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OperationsCommander can be used to manage a Company’s lots and its Users. The Parking company, in this example will be referred to as ABC Parking, the client will be referred to as ACME. Some of the administrative management functionality is passed over to the company ACME.  The client company ACME is supplying parking to its employees and will be paying for the parking through the system via CC and/or invoicing. The payments will be made to ABC Parking from ACME.

Create the Acme company on OPS-COM

  1. An Admin for ABC Parking must create a company entry for ACME in OPS-COM. Hover over Admin Options and click Users then User Companies.
  2. The Company Search page displays. Click the 'Create New Company' button
  3. The Company Edit page displays. For this example the Admin will enter the following information about the ACME company.
    - Account Number:19380688
    -Company Name: ACME Incorporated
    - Receives Invoices: Checked
    - Address (Company): 2946 Jerome Avenue
    - Invoice Emails:James.Rockwood@ACMEINC.com
    - Contact Name: James Rockwood
    - Address (Contact): 4777 Ersel Street
  4. Click the 'Add New Company' button to save the information. A green confirmation message displays that the company has been added.

Assign Users to the Acme company

  1. Search for the user profiles of the users you wish to add to the Acme company. Click User Management, User Search.
  2. Edit the User profile and indicate if the user is an individual or as a company member. In this case they are a Company Member for Acme Company.
  3. To designate a Company Manager, enable the Company Manager and Company Billing Account checkboxes. James Rockwood is the company manager for this example. He is the person who will pay for invoices for all users assigned to ACME.
  4. Click the Submit Registration Information for Processing... button to save this.
  5. In this example we added users Joseph Callaghan and Steph Jamieson to the company as well. They are regular users. These user accounts that are created for the Company will not be used by the end user and are only for the Company Manager to use.

Manage the Company Account

  1. The company manager (James Rockwood) logs into the OPS-COM user portal. Now he can manage permits for his users Stephanie and Joseph.  Click on the Company Users icon.
  2. James wishes to purchase a permit for Joseph Callaghan. He must login as the user to do so. Click the Login as User button to the right of Joseph Callaghan's name.
  3. A blue message appears telling James Rockwood that he is logged in as another user.
  4. Click the Parking icon to buy a permit for Joseph Callaghan.
  5. In this example we selected a Standard Parking permit in Red Student Lot West.  If the company is planning to pay for the permit through the user side (not using invoices) then James Rockwood (the company manager) would select the proceed to payment button.  In this example ACME company is using invoices to purchase permits. James Rockwood would logout of the User Portal at this point.

Prepare Invoices 

The admin user then creates the invoice for the company.

    1. They begin by navigating to the Prepare Invoices page. Permits/Invoicing/Lockers → Prepare Invoices 
    2. The admin selects the prepare invoices button beside the active sales window, showing the invoices that can be prepared from that time frame. 
    3. The invoice for the ACME company is displayed, including one permit (the one created for the user Joseph Callaghan). The admin user selects the Send Invoices button to send the invoice to the ACME company.
      NOTE: An invoice email template must be already in place prior to being able to prepare invoices. The email template can be modified by the Admin by going to System Config/ Email Templates
    4. A green confirmation message is displayed. The invoice is scheduled.

    5. There will be an icon on the top right of the menu bar that will indicate the progress of the invoices being created. Once completed it will then be sent to the Company Billing Account designate.  At this point the Admin has completed their tasks, with regards to Invoicing an the next step is the Company Manager, who will receive an email with the invoice details
    6. In the event of an error, the Admin may opt to cancel the invoice, correct the error and then reissue the invoice. They begin by navigating to the Prepare Invoices page. Permits/Invoicing/Lockers → Invoice Search. Select the invoice that you wish to cancel and click the "Cancel" button, you will be prompted with an "Are you Sure" message. Once canceled you will be able to reissue the new invoice. (Note, that the invoice number will change for the new invoice) Go back to step 5a to prepare an Invoice.
       
  2. Once the company manager receives the invoice, they will log into the OPS-COM userside and navigate to the payments menu item, here they see the invoice for Joseph Callaghan's permit.
    1. The Company Manager will then Proceed to Payment and submit the payment in the method they prefer. This completes the cycle.







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