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Municipal Management - Frequently Asked Questions
Code Enforcement

Q: Where do I enter my organization’s default information that prints on violations?
A: Go to System Utilities>A/R Parameter Maintenance. Select the Invoice Message/Address tab then the Permits/Violations tab. A default invoice message and mail to information for your organization can be entered here.

Q: Where do I set up new fines that need to be added to the system?
A: Fines must be setup in Billing/Collections>Misc A/R>Service Maintenance. Once the fine and amount is set up here, assign the Service Id to any applicable Ordinances in Billing/Collections>Construction Permits/Code Enforcement>Code Enforcement>Ordinance Maintenance.

Q: Can I waive fines on a violation?
A: In Violation Maintenance, enter a Y in the Waived field on the Fines tab for any fees you wish to waive.

Q: Can I schedule an appointment for an inspector if they are not scheduled to work?
A: If an inspection is scheduled in for a time that the inspector is not scheduled to work, you will be warned that the inspector is not scheduled to work at that time. Click Yes to override this and schedule the inspection.

Q: Where are User Codes set up?
A: User Codes are set up under Billing/Collections > User Message Maintenance.

Q: I have already invoiced the fines for a Violation. Can I add an additional fine to the existing invoice?
A: Yes. Add the new fine to the violation and select the Create Invoice button. Choose the ‘Append to Invoice’ option from the Invoice Action combo box and the system will add the fine to the previously created invoice.

Q: Can I void a payment for a permit or fine?
A: Yes. First, you will need to identify the payment ID. This can be found by clicking the “Payments” button on the invoice related to the payment. Once you have the Payment ID, Go To: Billing/Collections > Payments > Void Invoice Payment Routine.

Q: Do any of the Construction Permit or Code Enforcement reports print to Excel?
A: Yes, an excel option is available on each of the following reports: Permit Fee Report, Permit Activity Report, Custom Report (Permits & Code Enforcement), and Violation Activity Report.

Construction Permits

Q: Where do I enter my organization’s default information that prints on permits?
A: Go to System Utilities>A/R Parameter Maintenance. Select the Invoice Message/Address tab then the Permits/Violations tab. A default invoice message and mail to information for your organization can be entered here.

Q: Can I waive fees on a permit?
A: In Construction Permit Maintenance, select to waive All or User Selected fees in the Waived Fees field on the Fees tab. If All is selected, all calculated fees will be waived. If User Selected is selected, enter a Y in the Waived field for any fees you wish to waive.

Q: Can I schedule an appointment for an inspector if they are not scheduled to work?
A: If an inspection is scheduled for a time that the inspector is not scheduled to work, you will be warned that the inspector is not scheduled to work at that time. Click Yes to override this and schedule the inspection.

Q: I added a new customer, but why can’t I select them on a Construction Permit?
A: In order to assign a customer to a permit, the customer needs to be assigned to the property location or flagged as a contractor. This can be set up on the Page 2 tab of Customer Maintenance. If the customer is a property owner, agent, or tenant; assign the property a property identifier (e.g. Map/Parcel/Unit) . If adding a new contractor, check the Include in Permit Contractor Picklist checkbox.

Q: How do I reverse a Permit or Violation invoice payment that was returned by the bank due to insufficient funds?
A: First, open Invoice Maintenance. Look-up the Invoice containing the payment and select the Payments Button. Find the Payment Id. Next, go to Billing/Collections > Payments > Void Invoice Payment Routine. Enter the Payment Id and verify the correct payment was selected. Enter the Void Date and Payment Code (use an NSF type code for a returned check) to reverse the payment and select the Next button to void the payment.

Q: How do I change the prefix for a Permit Number, Violation Number, or Invoice Number?
A: Prefixes for Permits, Violations, and Permit/Code Invoices can be changed in System Utilities>AR Parameter Maintenance on the Construction Permits/Code Enforcement tab.

Q: Why is my Contractor not appearing on the Contractor picklist?
A: Contractors will only show on the Contractor picklist if the ‘Include in Permit Contractor Picklists’ checkbox is selected on the Page 2 tab of Customer Maintenance. You may edit the Contractor record in Customer Maintenance and select the checkbox. The Contractor will appear on the picklist after the changes have been saved.

Q: When is a Permit number issued?
A: A Permit Number can be issued in 2 ways.
Option 1: The system will assign a Permit number to an Application Id when permit fees are invoiced using the Create Invoice button in Construction Permit Maintenance.
Option 2: If all fees have been waived on a permit, the Create Invoice button will disappear and an Assign Permit No. button will appear. Also note that an existing Permit No. can always be selected when adding a new application.

Q: I’ve already invoiced the fees on a permit. Can I add an additional fee to the existing invoice?
A: Yes. Add the new fee to the permit and select the Create Invoice button. Choose the ‘Append to Invoice’ option from the Invoice Action combo box and the system will add the fee to the previously created invoice.

Work Orders

Q: How do I add work order codes to the picklist?
A: Work Order Codes must be added in Work Order Code Maintenance in order to be displayed in the picklist. Go to Billing/Collections > Utility Billing > Work Order > Work Order Code Maintenance. Click Add and enter a Work Order Code. Then enter a description, service type, meter type and meter service. Select if you want the status of a utility account updated when the work order is processed, select if this is a billable service, and enter an optional message that will default to appear on a work order with this code. Save the code once all information has been entered.

Q: Can I edit a Work Order Code?
A: Work Order Codes can be changed by using the Change Work Order Code routine located on the Utility Billing menu in Special Routines.

Q: If I auto create work orders from the Delinquent Report incorrectly, can I easily delete all work orders that were created?
A: A range of work orders can be deleted using the Delete Range of Work Orders routine located on the Utility Billing menu in Special Routines. Enter the range of Work Order Id’s you wish to delete and click Next to remove them from the system.

Q: Can I view Work Order information from Utility Account Maintenance?
A: Yes, click the Detail button and select Work Orders. This will display all Work Orders for the account selected.

Q: Can I setup a prefix so that Work Orders are automatically numbered when added into the system?
A: Select the Assign Work Order Prefix checkbox on the Misc tab in Utility Parameter Maintenance. The system will automatically number the Work Orders using the information entered in the Prefix field.

Q: How do I add employees to the “Assigned To” pick list when assigning work orders?
A: The “Assigned To” picklist only contains users that have been created in User Maintenance. To add a name, go to System Utilities > User Maintenance. (You will need system security to see this option) Click Add. Enter a user id and the name of the person who will be assigned work orders. If they will not be using the MCSJ program, leave all security levels blank. Save when done.

Q: How can I run a report to see all completed work orders for the month?
A: Go to Billing/Collections > Utility Billing > Work Orders > Work Order Management Report. Check the box for Completed under Select Status To Include. Select any options you wish to include on the report under Select Options To Include. Enter the Completed Date range at the bottom of the window.

Q: I want to create a work order but there is no utility account in the system for the location I want the service performed. How can this work order be entered?
A: When adding a work order in Work Order Code Maintenance, change the Type field from Account Id to Location. This type will not require an Account Id to be entered.

Q: How do I set up a work order so it will automatically create a meter reading on the account?
A: When a Work Order Code with a Meter Service setup is assigned to a work order, the reading fields on the Meter Service tab of the work order will be enabled. The user may enter an Interim/Final Reading and/or a Reset reading on this tab depending on the meter service type of the work order code. When the completed work order is processed, a Meter Reading Batch will be created for any Interim or Reset reads that have been entered. Final reads can only be updated by using the Calculate Utility Final Bill Adjustment routine and referencing the work order number.

Q: I create a lot of work orders for turning water service on and off. The town charges twenty five dollars each time this service is performed. Is there a way I can have the system bill that fee automatically?
A: Assign a Billable Work Order Code to any work orders created for this purpose. Work Order Codes can be made be made billable in Work Order Code Maintenance by checking the Billable checkbox and assigning a Bill Code. Work orders processed with a billable work order code will automatically create billing adjustments in a Bill Adjustment Batch.

Q: When viewing an account in Utility Account Maintenance or the Payment Window, is there an easy way to identify if there are open work orders?
A: If there are open work orders on an account, the account will be flagged with a Work Order message in both Utility Account Maintenance and the Payment Window.

Q: I have to enter a work order for service on a second meter. How do I update readings and information for a 2nd meter?
A: In order for a second meter to be updated when processing work orders, you must select a work order code with the 2nd meter option selected. When creating work order codes, if you choose a meter service option, you must also select the 1st or 2nd meter. Only codes with the meter set to 2nd meter will update information on the utility account’s second meter when the work order is processed.