When do we use this?
Some patrons may be paying for permits with either credit card or payroll deductions that can be set to select payment type and process the payment automatically when performing rollovers on permits in lots. This article will demonstrate how this feature works, and how to recognize what is processed automatically as opposed to payments that will have to be made through other manual methods.
Note: It is also a requirement that the end user had purchased his previous permit through the same payment type so that the system would have a record of the payment type used
Credit Card Management
There are two prerequisites to this function working properly for credit card purchases. The user must have a valid credit card registered in the system, and the card must be designated as the Prime Credit Card.
There are two ways to register a Credit card in the system.
- On the Admin side, you would need to go into the user's profile by searching for the user.
- In this case: we are looking for the user griffithsj. Once you have found the user, click on their username to access their profile.
- Once you are in the user's profile, hover over the Profile menu to have the drop down submenu appear.
- Click on Credit Cards to bring up the Credit Card utility.
The admin can fill out the card information on the right, and click Add Credit Card to register the credit card in the system.
Note: Remember to designate the credit card as the default or Prime Card in order to allow the rollover process to automatically use this card for subsequent payments.
On the User Interface Side
- Alternately, a user can add his or her Credit Card to the system through the user interface.
Log into the system and navigate to the main profile landing page. Hover over the Profile menu to have the drop down submenu appear.
- Click on Manage Credit Cards to bring up the Manage Credit Card utility.
The user can then enter in the new credit card information on the bottom half of the screen. Once complete, click on Modify Credit Cards to register this credit card in the system.
- It will then appear listed above the entry fields as is the case with this Visa card entry above.
Note: Remember to designate the credit card as the default or Prime Card in order to allow the rollover process to automatically use this card for subsequent payments.
Sales Window Management
- The first step in performing rollovers is to create a new Sales Window for the time frame required.
Hover over the Permits menu and click on Sales Window.
The Active Permit Sales Window appears.
Note: The current Sales Window is highlighted in green. (A) - To create a new Sales Window click on NEW (B)
- The Create New Sales Window window appears. Enter the information for the new sales window:
In this case we are creating a yearly permit sales window with:
Start Sale Date of December 28th 2017
Active Start Date of January 1st 2018
Sale/Active end date of December 31st 2018.
What this means in simple terms is:
Permits with this Active Sales window can be purchased any time between Dec 28, 2017 and Dec 31 2018.
These permits would be valid from January 1st 2018 to December 31st 2018.
- Once you have the proper information in the form fields, click Create Sales Window to save it.
It will now appear in the list of possible Sales Windows. (A)
Performing Permit Rollovers
- The stage is now set to perform roll overs. Hover over the Permits menu and click on Active Sales Window.
Note: The newly added Sales Window (A) has been added and the link to the Rollover Users wizard appears on the right.
- Clicking the link to Rollover Users will bring up the Rollover Wizard utility.
At this point, we have the ability to select what user types we wish to roll over, or simply leave it as the default of All User Types.
We can also select the lot we wish to roll over. In this case, we focus on the After4PM Lot where we have two permits available to roll over
With the lot selected, click on Confirm Rollover to begin the rollover process.
- The screen will refresh with a list of permits available to rollover.
Note the reference at the top of the page indicating we are rollling over permits from the Yearly 2017 Sales Window to the Yearly 2018 Sales Window.
It is also important to note the difference between the two items in this list. The system is set up to automatically roll over permits that have been paid through hosted payment types such as Mastercard, Visa. Payroll Deduction etc.
In this case User (A) will be rolled over but will need to make a payment in order to secure his Permit.
While User (B) will be rolled over and his payment will be processed automatically.
Note that the Process Payment for user (B) is automatically toggled on (will be processed) as well as the Credit Card Type appears in the button.
If for any reason, the person is not continuing to park in a given lot, simply exclude them from the rollover by unchecking the corresponding check box under Rollover.
- Click Rollover Permits to complete the process.