The fee system relies on data entered within the record to calculate the fees correctly. Each module has a Fees tab where fees are entered and attached to records:
Permits: If you calculate by the project's square footage, you must populate the usable floor area field under the structure tab of the permit. If you calculate by project cost or project value, you must populate that data under the property tab of the permit record. The fee system will then calculate the required fees.
Violations: The system can calculate based on violation record counts and citations issued.
During implementation, the fee structure is set up for each customer. The system can eliminate almost all of the manual calculations and streamline the entire fee management process.
Add Fees and Fines to a Record
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Navigate to the Permitting System and select List:
Search for and select a record from the list:
Note:
To search using specific information, click the Open and Close Search button. This expands additional search options. It will allow you to filter results by applicant, property, structure, miscellaneous details, and conditions.
Click Edit (Permitting & Project Systems only):
Navigate to the Fees tab:
In many cases, Default Fees are automatically attached to the record. If all the required fees are automatically added, skip to step 10:
If additional fees need to be added to the record, click Add Another Fee link:
Click Add Another Fee
Select a Fee Type from the dropdown list:
Note:
The dropdown box will provide a list of all the fee types that are related to the specific module you are in.If needed, repeat steps 8 to 9 until all fees have been added to the record
While the system calculates many fees, the user can override those by entering the required Total:
Fee: Displays the selected fee being calculated
Cost: Enter the base cost used to calculate the fee
Value: Enter the project value used in the fee calculation
Area: Enter the total area used to calculate the fee
Area Structure: Enter the structure area used in the calculation, if applicable
Area Building: Enter the building area used in the calculation, if applicable
Area Total And Habitable: Enter the total and habitable area used in the calculation
Total: Displays the calculated total fee amount
Note:
You can also override the cost, value, or area fields; however, this is not recommended.
If you need to complete calculation details for the fee, select Click here and fill out the necessary fields:
Note:
Some fees require you to enter a quantity, such as the number of units, lots, hours, outlets, or fixtures. You must enter this amount manually. The system cannot determine the correct quantity for you.Click Save Fees:
Click Exit Fees to close the window:
You can now create an invoice and apply payments to the record
Add Impact Fees
The system provides a record itemization process. This allows users to add Impact fees and other similar fees that need to be selected per record.
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Navigate to Permitting System, and select List:
Search for and select a record from the list:
Click Edit (Permitting & Project Systems only):
Navigate to the Fees tab:
Select the Record Itemization link:
Click the checkbox(s) to the left of each Impact Fee that must be added to the record. Type in the quantity:
Note:
Some impact fees require a quantity to be entered. Enter the amount in the QTY field.
Click the Save button within the impact fee window:
The user will be returned to the fee tab with the additional impact fees added
Adjust Fees and Fines
Important Note:
Changes to fee or fine records can directly impact related invoices and payments. Editing amounts or dates may alter balances, payment records, and reports. Be especially careful when updating the date a fee or fine was entered. The fee or fine date should never be later than the date of a payment linked to it. Doing so can cause payment records to display incorrectly and lead to reporting issues.
Sign in to your site
Navigate to Permitting System, select List, and select the record you wish to modify:
Click Edit (Permitting & Project Systems only):
Navigate to the Fees tab. Click Add or Edit Fee Charges:
To change a Date, select the calendar for the fee or fine and choose a new date:
If needed, adjust the Amount:
Note:
If the amount field will not allow you to edit, it means the fee or fine is associated with an invoice and/or a payment. You will not be able to adjust the amount unless the entire invoice and/or payment associated with the fee is voided.
Select the Change Amounts & Dates button to save the changes:
Click the Exit Fees button:
Note:
Do not click the Save Fees button, or it will wipe out the changes just completed.