PeTS

Pet Tagging System Application Manual

Win Version 1.0

1-24-07

Click here for a printer-friendly version



Index

SETTING UP AND MAINTAINING YOUR SYSTEM

Viewing your item/fee list
Adding Items to your fee list
Editing a fee amount
Changing which fees are automatically charged
Adding/Deleting users of the system
Making backups
Begin a new year

USING THE SYSTEM

Sign on to the system
Setting the Date
Adding an animale to the database
Adding multiple animals to one owner
Searching for/Looking up an animal/owner

ISSUING A LICENSE

Overriding fees when issuing a license
Issuing a no-fee license
Voiding a transaction

CLOSING RECEIPTS FOR THE DAY OR PERIOD

View Daily Activity Report
Make Deposit
Deposit history

MONTHLY REPORT

Monthly Summary
Print State Form

ANNUAL RENEWAL LETTERS

Edit letter body
Letters to renew




SETTING UP AND MAINTAINING YOUR SYSTEM

Viewing your item/fee list

Click on "Receipts"

On the Cashbook Menu click "View Item List"

Your web browser will open to display the item listing.



Adding Items to your fee list

Click on "Receipts"

On the Cashbook Menu click "Add New Item"

This will open up the item editor dialogue below:

Fill in the information including the SKU/Item Code you want to assign to this item/fee. (This number can be anything from 1-10000). (Note: the amount can be negative if you are making a discount!)

The Cash Account/Revenue Account Fields are optional, and are only used when the system is setup to auto-post deposits to the Fund Accounting System.

The bottom portion of the screen is for automatic posting into the Municipal Software Fund Accounting System.



Editing a fee amount

Click on "Receipts"

On the Cashbook menu click "Edit Item"

You will be presented with a list of Fees/items you currently have in the system.Double click the item you want to edit. This will open the item/fee in the item editor. Make your changes and click Save.

These fees will be reflected on the monthly report statements. Each item will be totaled and displayed in the monthly summary report.

This can allow the monthly report to be broken down by each state requested figure: registration fee, pilot fee and population control fee for example.



Changing which fees are automatically charged

Click on "Settings"

This will open the system settings dialog. For each animal type (DOG/CAT) there are 6 different categories of fees:

Fees(s) FIXED Fee(s) to charge if the animal is spayed/neutered
Fee(s) NOT FIXED: Fee(s) to charge if the animal is NOT spayed/neutered
If Paid After: One time late fee(s) to charge if license is issued after the specified date
For Each Month After: Recurring fee to charge (per month) if issued after specified date.
If Paid Before: Fee to add (usually a discount) if paid before a specified date.
Replacement Fee: Fee to charge for a replacement license.

For each one of these categories type in the Item/Sku code of the fee you want charged from your item list (see: Viewing your fee/item list). If you want more then one fee; separate them by commas. (see example below)



Adding/Deleting users of the system

Click on "Settings"

In the upper right hand corner of the Settings Window, click the "Users" button. A window will open listing the current users. Only users with "Administrator" rights can enter the System Settings Window.

To add a new user: Click "Add User". Enter a user id for the new user, and the person name. Check the box if you want the person to have Administrator Rights. Click the "Add" button when finished.

Administrators can change system settings and users, delete records, and void transactions.

To delete a user: Click on the user name in the list, and Click the "Delete User button."

Read only access: The system has a built in account number 411 which allows the user to log in for lookup purposes only. No account information can be changed and no licenses can be issued with this Authorization.



Making Backups

"Backup Data"

You will be prompted to enter a file name and location to save the backup to. All backups are saved in a compressed file (Zip format). You should be saving this backup to a removal able device or network drive. It is highly recommended you do this often!!Municipal Software recommends a minimal monthly backup of data. After your monthly reports have been run and balanced is an optimal time for this.



Begin a new year

Before beginning the New Year, it is a good idea to remove the known deceased and inactive pets from the database. This can be accomplished by updating the database throughout the year by changing a pet's status from ACTIVE to either DECEASED as the owner lets you know their pet has passed on or to INACTIVE if you know they have moved from the area. By changing the status to deceased or inactive the system will not generate a delinquent or renewal letter for those pets. You can also review all unlicensed pets at the end of the year from the View/Edit window by selecting view all expired at the end of the year. Review this list for pets that have moved on and change their status as necessary.

Next, you may wish to run any end of year reports your township may require; perhaps a list of licensed pets by license number or owner's name. To roll over to a new year, from the Main Menu, select Backup to backup the year's data. Next select Settings and then Begin New-year. You will be prompted on whether you have created a backup and if you would like to remove deceased and inactive pets. Select yes to each question and the system will advance the system to the New Year. Once this has been done, all transactions will be posted as January for monthly report accounting. You may license pets in December but all transactions will be considered as January licenses. After selecting Begin New year and advancing database you must log out of the program and restart PeTS to set the date for the New Year.




USING THE SYSTEM

Sign on to the System

To log on the PeTS program double-click on the PawPrint Icon on your desktop. The system will automatically check for new system update the first time users start up the system each day. Next, the sign on screen will display requesting that the user enter their multi-digit ID number. This will be assigned to you by a system administrator or by Municipal Software when the system is installed.

The system has a built in default ID for viewing data only. The View Only ID is 411. No changes are allowed to the data in the program by this user, it is for lookup purposes only!

Setting the date

The system default date is the current date. Once a cashbook transaction has been made the date will default to the date of that transaction unless updated by a user. If there are non-deposited transactions in the cashbook, the system will assume it is the same date as the last transaction. If the date is changed by the user, the system will retain that date until a cash deposit has been made or the user changes the date manually through the sign on date screen. Once a deposit has been made the system will automatically assume the user will use the current date for input.

To change the system date, simply click on the downward facing arrow next to the current date display which pops up after successfully entering a valid ID number. This will present the calendar popup which will allow the user to select the date by clicking the day desired. The arrow to the left of the month will take you to the previous month. The arrow to the right will move the calendar forward to the next month.

The user should be aware that changing the date to a prior month and entering transactions will change totals for that month and affect the monthly report.



Adding an animal to the database

Click on "Add New" or use the hotkey 'a' to access the Pet and Owner screen.

You will see the window below:

Fill in the information for the pet

When you are finished entering the information click Save. You will not be able to issue a license until you first save the animal. After saving, you may issue a license, by clicking Issue New License. (See Issuing a license) Or you may close the window and leave the animal unlicensed.



Adding multiple animals to one owner

If the animal is to a owner already in the system, type part of, or all of the owner's last name and click lookup existing. This will present you a list of owners whose last name matched what you typed. If your owner is in the list, simply double click the line and it will fill in the pertinent information for you.



Searching for / looking up an animal or owner

Click "View / Edit" or use the hotkey 'l' (locate) to access the Find Animal Record Screen.

You will be presented with a window with multiple search options:

Fill in the box you want to search by and hit Enter or click the Find button next to the field.The Owner and Pet Information will search in any part of the fields and is NOT case sensitive. For example, if you type "white" in the owner search you could get matches on owners named "White" and also owners who live on "White Lane".

If there was only one animal that matched your search, the record will be immediately displayed, otherwise a result list will be displayed in the white box. All entries with the red "X" are expired or have not been issued a license. All entries with the green "Check" have been issued licenses.

Double click a line to view/edit the record.

The last four numbers of the owner's phone number in the owner search field (Pink Area) is the recommended way of looking up records.



ISSUING A LICENSE

If you do not already have the animal record up, use the "View/Edit" Button to locate the animal and display its record. Or, the hotkey 'l' (locate) can be used to access the Find Animal Record screen. After locating the pet to be licensed the Issue New License button should be available in the lower right hand corner. Click the 'Issue New License' button. If this button is not active it could mean one of three things:



  1. The animal's status is Inactive.
  2. The animal has already been issued a license (Look in the upper left hand corner)
  3. The animal doe not have a valid Rabies expiration date. This is indicated by red asterisks next to Rabies expiration date. As required by New Jersey state law, the date must be through November 1st of the current license year.

When you click issue you will be prompted for the "Tag/License" number. The System will automatically fill in the next License Number for you. If this is ok, simply press Enter. If you need to override the tag number you may do so (done rarely) .

You will then be prompted with the Cash Book/Point Of Sale Window below:

The program will fill in the fees for the animal based on your system settings. Type in the amount paid, and the tender type. If the Owner is using a check, you will be prompted for the check number. Click "Post" when finished.



Reissuing a license

If a pet loses his collar/license a new tag can be issued to the pet by finding the pet in the database then selecting Reprint License. This will generate a popup asking if you would like to reissue a license or just print another copy of the existing license. If you need to issue a new tag, select yes and the system will ask you to confirm the next avail tag number.



Overriding fees when issuing a license

There might be instances where you must override what the program wants to charge to license an animal. You can easily do this. When the Cashbook/Point of Sale window is up listing the typical fees at time of issue, you can do a couple of things based on your needs:

  1. You can click on a line (So it is highlighted) and hit the delete key to remove it. Total amount will update on page, but you must enter amount tendered in order to post the transaction.
  2. 2. You can click on the Item Number field, to manually type in Item/Fee(s) from your fee list. Fee amount will automatically be updated but you must enter the revised amount tendered in order to post the transaction.


Issuing a no-fee license

If you are issuing a no-fee license, as dictated by the state of NJ, you should delete all the items, and add the "No Fee License" item from you item list (Item # 500). Then click "Post."Issuing a no fee license will record this pet as a Service Animal on your monthly report.



Voiding a transaction

Click "Receipts"

Click "Void Receipt"

You will be presented with a list of transactions. Select the one you want to void, and enter a reason. The Transaction will be reversed in the cashbook. This will not remove the license from the animal; it will only note it on the animal record that the transaction from the license was voided. You will next be prompted on whether you would also like to cancel the license to re-issue. Selecting yes will cancel that license number from any current in the system




CLOSING RECEIPTS FOR THE DAY OR PERIOD

To close the cashbook for a day or period, you will want to review daily activity and verify the cash and check totals agree with funds collected. The daily activity report will

View Daily Activity Report

Click "Receipts"

Click "View Activity"

This will open your web browser and display a summary report for your open cashbook.There is a link in the upper right hand corner of this report, which offers a more detailed view of transactions. These can be used to verify cash and check amounts for deposit.

Review or print these reports as needed.



Make Deposit

After you have verified the amounts received correctly match the amount on the daily activity report, it is time to post the deposit transaction.

Click "Make Deposit"

Then, confirm you want to close the open activity.

This will print out a deposit slip for you, listing the checks and total cash for the deposit. Once you choose to make the deposit, all open transactions will be marked as closed, and a new blank cashbook is started. This report can be submitted to your financial officer for recording in the accounting system. If your municipality is using Municipal Software Fund Accounting System, automatic posting can be set up to enter deposit data directed to the accounting software.



Deposit History

This option lists previous deposits by date. To view details of deposit double click on selection and the report will display in your browser.

Double click on any listed deposit to view full deposit information.




MONTHLY REPORTS

The Monthly report can be found under the Reports Menu. You will have the option of printing just a summary for a specific month, a detailed transaction report or all transactions and monthly summaries for each month. The option to select which pet types you wish to have included in your report; dogs, cats or other is available on the right hand side of the screen.

The default report which has neither Run the report for the whole year nor Print monthly Summary Only selected will generate a report which includes all transactions for the month plus a summary report.



Monthly summary

To generate a simple monthly summary report select the box Print Monthly Summary only and set the calendar for the month desired for your report.

Below is an example of a Monthly Summary Only





To create a report which includes monthly summaries only for the entire year, select both the Run the report for the whole year and Print Monthly Summary Only. Next you can select to simply view the report in your web browser or print the report to your default printer.

Print State Form

The Print State Form button will generate the NJ State required VPH-10 form with your township's data for the month requested.



ANNUAL RENEWAL LETTERS

Annual Renewal letters can be generated directly from the system. Under the Reports menu there are two options for the creation and printing of the renewal letter.



Edit Letter Body

The first option is to select the Edit Letter Body from the pull down menu.

The default letter is a Sample; it is up to the user to create the letter the township wishes to distribute to the pet owners. Use the Edit Letter Body option to edit the letter. There are a couple methods to do this:

  1. Edit the Sample as desired.
  2. Simply type in the body for your letter and save it by selecting the Save button on the bottom of the editor.
  3. Cut and paste from a document created in a word processing program or WordPad. Highlight text to be copied, select the copy option in your word processing program. Then use the Control-v function to paste information into the editor. Save changes. The default format when saving is rich text format (rtf).


Letters to renew

The second option is to select the Letters to Renew from the pull down menu

This will open the Letters to Renew Pop-up.

The view/edit button is conveniently located for editing and adjustments to the renewal letter. It is the same program as previously discussed.

This pop-up will also allow you to print renewal letter by groupings: Dogs, Cats, or Both and broken down by alphabetical groups as displayed. It also allows you to print a sample of the renewal notice.

Select the options of choice and simply press print to send the selected request to your default printer.

A sample of the renewal letter can also be printed by selecting the second button, Print Sample.