How Do I Navigate Permitting?
The control center is the central screen for permitting. All permits or projects are listed and can be refined by using filters such as 'Approved', 'Issued', 'Passed', and 'Completed'. New projects and permits can be added by clicking either the 'New Project' or 'New Permit' link in their respecitive tabs. This can also be done from the parcel.
Each line provides a summary of fees, who is involved, and the status of a project or permit.
- Click on the line
- Click Edit in the task bar or
- Double-Click on the desired line to drill down for more details.
The permit screen shows all the available information for the permit chosen. The screen is broken into four sections:
1. Permit Contacts, 2. Permit Information, 3. Permit Status and Fees, and 4. the tabs.
Here the Owner of the permit, the Contractor, and the Bill To can be changed/set. This is set when the permit is created and can be changed at any time by either entering information in the fields or double clicking on the Account # field to select a new account. Information entered into the fields will not update the account information and will only apply to this permit.
Basic information such as Permit Type, Permit Number, Issued and Expiration Date, Project Number (if applicable), Parcel Number and Addresss, and Valuation are stored here. Clicking on underlined information links to screens with more information, while the buttons to the right will allow for modification. For example, the project number opens the project screen while the button allows the user to move the permit to another project.
The status of the permit and fees are viewed here. That status will change automatically as the permit is updated. For example, if the project has been updated to show approved and paid infull, the status will be 'Active.' Paid and Inspection checkboxes will be checked automatically, but the Final Completion Date must be checked manually.
Fees are summarized by total fee charges (seen below on the permit fees tab), the miscellaneous fees (fees added to the permit via an additional invoice that does not involve fees attached to this permit), the amount paid on the permit, and the final balance. Un-invoiced fees are shown if the are fees attached to the permit that has not been invoiced yet.
Each tab represents a process in the permit. All tabs should be reviewed for accuracy before invoicing. Numbers at the end of the tab represent the number of items that need attention. For example, 'Approvals -4-', means that there are four approvals that are required and are not approved.
Permit Fees Tab - Summarizes all the fees attached to the permit. Charges may be added and repeated, but not deleted. If a charge has been invoiced it may not be changed. To reverse a charge simply click the Repeat link and put in a negative charge. To add additional fees, such as more traps or sinks, click the Repeat link and add in the additional quantities/fees. The selected total is the total of all the fees currently selected. This total will not reflect the fees in the upper right or the permit screen until the changes made are saved.
Approvals Tab - Approvals that are required to be passed before the permit can be issued can be found here. Notes on when the approval request was sent, approved, approved by, and the date can be set. A permit does not necessarily require an approval.
Inspections Tab - Lists all the default inspections that are available to this permit type. Some inspections will be set to 'Required' and these inspections must be completed for the permit to pass. To pass a permit, either a work order must be passed by an inspector or the passed checkbox is clicked. If an inspection is not required, simply uncheck the 'Required' box.
Conditions Tab - Any conditions that are placed on a permit will be seen here. A condition is added by clicking the Add New link. Additional notes, updates, changes, etc. may be placed in the notes. When additional notes are needed, select the desired condition, then click the Notes link.
Work Orders - Are used to track any actions that must be taken or have been done on the permit. The day and time of the inspection can be set, if the inspection passed, or not on that day.
Invoices Tab - Lists all the invoices connected to this permit. The invoice number, date, description, invoiced amount, amount paid, plus the status of the invoice can be seen here. To drill-down and get more details, double click on the invoice.
Additional Contacts Tab - Is intended for any contacts that are connected to this permit, but not the applicant, contractor, or bill to. Architects, Engineers, and anyone else that may need to be contacted should be stored here. All information stored here is for this permit only. Any changes made to the account after adding it will not update the original account information.
Titles are available to allow sorting or for quick review. A title may be added or edited by clicking the Edit Titles button.
Parcel Tab - Contains the parcel information that was current at the time the permit was created. This information is separate from the parcel data and changes will not effect the parcel data.
Proposed Use Tab - Is for storing the proposed use of the permit. Information stored here should be to describe the purpose of the permit.
Get Permit Number Button - Assign a permanent permit number to the current permit.
Invoice Balance Button - Invoice the remaining un-invoiced balance of the permit.
Create Deposit Button - Creates a deposit invoice. This is generally reserved for plan check fees, but can be used for any payments that must be made to review the permit, but an invoice for the total balance is not desired. If a deposit button is not present, check the permit setup.
Cancel/Delete Permit Button - Cancels or deletes a permit. A permit may only be deleted if there is no permit number assigned and no invoices are attached. Otherwise, it is cancelled, removed from a project (if attached), and the invoices are zeroed out.
Edit/Save Button - To modify any information in the permit this button must be clicked to put the permit in Edit mode. When the permit is in the Edit mode, this button will change to Save. Clicking the Save button will save changes and update any related fields.
Cancel Button - Rolls back any changes made to the permit and returns it to state it was in before the edit button was clicked. A warning box will pop up to verify the roll back process and the window will close.
Close Button - Closes the window and saves all changes made to the permit.
The project screen is for summarizing all the permits attached to the project. The project screen is broken into three major sections:
1. Contact Information, 2. Project Information, and 3. the tabs.
Contact information for the applicant and contractor of the project are located here. This information can be separate from the contact information in each permit. This information may be changed at any time by either entering the information directly or double clicking on the Account # field to select a new account.
Information important to the project such as project number, the project type, a prior project number, the tech who created the project, the parcel and building the project is attached to, issued, approvals, and expiration date.
Project Information comes from the permits and may not be modified here.
The project expires when the last permit in the project expires.
The tabs in the project screen are the same tabs as in the permit screen, but are a review of all the permits in the project at the same time. Numbers at the end of the tab reflect the total items that need attention in the project.
Dashboard Tab - Is a quick reference for all the permits and any important information that needs to be seen at a glance.
Permits Tab - Lists all the permits attached to the project. More details can be found by double-clicking on the desired permit.
Charges Tab - Lists the charges from all the permits.
Approvals Tab - Summerizes all of the permit approvals in the project.
Inspections Tab - Inspections from all permits attached to the project are listed here.
Conditions Tab - Attaches any conditions that apply to the permits.
Invoices Tab - Lists all invoices attached to permits in the project.
Documents Tab - Attaches additional important documentation to the project.
Land Use Tab - Information on how the parcel is zoned, setbacks, and lot information can be found here.
Additional Contacts Tab - Lists the additional contacts that are added to permits.
Notes Tab - List notes on the project.
Invoice Project Button - Invoice the remaining un-inoviced balances of the permits in the project.
Issue Project Number - Replace the temporary project number with the permanent project number.
Cancel/Delete - Delete a project and either delete/void attached permits or simply remove them from the project.
Edit/Save Button - To modify any information in the project, this button must be clicked to put the project in Edit mode. When the pemit is in Edit mode, this button will change to Save. Clicking the Save button will save changes and update any related fields.
Cancel Button - Rolls back any changes made to the project and returns it to state it was in before the edit button was clicked. A warning box will pop up to verify the roll back process and the window will close.
Close Button - Closes the window and saves all changes made to the project.