Using the Payment screen

What payment options does PermitManager have?

There are three payment type options:

• Fixed - default amount based on the permit type, set by your RCA Admin.
• Geographic Area - cost dependent on size of area.
• Custom Amount - you can determine the cost yourself.

The first step is to set up the Cost Details. The first option is to use a Fixed cost. This default amount is set by the your Admins and are based upon the type of permit being requested:

The second option is to use the Geographic Area selected in requester site as the basis. This uses the area submitted in the requester site to calculate a size for the job, which is then charged at a rate per m². Type in the cost per square metre and then click anywhere outside the box and PermitManager will calculate the cost:

The third option is to set a Custom Amount. This allows you free control over the amount, depending on the variables specific to each permit request. Simply type in the figure and then click anywhere outside the box and PermitManager will update the details:

Can I update the Invoicee Details?

Invoicee Details lists the details for the person the invoice will be sent to. This defaults to the permit applicant’s details. These can be manually changed, e.g. if it needs to go to an accounting department or the applicant’s client. To do this, click into the fields that need updating and type in the new details:

What is Biller Info?

These are the billing details of your RCA. These can be updated by an Admin on the "Territory Owner" screen.

How do I send an invoice or process a manual payment?

This method is used when your council is set up so the permitting staff take payments themselves, rather than through a finance department. Depending on the council setup, you can either send an invoice via an online payment service (e.g. PayPal), or accept manual payments (e.g. cash over the counter, cheques).

To send an invoice:

After selecting the Cost Details and checking the Invoicee Details mentioned above, click the Send Invoice button at the bottom right of the screen:

A popup will appear asking to confirm the invoice. Click Yes. A status will now show to alert you that this permit is now "Awaiting Payment".

To process a manual payment:

Note: You do not necessarily need to send an invoice first. You can immediately select Manual Payment (e.g. face-to-face customers) if payment is being received immediately.

Once the contractor has made payment, click the Manual Payment button:

A popup will appear asking for a "Reference Code" (this can be a council reference number for the payment) and notes about the payment (if you would like to enter the date/time of payment, method of payment, or whatever other details are important). Click Save:

A status will now show that the payment has been made:

How do I notify accounts / organise payment through our finance department?

This method is used when your council is set up to take payments via a financial department rather than the permitting staff taking payments directly.

After selecting the Cost Details and checking the Invoicee Details mentioned earlier, click the Notify Account button at the bottom right of the screen:

A popup will appear asking to confirm the action. Click Yes.

A status will now show to alert you that this permit is now "Awaiting Payment". Once the finance department confirms the contractor has made payment, click the Payment Received button:

A popup will appear asking for a "Receipt No." (this can be a council reference number for the payment) and notes about the payment (if the you would like to enter the date/time of payment, method of payment, or whatever other details are important). Click Save:

A status will now show that the payment has been made.

How can I undo a payment request to a contractor?

Payment requests cannot be undone once a payment has been requested. The workaround in this situation is to select the Manual Payment button, then add a reference code that will never be an invoice number (it has to be numbers, so 00000 is good), and a note to explain the issue:

The traffic light will now go green, allowing you to progress.

For information on the Additional Fees screen, click here.