. Attachments: for any document or picture that need to be attached to the account
ATTACHMENTS - enter the description of the attachment and use the ellipses to browse for the document or picture saved on your network.
INVOICES & CREDITS – shows all outstanding invoices or unused credits the contractor may have.
Invoices & Credits: shows outstanding invoices and credits for the contractor

11. Change Log: this log captures any changes made to the contractor account
CHANGE LOG shows any change to contractor setup such as name or address changes.
Actions tab is where the user may go to add an actions, such as a phone call or sending a mail merge letter.
The action logs the date and time of the call or letter, and there are fields available for the contact person you spoke with and a notes section.
LET’S MOVE ON TO SETTING UP A PERMIT.
Actions: this tab allows the user to add an action such as when they contact the contractor. It records the date and time and has a note section. It also logs any letters sent to the contractor.

12. ADD NEW PERMIT From Main Menu choose: Permits > Add New Permit
To add a new permit, you will choose PERMITS, then ADD NEW PERMIT from main menu.

13. The permit number can be changed, but cannot be duplicated.
PERMIT NUMBER: The permit number is assigned automatically but can be changed as needed.
Status: defaults to ACTIVE
APPLIED DATE: The date that the permit is entered into the software.
RESIDENTIAL: This field is used to drive the calculation and reports based on if the job is residential or commercial.
PROJECT: Projects keep multiple permits together in one place to make it easier for the user to see what permits and inspections have been done for a job based on the address.
PERMIT CODE: All of the permit codes that a site uses are available for this field.
IMPROVEMENT TYPES: the type of construction for the job.
UNLABELED FIELD: This field can be used for either JOB COST or SQUARE FOOTAGE based on how the permit is calculated. You can set the label for this field in permit setup.
DRAWING/DIAGRAM: The Drawing/Diagram is a simple check box that the user checks if they have the blueprints.
OCCUPANCY: the type of dwelling.
ISSUE DATE: . The issue date is assigned once the permit is paid out
# OF UNITS The number of units is used for multi-family dwellings such as condos and apartments.
THIS IS THE PERMIT GENERAL TAB. We will break this form down over the next few slides to explain all fields.
The permit number, status, applied date and residential is defaulted when you click to add new.
The permit number can be changed, but cannot be duplicated.
The Residential field is a yes/no combo box. This field is used to calculate the permit based on residential or commercial status.
The PROJECT field is used to keep all permits and inspections for a job together in one place for easy viewing. We’ll take a look at projects next.
Choose the PERMIT CODE from the combo box you wish to use, then enter the JOB COST to calculate the permit fee.
The JOB COST field can also be used for a square footage calculation and the label on the field can be changed accordingly.
The OCCUPANCY field is used to define who will occupy the space.
The IMPROVEMENT type field shows what type of construction this job is, whether it is new, remodel, repair or demolition.
# OF UNITS is used for multi-family projects such as condos or apartments where there are more than one living space.
Use the DRAWING/DIAGRAM box to show that the blueprints have been received.
The ISSUE DATE will autofill once the permit is paid.
We’ll go back and look at PROJECTS now.

14. There are 5 tabs within the project setup.
GENERAL: Information about the job and owner.
PERMITS: Shows all permits that are associated with this project. You can open any permit associated from here.
NOTES: unlimited notes section for the project.
There are 5 tabs within the project setup.
1 – the general tab has the owner and address information and project description
2 – the permits tab shows permits that are issued for this project.
3 – The notes tab has an unlimited note section for the project
4 – The attachments tab lists all attachments for the project
5 – The inspections tab shows all inspections from all permits associated with the project.
Now we’ll go back to the permit form and talk about the Master Permit and Associated permit information.
ATTACHMENTS: Any scanned or downloaded documents can be attached to the project here.
INSPECTIONS: Lists all inspections from all permits associated with this project. Each inspection can be opened.

15. MASTER PERMIT: This field is used when issuing a trade permit and you want to associate it back to the original building or site permit.
ASSOCIATED PERMITS: Before projects, the associated permits was how to associate trade permits with the building (or Master) permit. Some smaller sites still use this instead of projects.
With the Master Permit and Associated permit fields, you can associate building permits which would be the MASTER with trade permits which are the ASSOCIATED PERMITS.
The PROJECT keeps everything together in one place, with the Master and Associated permits, you have to open the master to see and assign the associated permits.
Next we’ll look at the characteristics and additional characteristics

16. VIEW/ADD ADDITIONAL CHARACTERISTICS: Allows the user to determine what characteristics they want to use instead of the default. When checked, these characteristics print on the permit.
VIEW/ADD CHARACTERISTICS: Each permit codes has it’s own characteristics.
This is the original form for characteristics. Every field on this form prints on the permit whether it’s used or not.
CHARACTERISTICS & ADDITIONAL CHARACTERISTICS. A set of characteristics that define the job site and the job.
The Characteristics form is hard-coded with the fields that are available.
The Additional Characteristics allows the user to define the fields to used and printed on the permit.

17. THE REMAINING FIELDS ON THE PERMIT ARE:
APPROVED BY: This field is used to show who approved the issuance of this permit.
CO ISSUED AND EXPIRATION DATE: CO Issued is populated when the CO is issued. The expiration date is added when the permit is issued to show when the permit will expire.
PROPOSED USE: Text field used to show what type of work is to be done.
PURCHASED BY: This is the person who pays for the permit.
THE REMAINING FIELDS ON THE PERMIT ARE:
The APPROVED BY field is who approved this permit to be issued.
The CO ISSUED field auto fills when the certificate of occupancy is issued
The EXPIRATION DATE field is used for permits that will expire within a certain number of days – there is also a report for the expiration date.
PROPOSED USE & PURCHASED BY – proposed use is a brief job description. PURCHASED BY – is who paid for and pulled the permit.
There are options at the bottom of the form to ACCEPT PAYMENT, CREATE INSPECTIONS, CALCULATE the permit fee, PRINT the permit and VOID the permit.
ACCEPT PAYMENT: When the permit is complete, you can click here to accept the payment and print the permit.
CREATE INSPECTIONS: Uses the inspection per permit type to create all inspections for this permit.
CALCULATE: If the job cost was entered incorrectly or has changed, you can recalculate the permit fee from this option.
PRINT PERMIT: A quick reprint of the permit.
VOID PERMIT: If for whatever reason the user needs to void the permit, when they use this option another field will pop up for them to enter the reason for the void. It will also change the status from Active to Void.

18. For most permits, the first three tabs are all that is required to issue the permit. The general tab, contractors and locations.
Once everything is filled out, click the Accept Payment option located at the bottom of the form to enter the payment.
Once you have the general, contractor and location tabs filled out, you are ready to accept payment.
There are other tabs and field on the permit, we’ll go over those. They are not required to issue the permit.

19. SUB-CONTRACTORS: Fields to add any sub-contractors for this job.
NOTES / WORK DESCRIPTION: Text fields for additional notes or work description.
SUB-CONTRACTORS: Fields to add any sub-contractors for this job.
SUB-FEES: For permits that use a set of fees for permit calculation.
The NOTES/WORK DESCRIPTION tab has more fields for unlimited info
The SUB-CONTRACTOR tab allows you to enter sub-contractors to the permit.
The SUB-FEES tab is used for permit types that use a set of fees to calculate the permit fee.
ADDITIONAL FEES – fees that are setup on the permit that use different GL accounts than the permit.
Next, WE WILL TAKE A LOOK AT the SUB FEE tab. The ADDITIONAL FEES work the same as sub-fees.
ADDITIONAL FEES: Same as sub-fees, but these have their own GL setup different from the permit code.

20. Choose the fee type from the list
Add the input and # of units, then click calculate to get the fee. Then click APPLY FEE to add it to the field below.
Click NEW FEE to add another fee.
Choose the fee type from the combo box.
add the input amount (usually the number of the fees you chose) and the number of units (one for single family)
click calculate and APPLY FEE.
Once all fees are added, click APPLY TO PERMIT at the bottom of the form.
This will add the permit fee to general tab.
The copy sub-fees option is used for apartments or condos where you setup one unit, then you can copy the fees for other units with the same number of fees.
After all fees have been added, click APPLY TO PERMIT at the bottom.

21. INSPECTIONS: As the contractor calls in for inspection, the user sets up the inspection here. This is tied to inspection reports and inspections tags.
The other tabs are
The INSPECTIONS tab is used when the contractor calls in an inspection, it can be entered here and updated as needed. There are reports tied to these fields.
The ATTACHMENTS tab holds any documents or pictures that are saved to your network.
The USER DEFINED FIELDS tab allows the user to create a field that is not available on the permit.
NEXT WE WILL SETUP A SESSION to take payment for our permit.
USER DEFINED FIELDS: Allows the user to setup fields that are not available.
ATTACHMENTS: Users can attach anything from correspondence from the contractor to pictures taken at the job site.

22. CREATE SESSION To create a new session, from Main Menu choose:
Payments > Sessions > Create New Session
Enter session ID and description, then click close to create a new session.
From the main menu choose PAYMENTS > SESSIONS > CREATE NEW SESSION
Give the session an ID (the date works well) and a description. Click close to finish setting up the new session.
You are now ready to take payment for permits.

23. ACCEPT PAYMENT From the permit, click the option to ACCEPT PAYMENT.
After the payment has been entered, the Paid status will be checked on the permit and the issue date will autofill.
Click to Accept Payment
Enter the Session ID, click the ! to enter the fee amounts then enter the payment type and reference and click Accept to print.
The payment can also be viewed from the permit PAYMENTS tab.
From the permit, click the option to ACCEPT PAYMENT.
Once the payment forms opens, assign the session ID from the combo box, hit the exclamation point to fill out the permit information and get the fees.
Then enter the payment type and reference, and click Accept.
The print form will open where you can change the printer and also have other options for printing the permit and the receipt.
Once you have finished printing, the PAID box will be checked and the ISSUE DATE will auto fill.
NEXT WE WILL TALK ABOUT CLOSING THE SESSION AND BALANCING.

24. CLOSE OUT PROCEDURE From Main Menu choose:
Payments > Sessions > Session Inquire.
To close the session and balance – from MAIN MENU choose: PAYMENTS > SESSIONS > SESSIONS INQUIRE

25. Highlight the session and Open it to balance and print the session report.
Session report will print with the check/cash breakdown at the top. Then it will recap every transaction, then it sorts the transactions by code.
When the session inquire opens, you can view all open sessions. To balance the one you’re working on, highlight it and open it.
At the bottom right of the form will be the remitted totals – this is what your cash/check breakdown should balance to.
Click PRINT SESSION REPORT to print a copy of the report to the screen.
The session report will show the cash/check breakdown and total at the top. It will recap the permits issued in this session individually, then it will recap the transactions by permit code.
NEXT REPORT IS THE GL DAILY CASH PROOF.

26. Choose the report option and click OK
Another report that is run when closing a session is the GL Daily Cash Proof. It recaps all transactions and lists them by their GL account. If there is an error on this report, the session is not ready to deposit and send to the GL.
From Main Menu choose Reporting > Session Reports > GL Daily Cash Proof
Enter the session ID
Choose the report option and click OK
From MAIN MENU choose: REPORTING, SESSION REPORTS, GL DAILY CASH PROOF.
Enter the session ID and choose the reporting options and click OK.
The report shows all transactions and groups them by GL ACCOUNT NUMBER.
ONCE this report balances, the session can be deposited.

27. To create the text file for the general ledger click here
When both reports balance to the monies collected it’s time to deposit the session and create the file for the general ledger. From session inquire, click the option to process to deposit the session and create the GL file.
To create the text file for the general ledger click here
Enter the session ID, Detail or Summary and GL Division and Click OK
You will get a message that the GL file has been created. The session can now be deposited.
To DEPOSIT THE SESSION choose: from MAIN MENU PAYMENTS > SESSIONS > SESSION INQUIRE. Highlight the session and click the PROCESS option, it will open the deposit form, click CREATE GL FILE and enter the information here for detail or summary, GL division and click OK. Permits will let you know once the file is created for the GL.
At this point you can click OK to that message and then click the option to deposit session only and click OK.
This presentation wraps up adding a contractor and a permit, accepting payment and balancing through session control.
Once the session is deposited all transactions are read only and no other transactions can be added to the session.