Tickets menu

The Tickets menu includes commands you can use to create manual ticket batches, load and save ticket batches, reset the ticket batch, create transfer files for mainframes, collection agencies, etc., short check / unknown payment entry, handheld unit communication, unloads, handheld setup, camera unload, citation maintenance, citation lookups, ticket statistics / production related reports, and posting of manual ticket entries.

Dispositions menu

The Dispositions menu allows you to modify the current status of your citations. It includes commands to load and save disposition batches, reset the disposition batch, load network closings, import various payment files, import lock box payments, batch edit commands, payment entry, voiding tickets, cashiering access, general dispositions, lookups, reports relating to citation dispositions, batch audits, and trial or final posting of disposition batch.

Enforce menu

The Enforce menu includes commands you can use to enforce the closure of your citations. It enables you to generate and print notice letters, edit name and address information, lookups, mark incorrect addresses, set boot and tow criteria, run the boot and tow list, edit the special plates list, and print boot and tow related reports.

Administration menu

The Administration menu contains commands related to administrative functions. It has options for archiving old data, retrieving old data, database editing, various computer codes, handheld unit table codes, printing code reports, over 80 reports pertaining to collected ticket / disposition data, individual computer / network settings, system security setup, and the honorbox program.

Permits menu

The Pemits menu includes commands that allow you to configure and enter permit data. It contains commands configure custom permit type entry, date entry, permit groups, permit entry, registration entry, permit related reports, and permit lookups.

Meters menu

The Meters menu contains commands to manage various real property defects. It includes commands such as; edit defect log, edit repair log, lookups of reported defects and repairs, and reports relating to defect and repair notifications.

Exit/Lock menu

The Exit/Lock does nothing more than either lock the Clancy 6.x program, or exit the Clancy 6.x program.

Gateway menu

The Gateway menu contains commands to execute external programs from within Clancy 6.x. It includes commands to open Internet Explorer, word processor, dos based external menu, and loading of custom files.

 Survey menu

The Survey menu includes commands for managing route surveys. It contains commands for purging the survey file, entering new routes, unloading and reloading survey routes to the handheld units, and reports pertaining to survey information.

Help menu

The Help menu includes commands to connect to our internet help files, Clancy chat room, and program version information.

Exit button - Closes down the Clancy 6.x program.

Lock button - Locks the program with only Exit and Logon in the menu bar.

Print Setup button - Allows selection of printer on multi printer systems.

Main Menu button - Returns user to the main menu.

Plate Lookup button - Lookup citations by license plate number.

Date Lookup button - Lookup citations by a date range.

Citation Lookup button - Lookup citations by a citation number.

Clancy Chat button - Enter the Clancy Chat room to ask questions.

The Phone button - If your system has speakers, command plays simulated telephone ringing for excuse to end current conversation.

The Information button - Starts the client information application.

The Print Preview Checkbox - checked: print to a window, blank: to printer

When the Print Preview button is checked, the report will go to a separate window that will minimize to the windows taskbar when completed. Simply click the report from the taskbar to bring the window to the foreground. Maximize the report to preview most effectively. To send the report to the printer, click on the little printer icon.

Ticket Search

Date Range

Lookup citations by a date range.

Plate

Lookup citations by license plate number.

Cites by Citation

Lookup all citations for a plate by citation number.

Single Citation

Lookup an individual citation number.

Cite Range

Lookup citations by a numeric range.

By Permit

Lookup citations by a permit number.

By Name

Lookup license plates by name information.

By Vin

Lookup citations by VIN number.

By Partial Cite

Lookup citations by the first seven digits.

By Check/Receipt

Lookup citations by a payment check number.

Permit Search

Query by Date Range

Lookup permits by date range.

Find by Plate

Lookup permits by license plate number.

Find by Citation

Lookup permits by citation number.

Cite Range

Lookup permits by numeric citation range.

Find by Permit

Lookup permits by permit number.

Find by Registration ID

Lookup permits by permit registration number.

Find by Registration Name

Lookup permits by permit registration name information.

Registration Search

Search for name information from the permit registration database.

Toolbar

Opens the small dockable toolbar.

CD Name Lookup

Searches DMV compact disc for name information.

This button is from the Toolbar, or Ticket Search, Cites by Citation from the shortcut menu. The lookup screen will display all other citations associated with the desired citation.

Enter the citation number desired, or click on the drop down box to select from one of the last ten citations entered.

This button is from the Toolbar, or Ticket Search, Plate from the shortcut menu. The lookup screen will display all other citations associated with the desired plate number.

Enter the plate number desired, or click on the drop down box to select from one of the last ten plate numbers entered. The idea button gives the user helpful suggestions.

This button is from the Toolbar, or Ticket Search, Date Range from the shortcut menu. The lookup screen will display all citations within the selected date range.

Enter the Start Date in the upper box, then press the enter key or click in the beginning of the lower box to enter the End Date. Note: when the cursor leaves the Start Date box, then date in the End Date box is automatically changed to the same date in the upper box. This feature is designed to save keystrokes. If you enter a date in the Start Date box, then click the OK button, only the day of Start Date will be displayed since the End Date will be automatically filled. This is by design.

This command is from Ticket Search, Single Citation from the shortcut menu. The lookup screen will display only the desired citation. This feature is very handy when looking up a citation with a "NOPLATE" license number.

Enter the citation number desired, or click on the drop down box to select from one of the last ten citation numbers entered.

This command is from Ticket Search, Citation Range from the shortcut menu. The lookup screen will display any citations that reside between the From Citation box to the Thru Citation Box.

Enter the From Citation and the Thru Citation number desired.

This command is from Ticket Search, by Permit from the shortcut menu. The lookup screen displays all citations relating to the license plate number entered for the permit information.

This command is from Ticket Search, by Name from the shortcut menu. The lookup screen displays all names, plate numbers, and states for desired name information.

Enter the desired name into the Search String box, select to either search by Last, First or Full name from the selection box. Note: to do wildcard searches put in the % symbol. In the example above, I was not sure if the name was JOHN PETERS or JOHN PETERSON, the % symbols tell the computer to search for the character string of PETER which resides in both of my guesses. I also select the Full selection box to broaden the return results.

Citation Lookup by VIN number

This command is from Ticket Search, by Vin from the shortcut menu. The lookup screen displays all citations associated with the desired Vin number.

Enter the desired Vin number. This option also allows use of the % wildcard symbol as described in the Plate Lookup by Name above.

This command is from Ticket Search, by Partial Cite from the shortcut menu. The lookup screen will display all other citations associated with the desired citation.

Enter the first seven digits of the citation number, and the program will find the last digit. This option is useful since the majority of clients chose to have the last character of the citation number as a check digit. A check digit is a mathematical calculation of the first seven digits to come up with a unique number for the eighth digit. This feature helps in reducing data entry errors when applying payments.

This command is from Ticket Search, by Check / Receipt from the shortcut menu. The lookup screen will display all citations with payments credited to with the desired check / receipt number.

Enter the check / receipt number for the desired citation.

Permit Search Query by Date Range

This command is from Permit Search, Query by Date Range from the shortcut menu. The lookup screen will display all permits with the issue date between the desired date range.

Enter the Start Date in the upper box, then press the enter key or click in the beginning of the lower box to enter the End Date. Note: when the cursor leaves the Start Date box, then date in the End Date box is automatically changed to the same date in the upper box. This feature is designed to save keystrokes. If you enter a date in the Start Date box, then click the OK button, only the day of Start Date will be displayed since the End Date will be automatically filled. This is by design.

Permit Search by Plate Number.

This command is from Permit Search, Find by Plate from the shortcut menu. The lookup screen will display all permits with the desired plate number.

Enter the plate number for the desired permit.

Permit Search by Citation Number.

This command is from Permit Search, Find by Citation from the shortcut menu. The lookup screen will display all permits with the desired citation number.

Enter the citation number for the desired permit.

Permit Search by Citation Range.

This command is from Permit Search, Cite Range from the shortcut menu. The lookup screen will display all permits within the desired citation range.

Enter the citation range for the desired permits.

Permit Search by Permit Number.

This command is from Permit Search, Find by Permit from the shortcut menu. The lookup screen will display the desired permit.

Enter the permit number for the desired permit.

Permit Search by Registration ID.

This command is from Permit Search, Find by Registration ID from the shortcut menu. The lookup screen will display all associated permits for the desired registration id number.

Enter the registration id number for the desired permit.

Permit Search by Registration Name.

This command is from Permit Search, Find by Registration Name from the shortcut menu. The lookup screen will display all names from the registration database that match the desired search string.

Enter the desired name to search for in the permit registration database. Click the OK button to view all the associated names. Highlight a name by clicking on it, then click the Details button to view the information. Click the Permits button to advance to the permit lookup screen.

The Information Grid

The grid contains general information most commonly used for quick lookups. The first field on the left is the "marked" field. This field flags the corresponding citation as one or more of the citations currently being worked with. The rest of the fields are as follows; Citation, Plate number, State, Current Disposition, Issue Date, Violation Description, Amount Due, Last Disposition Date, and Additional. These fields are self explanatory except the Additional field. The Additional field contains key letters as to additional information provided on the ticket. N for notes, P for Picture(s), and S for past the Statute of Limitations.

View Menu

The View menu command provides a graphical image of the marked citation. Up to ten view windows can be opened at once. The caption at the top of the form contains the citation and plate number. The placement of the information is unique to each individual client. Click the X in the upper right hand corner to close the view form when no longer needed.

History Menu

The History menu command provides information regarding changes to the status of the marked citation. The caption contains the current citation number and issue date. The information provided is as follows; Disposition Date, Description, Receipt, Payment, Posting Date, and User ID number.

Name Menu

The Name menu command provides information on any name and address information that the citation might have. The caption contains the name sequence number, NAM for manually entered name or DMV of Department of Motor Vehicles name. The two buttons << and >> at the lower left hand corner of the screen move between multiple name and address information. The More button pulls up the second form which contains any additional information. The information on these forms cannot be edited from the lookup menu.

Permit Menu

The Permit menu command shows permit and registration information based on the license plate number. The information displayed on these forms cannot be edited from the lookup menu. Once the information is no longer needed, click the Done button on the registration form to close out both forms. If there is no permit information associated with the license plate number, "NONE FOUND" will appear and the form will disappear automatically after 3 seconds.

Print Menu

The print menu contains commands to print the most commonly used printouts when looking up citations. Each of the reports is described in detail below.

List of All Tickets - The Parking Ticket History prints all tickets currently in the information grid grouped by license plate number then name information. The Report contains current name and address information if any, citation, date, violation description, ordinance, last disposition date, current disposition, amount due, permit id number, location, and payment total. The report produces a subtotal for both groupings by plate, and for all tickets on the report.

Selected Tickets <FULL> - The Selected Tickets <FULL> command prints a report with a facsimile of the original ticket, plus any name and address information. On the lower portion of the report a ticket history is provided that lists date issued, past due date, original fine amount, past due fine, violation, any disposition history with disposition date, disposition code, payment amount, payment total and balance due..

Arraignment Sheet - This report is custom to one client. Although each client runs their operation differently, most of the features allow everyone to complete the tasks they must. Every once in a while, a client needs to perform a function that is unique only to their department.

Signed Reprint - This report is custom to a few clients. Although each client runs their operation differently, most of the features allow everyone to complete the tasks they must. Every once in a while, a client needs to perform a function that is unique only to their department.

Custom Reprints - This report is custom to a few clients. Although each client runs their operation differently, most of the features allow everyone to complete the tasks they must. Every once in a while, a client needs to perform a function that is unique only to their department.

Selected Notes - This report is a generic report that prints the comment section and notes letter section with the date and citation number in the title.

The Filter menu command contains commands to eliminate unwanted information from the information grid. Filtering the information from the grid does not delete any citation data. The filter command contains the following options: Open Tickets, Marked Tickets, and by Name. The Open Tickets menu command will eliminate all citations from the information grid that are not outstanding. The Marked Tickets menu command will eliminate all citations that do not have a check in the marked field. The by Name menu

command calls the Name selection form and allows the user to filter out only citations that have the selected name information. Use the % symbols for wildcard filters.

The Edit menu command contains commands to locate individual citations in the information grid, mass selection and de-selection of all citations in the information grid, and for modifying data at the raw data level.

Find menu

The Find menu command provides the user with a quick way to locate a citation in the information grid by either citation number or plate number. Note: only put either a citation number or a plate number in a one time. Putting both fields in will cause the program to only search the citation number.

Select all

Use this menu command to make all tickets in the information grid marked.

Deselect all

Use this menu command to make all tickets in the information grid unmarked.

Mfindex menu

The Mfindex menu command allows the user to edit the raw data. The Mfindex database is the main database that contains the majority of data related to a ticket. Be extra careful when changing data in this option as once the data is changed it is permanent. This option is password protected.

Once the correct password is entered, the Mfindex Database Edit form will appear with the first marked citation number automatically displayed. Ignore the Seek button, and the radio buttons in the upper right hand corner of the form. They are not used when accessing this form from the lookup menu. They do apply when editing the mfindex from Administration, Data, Database Edit, Mfindex. When the form initially loads, all the fields are grayed out and cannot be edited until the Edit button is pressed. The only field that cannot be edited is the citation number. If the citation number needs to be changed, press the delete button then reenter the citation under Tickets, Manual Ticket Entry. If the citation number is incorrect because of a miskeyed payment entry, press the delete button and reenter under Dispositions, Enter, General Dispose. The following fields are based on a corresponding code from the related databases: State, Disposition, Violation Code, Street Direction, Street Name, License Type, Make, Color 1 and Color2, and Body. Before editing any of the fields, be sure to know the correct 1 to 3 digit code for the desired change. Note: be sure to use capital letters when replacing any fields in this option. Click on the Exit button to return to the ticket lookup menu.

Mfadd menu

The Mfadd menu command allows the user to edit the raw data. The Mfadd database contains any custom (additions) entered data on the handheld. Some examples of additions records would be comments, any field where the officer types XXX to enter a custom street, make, color, body, etc. Be extra careful when changing data in this option as once the data is changed it is permanent. This option is password protected. Once the correct password is entered, the Ticket Additions form will appear with all information from the first marked citation number automatically displayed. Ignore the Find button, New button and the citation box. They are not used when accessing this form from the lookup menu. They do apply when editing the mfadd from Administration, Data, Database Edit, Mfadd. When the form initially loads, you will see two tabs, one containing the list of additions data, the other allows editing of a particular entry. Click on the desired entry to highlight it, then click on the Citation Edit tab. All entries will be not allow editing until the Edit button at the bottom of the form is pressed. If you need to delete an additions record, Right Click on the entry from the Citation Lookup tab, then a message box will appear prompting to delete the record. Once complete, press the Exit button to return to the lookup menu. Note: be sure to use capital letters when replacing any fields in this option. Click on the Exit button to return to the ticket lookup menu.

Disphist menu

The Disphist menu command allows the user to edit the raw data. The Disphist database contains any history records for the desired citation. Be extra careful when changing data in this option as once the data is changed it is permanent. This option is password protected. Once the correct password is entered, the Ticket Additions form will appear with all information from the first marked citation number automatically displayed. Ignore the Find button, New button and the citation box. They are not used when accessing this form from the lookup menu. They do apply when editing the disphist from Administration, Data, Database Edit, MfHistory. When the form initially loads, you will see two tabs, one containing the list of history data, the other allows editing of a particular entry. Click on the desired entry to highlight it, then click on the Citation Edit tab. All entries will be not allow editing until the Edit button at the bottom of the form is pressed. If you need to delete an additions record, Right Click on the entry from the Citation Lookup tab, then a message box will appear prompting to delete the record. Once complete, press the Exit button to return to the lookup menu. Note: be sure to use capital letters when replacing any fields in this option. Click on the Exit button to return to the ticket lookup menu.

Change Dates

The Change Dates menu command replaces any marked ticket issue date in the information grid with the date specified on the Change Selected Dates form. Re-lookup the desired information to view changes made.

Delete Selected

The Delete Selected menu command removes all marked tickets in the information grid from the main database. This command is password protected. Once the user enters in the correct password, a confirmation box will appear prompting to delete the marked tickets. Re-lookup the desired information to view changes made.

Change Officer

The Change Officer menu command replaces the main database with the new officer name and badge for each marked ticket in the information grid. Re-lookup the desired information to view changes made.

Notes menu

The Notes menu command allows the user to input comment relating to the marked citation from the information grid. The Notes form will appear when activating this menu option. The caption contains the citation number that the notes will be associated with. The Comment section is a section that will not print out on a notes letter generated under dispositions. The Notes Letter Body contains any comments that will print on the notes letter when generated from dispositions. When the desired comments are completed, press the Save button to return to the information grid. When the citation is looked up the next time a "N" will appear in the additional field indicating that a note is present for that citation number.

Window menu

The Window menu command contains only one submenu, that menu is Close Tickets. This command will close all tickets that have been opened using the View menu command. This feature is especially useful when many tickets have been viewed at once. One click of this command will shut down all views instead of closing one at a time.

Exit menu

The Exit menu command returns the program to the previous menu before the lookup screen was accessed. For example, if you are entering payments under general dispositions and you look up any other citations associated by plate, mark the citations to pay then click the Exit menu option to return back to general dispositions. If you do a lookup from the main menu, click the Exit menu option to return to the main menu.

The Files menu contains the majority of the submenus used under the Ticket Menu. The options under the Files menu mostly pertain to loading batches, loading files, saving files, and creating transfer files.

Reset Ticket Batch

The Reset Ticket Batch menu command removes all entries from the Ticket Grid. Once this command has been performed, the information that was in the batch cannot be recalled unless the information was from a file that was loaded into the ticket batch.

Load Remote Batch

The Load Remote Batch menu command is used for loading batches produced with the Save Remote Batch menu option. The command activates an Open file form. You will see two boxes located in the middle of the form. They are the Load Manual and the Files of type boxes. You will notice that in the Files of Type box *.REM is the file extension selected. All manual ticket files end in the .REM file extension (a file extension is the three characters after the . in the file name). You can either type the name of the file into the Load Manual box, or select it from the list displayed in the form list window. If you type the filename into the Load Manual box, leave the .REM extension off. Note: the ticket file actually contains two files, a .REM and a .ADD. The program automatically loads the corresponding .ADD file. Click the Load button once the file is selected to load into the ticket batch.

Load 4.2 Batch

This option should not be used. When converting our system from the old 4.2 Dos version, we had to have a way to load the old version ticket batches. Now that our conversion is complete, we leave this option in for programming reference.

Load Backup File

The Load Backup File menu command is used to load in a copy of backup files. This option should only be used if you are familiar with the flat file backups that are automatically created when postings are done.

Load Network Closings

The Load Network Closings menu command is designed for network clients that want central control over posting manual ticket batches. The first step in setting up this command would be to establish a directory on the network for the closing batches to be located. Click the Directory location button on the Load Network Closings form, then the Select Directory form will appear allowing you to select the desired network directory. The next step will be to setup the administrator with enough security clearance to post the ticket batch (see security setup and passwords). The next step is to setup the clerks with a lower clearance level than needed to post (see security setup and passwords). Once this is complete, when the clerks go to post their manual ticket batches, instead of actually saving the information to the database, closing batch files are generated on the desired directory. The closing files that are created are based on each workstation's shortname (the shortname is a four character setting under Administration, Setup, Software Definitions, Shortname) plus the workstation's nodename (the nodename is a three character setting under Administration, Setup, Terminal Definitions, Node #:) plus the .DBF extension. The clerk can post their manual ticket batch as many times as they desire without overwriting a previous closing file. Each time they post, the file will grow until the administrator posts. The next step would be for the administrator to select the closing batch that they would like to load and the click on the Load button. The administrator's ticket batch will now contain all the information from the desired closing file. Once the administrator posts the ticket batch, the tickets will now be in the main database.

This menu contains several submenu commands, they are as follows; by Posting Date, by Issue Date, by Citation Range, State Layout, Ticket Track, and Payment File. These menu commands are designed to create custom transfer files for either transfer to a mainframe for loading into an existing system, transfer files for the Ticket Track collection agency, or to create a payment file for transfer to a mainframe or other existing system.

By Posting Range

This menu command will create a transfer file ready to be uploaded by remote mainframe or other existing system. The file that is created under this option is inclusive of citations based on the date that they are posted to our system. The Enter Date form will appear to select the desired date range. Next a message box will appear prompting to include only open citations. Finally, the processing form will appear and show the status until the request is complete.

By Issue Date

This menu command will create a transfer file ready to be uploaded by remote mainframe or other existing system. The file that is created under this option is inclusive of citations based on the date that they were issued. This menu command is identical to By Posting Range with the exception of the date that they are based on.

By Citation Range

This menu command will create a transfer file ready to be uploaded by remote mainframe or other existing system. The file that is created under this option is inclusive of citations within the desired range. The Citation Range form will appear to select the desired citation range. Next a message box will appear prompting to include only open citations. Finally, the processing form will appear and show the status until the request is complete.

State Layout

This menu command is custom to one client. Although each client runs their operation differently, most of the features allow everyone to complete the tasks they must. Every once in a while, a client needs to perform a function that is unique only to their department.

Ticket Track

This menu command is custom to a few clients. Although each client runs their operation differently, most of the features allow everyone to complete the tasks they must. Every once in a while, a client needs to perform a function that is unique only to their department.

Payment File

This menu command will create only the payment portion of a transfer file ready to be uploaded by remote mainframe or other existing system. The file that is created under this option is inclusive of citations within the desired range. The Date Range form will appear to select the desired date range. Next a message box will appear prompting to include only open citations. Finally, the processing form will appear and show the status until the request is complete.

Send Host File

The Send Host File menu command runs a custom program to copy files created under Create Host File to a separate location. This option is generally used when Clancy 6.x is run on a larger network and a transfer file must be moved to a drive on a different part of a wide area network. Note: the name of the batch file that is run: UP.BAT

Receive Host Batch

The Receive Host Batch File menu command runs a custom program to copy a file created at a separate location. This option is generally used when Clancy 6.x is run on a larger network and a transfer file must be moved to the local drive from different part of a wide area network. Note: the name of the batch file that is run: DOWN.BAT

Load Scanned Ticket

This menu command is custom to one client. Although each client runs their operation differently, most of the features allow everyone to complete the tasks they must. Every once in a while, a client needs to perform a function that is unique only to their department.

Exit

The Exit menu command returns the program to the previous menu before the lookup screen was accessed. In this case, the program will return to the Main Menu

Edit

The Edit menu option contains only one submenu command, Find. The Find menu command provides the user with a quick way to locate a citation in the ticket grid by either citation number or plate number. Note: only put either a

citation number or a plate number in a one time. Putting both fields in will cause the program to only search the citation number.

Enter

The Enter menu command contains the following three submenu options; Manual Ticket Entry, Manual Ticket Ranges, and Short Check/Unknown Payments.

Manual Ticket Entry

The Manual Ticket Entry menu command is used to enter hand written tickets into the Clancy 6.x main database. The Manual Ticket entry screen is setup to mold to the layout of each individual clients tickets and data needs. The form contains a button entitled Setup. This button calls the Manual Ticket Entry Configuration form below. This form allows the user to customize their entry to include and exclude data fields from the ticket entry form. The check boxes on the left are self-explanitory, checked to show, blank to remove. The Validate Check Digit option allows the user to make the program calculate a mathematical number each time the citation is entered. The number that is entered must pass the calculation or a message box is displayed notifying the user of the invalid numeric sequence. This feature is used most often to prevent typographical errors. The Citation Auto-increment check box will automatically calculate the next greatest citation number from the previous citation entered and place it in the citation box on the ticket entry form. The Colors numeric box allows the user to specify the number of colors to include when describing a vehicle. The maximum is 2. The Meter - Street Xref check box in unique to one client.

The ticket entry form is setup to graphically resemble a facsimile of the handheld unit ticket. One feature on this form is the drop down boxes. The drop down boxes have a down arrow on the right side of the box. You can click on this arrow to display the entire list of available selections for that field.

The codes are separated from the descriptions by a dash. For faster data entry, learn the codes the type the code into the box and the program will seek that code as you type. Click Exit to save the ticket to the batch. The ticket batch must be posted in order for the tickets to become active.

Manual Ticket Ranges

This menu command is custom to one client. Although each client runs their operation differently, most of the features allow everyone to complete the tasks they must. Every once in a while, a client needs to perform a function that is unique only to their department.

Short Check / Unknown Payments

The Short Check / Unknown Payments menu command provides a way to track short checks and unknown payments.

Note: Short Check constitutes a separate violation, therefore a new code must be set up for the short check violation (see Administration, Data, HHU Tables, Violate. The paid citations are left in paid status. In this example, code 777 is the Short Check violation code. The fine for violation 777 is $20.00, which in this example, is the amount of the returned check charge. It stays the same for fine 1, fine 2 and fine 3.

After the violation is created, the next step is to configure the code. Under Administration, Setup, Disposition Codes, there is an entry called Short Check Viol. Put the new violation code in this box.

The next step is create a dispose code for the amount of the short check. In this example, we create an open disposition code SC, short check.

Once again, return to the setup menu to configure the entry. Enter the disposition code under the Short Check Code under Disposition Codes

The next step is to create another open disposition code of additional fee, e.g. AF. This code will track any handling fees, or whatever.

The final step in setting up the short check entry is to configure the additional fee code under Setup, Disposition Codes. See Below.

Ok, we are now ready to start entering short checks. Under the Tickets, Enter, Short Check/Unknown Payment menu option is the following form. (See figure 1). Click the circle next to the Short Check option. Then select the Search by option. This option allows entry of a previous citation number or plate number to which the short check was written. If this is unknown check the Unknown option here. Next, enter the check number. Enter the amount of the check. If all above steps were followed properly, then fine 1 of the short check violation code will appear in the grayed-out Violation charge box. Enter in any additional charges in the Additional Charges box. Do not enter the bounced check fee there, it is the value of the violation fines. Click on the Next button.

Figure 1:

The name and address box will appear to enter in the information off of the check. ( figure 2 ) Click the Done button to move on to the next step

Figure 2:

The Short Check report will appear or print, depending on the print preview setup. (E.g. figure 3)

Figure 3:

Once the letter has been printed, click the Exit button. A new citation will then appear in the Ticket posting batch. ( figure 4 ). Post the entry and go to the Main Menu again.

Figure 4:

Return to the Main Menu, then select Dispositions. There will be two entries in the disposition batch. The first will be the additional fee entry. The second will be the Short Check entry. Post the batch. The new citation will show with the old citations for cross reference. The new citation will show the amount of the check, plus the short check charge, plus any additional fees as the amount due.

Unknown payment - Every now and then, a payment is sent without the stub that contains the citation or plate number.

The first step in setting up the system for tracking unknown payments is to make a new violation code. In this example, 888 is used as the code for the unknown payment violation. Note: Fine 1 and Fine 2 are both set to $0.00 since the amount paid will be stored in the history.

The next step is to configure the setup for the new violation code. Under Administration, Setup, Disposition Codes, enter the violation code in the first box of the Unknown Check Viol/Code option. ( See Below )

The next option will be to make a new disposition code for the Unknown Payment. In this example, the code UK for unknown payment. The disposition type is P for paid.

The final step of the setup is to configure the Unknown Payment code in the setup. ( See Below)

Return to the Tickets, Enter, Short Check/unknown payment menu option. Select the unknown payment option. The next Auto Generated citation number will be both the citation and the plate number. Enter in the Check # and the amount of the check. Click the Next button.

The name and address box will appear to enter in all the information from the check. Click the Done button when the information has been entered.

The new citation will then appear in the manual posting batch. Post the entry.

Return to the Main Menu, then Dispositions and post the disposition entry.

The new citation will reflect the unknown payment. The only way to search for this payment later is for the payee to call in with their original license plate or citation number.

The Communicate menu command contains the following submenu commands: Check Connected Units, Unload HHUnits, Sendback HHUnits, Loadall HHUnits, Citation Maintenance, Multi-Unit Cite Maintenance, Show Comm Status, and Unload Camera. All submenu options below have to do with the loading and unloading of the handheld units or digital camera.

The Handheld Unit Polling Form

Since the majority of the submenus under the Communicate menu command deal with the unloading and loading of the handheld units this graphic will describe the components of the communication program.

Check Connected Units

The Check Connected Units menu command allows the user a quick way to see if the unit will answer or not. First highlight the unit(s) you would like to check. Next Click on the first button on the left to begin checking the desired unit(s). You will see the program check the first highlighted unit. After five to ten seconds, the Checking message next to the highlighted unit will either show Ok, or No Answer. (see below)

  then or

Click on the X in the upper right hand corner of the communications form to close out the form when completed.

Unload HHUnits

The Unload HHUnits menu command is used to download and process ticket data from the handheld units. When this menu command is selected, a form appears prompting the user to select whether or not the unload will be a Manual or Automatic process.

Select the Automatic button and the computer will unload all the handheld unit and process in the tickets. Do not interrupt the communication process. The program will return to the Main Menu when the unload process is complete. Select the Manual button

if you would like to unload only certain units, or if you are experiencing troubles communicating with a particular handheld unit. Since the Automatic option does everything for you, this section will concentrate only on the manual option. First the Unloading Tickets form will appear.

This form will wait in the background until the HHU Communication form has completed transfers. Select the desired unit numbers to unload from the list on the right. If you are confident that the unit will communicate ok, then check the Exit When Finished check box. Next click on the transfer files button to start the unload. The HHU Communication screen will now establish communications. Once the files have been successfully

received, if the Exit When Finished check box is checked the program will continue on, or else you must click the X in the upper right hand corner of the HHU Communication form. Now the Unloading Tickets form will take over and process in the citations. The Records Read label and the Records Saved label counts will now increase until all the records are saved to the database. Next the HHU Communication form will appear again and erase the handheld units. You do not have to press any buttons on the HHU Communication form as it will complete automatically. The unload report will print before the tickets are erased from the handheld units.

The unload report contains information relating to data retrieved from the unload process. In the example report above, you will notice a column called Status. Three of the four units unloaded ok and the other unit did not communicate. The first column is entitled Unit # it contains the handheld unit number. Columns 2 and 3 directly reflect the next available citation number by combining these two fields. Example: if you have citation number 31441558, you can tell by the unload report that unit 8708 issued this citation. The Last Used and Last User columns are self-explanitory. The Tickets Read is the number of citations unloaded off of the unit. This number corresponds with the Last Used date and will not change until the unit unloads tickets again. To recap the entire unload process; first the tickets are unloaded from the handheld, next the processed into the database, then the unload report is printed, and finally, the tickets are erased from the handheld units. The program will return to the Main Menu when complete.

Sendback HHUnits

The Sendback HHUnits menu command is used to send HHU database information to the handheld units. The HHU database information is the following databases: Violation, State, Officer, Street, Make, Body, Direction, License Type, Comments, Color, and all the Boot and Tow files. When this menu command is selected, a form appears prompting the user to select whether or not the unload will be a Manual or Automatic process.

Select the Automatic button and the computer will send all the handheld unit tables to the handheld units. Do not interrupt the communication process. The program will return to the Main Menu when the unload process is complete. Select the Manual button

if you would like to unload only certain units, or if you are experiencing troubles communicating with a particular handheld unit. Since the Automatic option does everything for you, this section will concentrate only on the manual option. First the Sendback form will appear.

This form will wait in the background until the HHU Communication form has completed transfers. Select the desired unit numbers to send files to from the list on the right. If you are confident that the unit will communicate ok, then check the Exit When Finished check box. Next click on the transfer files button to start the

Sendback. The HHU Communication screen will now establish communications. Once the files have been successfully sent, if the Exit When Finished check box is checked the program will continue on, or else you must click the X in the upper right hand corner of the HHU Communication form. The Sendback report will be printed at this point. The sendback report is identical to the unload report except for the title. We used the same report to save disk space, the only column you need to check on this report is the status column which indicates whether or not the units communicated.

The Unload HHUnits menu command is used to send HHU database information and the programs necessary to run the handheld units. The Loadall HHUnits menu command is similar to the Sendback HHUnits command. The only difference is that the Loadall sends the database files and the handheld unit program files to the handheld units. The reason that these two options are split is that the Loadall command takes three times longer to perform. Lets say for example, you have just entered in a new officer, the quickest way to load the officer's information to the handheld units would be the Sendback command. Refer to the Sendback HHUnits menu command option for detailed instructions on performing a Loadall.

Citation Maintenance

The Citation Maintenance menu command loads a citation range to a desired handheld unit. Each handheld unit must issue a unique range of citations to prevent the same citation number from being issued twice.

This is accomplished by assigning a unique range based on the first three digits of the citation number, this three digit number is called the book. There is several ways that a range of citations can be setup, of which the most common is called a MOD 7 check digit. Here is an example of how to calculate citation number 12300002. 123 would be the Book number, 0000 would be the incrementing range, and the final number 2 is the check digit. The check digit 2 is the modulus (remainder) of the first seven digits divided by 7 or 1230000 / 7 the remainder is 2. From this calculation you can see that Book 123 can write 9999 citations, from 12300002 to 12399995 before Book 123 will be full. You have an available 999 Books of citations.

The Enter Unit Number form will appear, enter the unit number from the printer part of the handheld unit. Press the Next button to continue to the next step. The Citation Maintenance Wizard form will appear next.

The Wizard form gives a brief overview at the top of the form. There is four options that you can chose from at the center of the form. The most common option used will be the New Handheld Unit option. Use this option to load a range of citations to a handheld unit that you have just received in the mail. Click on the Next button to

continue. The message at the top of the screen will inform you of the steps to come. The lower left hand corner will indicate in blue font what option you have just chosen. Click the Finish button to exit the Wizard form and continue on with the process. You will see the HHU Communication form appear, the form is

given a detailed description at the beginning of the Communicate menu command. Do not click anything on the HHU Communication form, it will do everything automatically. The HHU Communication form will test the handheld for established communications and to make sure that no tickets exist on the unit. The Citation Maintenance form will now appear.

The first thing to check for when this form appears is a message down in the lower left-hand corner of the form. The message in should read "Current Handheld Being Maintained:" then the unit number that was entered in the first step. If you see this message, communications with the handheld unit have been established. If not, a message that says "No Current Handheld" will be in the corner. If you receive the "No Current Handheld" message, click on the Done button and make sure the unit is plugged into the chargers and repeat the Citation Maintenance procedure. If you have the "Current Handheld Being Maintained" plus the unit number, we can continue on. Click in one of the unit number spaces that does not currently have a unit number in it. Check to see if the Available field for that row shows T. You should see the cursor blinking in the unit number column. Click on the Done button. The program will appear as though it has hung. Be patient, as the program is checking to make sure no duplicate citation numbers can be issued using this range of citations. This process may take anywhere from 1 second to 3 minutes depending on the number citations you have in your database. Next the HHU Communication form will appear and send the desired range of citations to the selected unit. Do not click anything on the HHU Communication form, it will do everything automatically. The program will return you to the Main Menu when the process is complete.

Now that you understand the Citation Maintenance process as it pertains to a new hand held unit, we can address what the other three options on the Citation Maintenance Wizard form do. The second option on the form is Handheld is showing OUT OF CITATIONS. This option is used when the book number can no longer issue citations because it can no longer increment the range. The hand held unit will display OUT OF CITATIONS on the LCD display. The program will unload any tickets from the handheld unit first. The unload is entirely automatic. The program will then remove the citation from it's current book and will stop automated processing at the Citation Maintenance form. Click in an open space in the unit number column then click on the Done button. The program will return to the Main Menu when complete and the hand held unit will be ready to issue a fresh range of citations.

The third option on the Citation Maintenance form is Retire Handheld. This option will remove the hand held unit from the list of units and erase the range of citations from the hand held unit. This option is used by clients with a large number of hand held units that have a couple of units that they use as backups. This command ensures that the backups cannot be used to issue tickets accidentally.

The fourth option on the Citation Maintenance form is Remove from citation list and discontinue. This option allows the user to simply remove the unit number from the list of citations and continue. The option also allows you to "Bump" the citation range. Do not "Bump" the range unless you are an experienced user confident with your understanding of how the check digit is calculated.

Multi-Unit Cite Maintenance

This menu command used to setup multiple units at one time. This command should only be used during the initial installation and the system is brand new.

Show Comm Status

The Show Comm Status menu command simply prints a copy of the last unload or sendback report.

Unload Camera

The Unload Camera command is used to download pictures from the digital camera. The Clancy Camera Unload form will appear and poll the

digital camera. Be sure to have the camera turned on and plugged in prior to activating this menu command. The pictures that are downloaded will be shown on the screen in a separate form for each picture. (see picture below) If you have forgotten to plug in the camera before you activate this menu command, the program will time out searching for the camera after a minute or so. Make sure the camera is plugged in and turned on the press the Unload button in the upper left hand corner of the form to download the pictures off of the camera. Each of the picture forms have a number in the caption indicating the order in which they were taken. You will notice two graphic images on the right side of the form. One is the save folder which looks like a expandable file folder and the other is the trash can which discards the picture.

At the top of the Clancy Camera Unload form you will see a text box entitled Citation: and a check box entitled Validate Check Digit. Unless you know otherwise, leave the Validate Check Digit box checked. Enter the citation number in the Citation box. Left click on the picture that belongs to the citation number entered. You will see the mouse pointer change to a grabbing hand. Without releasing the left mouse button, drag the picture to the Save folder image. Release the left mouse button and the picture will disappear. The picture is now saved to the desired citation. Repeat the process of entering the citation number then dragging the picture until all pictures are complete. Drag unwanted pictures to the "garbage can" to discard. When you have completed all of the pictures, the camera probably has turned itself off. Turn the camera back on and press the Exit button. A message box will now appear prompting you to erase the camera. Be sure the camera is turned on prior to selecting the Yes button. The program will take approximately 30 seconds to erase the camera. You will be returned to the Main Menu when complete.

Lookup Menu

This menu option returns the program to the Main Menu then calls the Shortcut Menu for lookups. (see Short Cut Menu)

Reports Menu

This menu option calls a separate version of identical report under Administration, Reports, Ticket Production and Ticket Statistics. This option was setup for one client. Refer to Administration, Reports, Ticket Production and Ticket Statistics for reporting use details.

Print Menu

This menu command contains only one submenu which is Trial Balance. The Trial Balance Report gives a detail listing of all citations in the Ticket Grid. The information contained on the report is the Citation, Date, Time, Officer, Badge, Plate, Make code, State, Violation description, and Fine Amount. The report can only be printed prior to posting the batch.

Post/Close Menu

The Post/Close menu command is used to apply the tickets to the main database. When tickets are entered under Manual Ticket Entry, they will not appear on the system until they are posted. The Close wording in the title of this menu command applies to a security setup that does not allow clerks to post. If the user that is logged on to the program does not have the security level to post a citation, the batch will be closed instead. (see Load Network Closings) The tickets will be posted to the database if the user has enough security to post the batch. The program will return to the Main Menu once posting is complete.

Files Menu

The Files menu contains submenus mostly relating to loading and saving batches and files.

Reset Batch

The Reset Ticket Batch menu command removes all entries from the Disposition Grid. Once this command has been performed, the information that was in the batch cannot be recalled unless the information was from a file that was loaded into the Disposition batch.

Load Batch

The Load Batch menu command is used for loading batches produced with the Save Remote Batch menu option. The command activates an Open file form. You will see two boxes located in the middle of the form. They are the Load Dispose and the Files of type boxes. You will notice that in the Files of Type box *.* is the file extension selected. This extension allows you to load any filename with any extension. The typical file format for saving a disposition batch is DISP + the two digit month + the tow digit day + a period. You may either type in the filename of the desired batch, or select it from the list box in the center of the form. Once the file is selected, press the Load button to import the file into the Disposition Grid.

Load History Batch

The Load History Batch menu command is used for loading backup files that are created automatically. The command activates an Open file form. You will see two boxes located in the middle of the form. They are the Load Dispose and the Files of type boxes. The files that are loaded under this option all must follow this format; MFHI + the two digit month + the tow digit day + a period. You may either type in the filename of the desired batch, or select it from the list box in the center of the form. Once the file is selected, press the Load button to import the file into the Disposition Grid. (See graphic image above. The only difference is the file name format.)

Save Batch

The Save Batch menu command is used for saving disposition batches to files. The command activates an Save As file form. You will see a box located in the middle of the form entitled File Name. Type the name of the file that you would like the batch saved as. The recommended format is DISP + the two digit month + the tow digit day + a period. Be sure that the file name you are selecting does not exist already, as the program will overwrite it. If you select a file from the file list in the middle of the form, the file will be overwritten with the information in the Disposition Grid. Click on the Save button and the file will be created. Nothing will happen to the information in the Disposition Grid. Note: when referring to the Disposition Grid and the disposition batch, the two are essentially one in the same as the information displayed in the Disposition Grid is the disposition batch.

Delete Entry

The Delete Entry menu option will allow you to remove the currently selected entry from the Disposition Grid. Click on the entry that you wish to remove, you will see the grid field become highlighted and an arrow appear to the left of the record. Click on the Delete Entry menu option to remove the selected line from the grid. A message box will prompt the user for delete entry confirmation.

Load Network Closings

The Load Network Closings menu command is designed for network clients that want central control over posting disposition batches. The first step in setting up this command would be to establish a directory on the network for

the closing batches to be located. Click the Directory location button on the Load Network Closings form, (see graphic below) then the Select Directory form will appear allowing you to select the desired network directory. The next step will be to setup the administrator with enough security clearance to post the disposition batch (see security setup and passwords). The next step is to setup the clerks with a lower clearance level than needed to post (see security setup and passwords). Once this is complete, when the clerks go to post their disposition batches, instead of actually saving the information to the database, closing batch files are generated on the desired directory. The closing files that are created are based on each workstation's shortname (the shortname is a four character setting under Administration, Setup, Software Definitions, Shortname) plus the workstation's nodename (the nodename is a three character setting under Administration, Setup, Terminal Definitions, Node #:) plus the .DBF extension. The clerk can post their disposition batch as many times as they desire without overwriting a previous closing file. Each time they post, the file will grow until the administrator posts. The next step would be for the administrator to select the closing batch that they would like to load and the click on the Load button. The administrator's disposition will now contain all the information from the desired closing file. Once the administrator posts the disposition batch, the changes to the citations will now show in the main database.

Load 4.x Batch

This option should not be used. When converting our system from the old 4.2 Dos version, we had to have a way to load the old version disposition batches. Now that our conversion is complete, we leave this option in for programming reference.

Save as 4.x Batch

This option should not be used. When converting our system from the old 4.2 Dos version, we had to have a way to save the old version disposition batches. Now that our conversion is complete, we leave this option in for programming reference.

Load Lock Box Data

This menu command is custom to a few clients. Although each client runs their operation differently, most of the features allow everyone to complete the tasks they must. Every once in a while, a client needs to perform a function that is unique only to their department.

Load Collection File

This menu command is custom to one client. Although each client runs their operation differently, most of the features allow everyone to complete the tasks they must. Every once in a while, a client needs to perform a function that is unique only to their department.

Exit menu

The Exit menu command returns the program to the previous menu before the lookup screen was accessed. In this case, the program will return to the Main Menu

Edit menu

The Edit menu command contains two submenus, Find and Delete all for Plate #. The submenu commands allow easy locating and mass editing of the Disposition Grid.

Find menu

The Find menu command provides the user with a quick way to locate a citation in the disposition grid by either citation number or plate number. Note: only put either a citation number or a plate number in a one time. Putting both fields in will cause the program to only search the citation number.

Delete all for Plate #

This menu command provides you with a quick way to delete citations from the disposition batch. Enter the plate number then click the OK button to delete all citations from the disposition batch with the selected plate.

Enter Menu

The Enter menu command contains the following submenu commands: Voiding Tickets, Cashiering, Administrative Cashier, and General Dispose. All of the menu commands under this option allow the user to enter disposition changes into the disposition batch.

Voiding Tickets

The Voiding Tickets menu command provides you with a quick way of voiding citations. First the Date Entry form will appear. This form allows you to post-date the voided dispositions. Today's date will default into the Enter Batch Voiding Date: box. Change this date if you would like the void date to show different. The message in the right hand corner reads Over Due in 6 Days, in this example citations are considered late after 6 days. The message on the lower part of the form informs you that citations written before the Past Due Before date are now over due.

The Voiding Tickets form will now appear. This first step is to select the void type disposition code from the drop-down list. The disposition code select here is the code that the citations will be placed into the disposition batch as. In order for the disposition code to appear in the Void Code drop down box, it must have a disposition type of "V". (see Dispose Codes under Administration, Data, PC Tables, Dispose Codes.) The Check Digit check box on the right side of the form allows you to select whether or not to mathematically calculate the check digit of the citation number. This feature is built in to prevent data entry errors. Uncheck the box if the citations you are voiding do not have check digits. If the Check Digit box is checked, and the user keys in an invalid citation number, a message will appear under the citation number box prompting the user of the error.

When you are finished voiding citations, simply leave the Citation box empty and click on the OK button. A message box will appear prompting to exit the function. Post the disposition batch when all dispositions are complete

Cashiering menu

This menu command provides access to the cashiering menu. (see the chapter on Cashiering for details)

Administrative Cashier

This menu command contains a menu substructure that will be implemented in the future. Ignore this menu option for now.

General Dispose

The General Dispose menu command is where any payments, closures, or any other disposition code can be applied to a citation. The first form to appear is the Date Entry Form. This form allows you to post-date the voided dispositions. Today's date will default into the Batch / Postmark Date: box. Change this date if you would like the disposition date to show different. The message in the right hand corner reads Over Due in 6 Days, in this example citations are considered late after 6 days. The message on the lower part of the form informs you that citations written before the Past Due Before date are now over due. Click the OK button to continue.

Next the General Disposition Entry form will appear. This is the form where payments and other disposition batch entries are produced. For ease of explaining this form, our example will be based on entering a payment for citation 11111111. First, enter the citation number in the Citation box and hit the enter key on the keyboard. The program will pause for a second as it retrieves information for the citation number. You will see the Plate box filled in automatically along with the state and focus set to the Disposition drop down box. Information relating to the amount due for the citation will appear on the right of the form. The information shown is the Original Fine, the total of any Payments, the amount Now Due, and the Issue date and Past Due date. You can either type in the desired one or two character disposition code, or select it from the drop down box. If the disposition code corresponds with a disposition type of "P" for paid (see Dispose Codes under Administration, Data, PC Tables, Dispose Codes.), the amount due for the citation will be placed automatically in the Amount Paid box. This feature is designed to save keystrokes. If the disposition code with the corresponding disposition type is not equal to "P" then the Amount Paid box will be blank. The receipt box can be used to store receipt numbers or check numbers. Click on the Next button to save the entry to the disposition batch. The cursor will return to the Citation box and all the information will be cleared except in the Disposition drop down box. A new message will appear under the Amount Paid box indicating the citation number of the last entry. Click on Exit button to return to the disposition menu.

Lookup menu

This menu option returns the program to the Main Menu then calls the Shortcut Menu for lookups. (see Short Cut Menu)

Print menu

This menu option contains submenu options to various disposition related reports. The submenu options are as follows: Last Posting Report, Trial Listing, Audit Listing, and Previous Disposition Report.

Last Posting Reports

The Last Posting Report menu command will activate the Last Posting Reports form. You can select from one of the last 9 backup copies of the posting report. As you can see, the number of records in the disposition batch is recorded along with the backup copy. Simply click the one you desire then click the Print button to reprint the report.

Trial Posting

The Trial Posting menu command will simulate a posting. In no way will this menu option actually post the disposition batch to the citations.

This feature is used as a tool to balance the batch against payments. The first form to appear is the Posting Form. Click on the Post button to begin the trail posting.

The program will show counts as it is processing records in the Status Bar at the bottom of the form. Once the records are processed, a posting report will be produced. The posting report will be titled Trial Posting Report. The report contains the following fields of information: Batch Posting Date, Entry Time, Major Account, Sub Account, Disposition Code, Citation #, Plate #, Receipt, Amount, Commentary, User ID, and whether or not the entry posted.

Audit Listing

This menu command produces a report that breaks down the disposition batch by disposition code, counts for that disposition, and payment totals.

Previous Disposition Report

This menu command produces a report listing the current disposition status of the entries prior to posting the disposition batch. The fields listed in this report are Citation, Plate, Current Disposition, Current Disposition Date, and the Current Amount Due.

Audit

The Audit menu command provides a summary of the data in the disposition batch. The Disposition Batch Audit for will appear. The buttons across the top of the form provide you with different summaries of the disposition batch. The Account button will total based on disposition account code. The User ID will give a breakdown based on the dispositions entered under the logged on name. The Receipts button totals all dispositions grouped by receipt number. Click on the OK button to close the form.

Post / Close

The Post / Close menu command will apply all dispositions in the disposition batch to their corresponding citations in the main database.

The first form to appear is the Posting Form. Click on the Post button to begin the posting process.

The program will show counts as it is processing records in the Status Bar at the bottom of the form. Once the records are processed, a posting report will be produced. The posting report will be titled Final Posting Report. The report contains the following fields of information: Batch Posting Date, Entry Time, Major Account, Sub Account, Disposition Code, Citation #, Plate #, Receipt, Amount, Commentary, User ID, and whether or not the entry posted. Note: if the user does not have enough security to post the disposition batch, the batch will be closed instead. (see Load Network Closings, under Dispositions, Files.)

Ticket Receipt

The Ticket Receipt menu command provides data entry for citation payments into the cashiering batch. You will see the Cashier Payment Entry form appear. The Citation box is the first entry box on the form, enter the citation number for the payment in this box, press the enter key. The program will pause for a second as it retrieves information for the selected citation. The Plate box will be automatically filled in along with the plate state to the right of the box. The cursor will now be on the Disposition drop down box. Either type the one or two character disposition code, or select the desired code from the drop down list. "P PAID" will default as the selected code. The Amount Paid box will be filled in with the current amount due once focus leaves the disposition drop down box. You can change the desired number of receipt copies in the No. of Copies number box. Moving on to the right side of the form, messages showing the Original fine, any Payments, the current Amount Due, and the Issue Date of the citation. The Receipt box will be grayed out and the number inside the box cannot be changed. The Receipt number will automatically increment every time the cashier batch is posted. Click on the Next button to save the information to the cashier batch. Click on the Exit button to exit the Cashier Payment Entry form.

Permit Receipt

The Permit Receipt menu command provides data entry for permit payments into the cashiering batch. The Permit File Entry form will appear. Detailed information on the setup and entry of permits can be found under to Permits Menu. After completion of the permit information, Click on the Save / Exit button and the permit number, plate number, and the amount paid will be stored in the cashiering batch with the same receipt number as any citation payments. Click on the Exit button to leave the Permit File Entry form.

Other Receipt

The Other Receipt menu command provides data entry for misc. payments into the cashiering batch. The payments must be associated with an account code. (see Account Codes, under Administration, Data, PC Tables.) Select the desired account code from the Account / PLU drop down box. Enter the payment amount into the Amount Paid box. The Receipt box will be grayed out and the number inside the box cannot be changed. The Receipt number will automatically increment every time the cashier batch is posted.

Click on the OK button and the Account code description, Amount Paid, and Receipt number information will be saved to the cashiering batch.

Post Receipt

The Post Receipt menu command contains the following submenu commands: Post, No Receipt, Post, Print Receipt, Last Receipt, and Clear Batch.

Post, No Receipt

This menu command will clear out the cashiering batch. Any information in the cashiering batch will transferred to the disposition batch for posting. Click on the Exit menu option to return to the disposition batch.

Post, Print Receipt

This menu command will clear out the cashiering batch and print a receipt that is unique to each client. A form will appear that allows the user to enter the total payment amount and the type of payment. Click on the Enter button and the payment total will now appear under the proper row on the right side of the form. Click on the Print button to print the cashiering batch receipt. Depending on how your system is configured, the receipt will print to the receipt printer, or the regular printer. Any information in the cashiering batch will transferred to the disposition batch for posting. Click on the Exit menu option to return to the disposition batch.

Last Receipt

This menu command is used to reprint a copy of the last receipt printed.

Clear Batch

The Clear Batch menu command removes all entries from the cashiering batch. Once this command has been performed, the information that was in the batch cannot be recalled once this command is performed. A message box will appear prompting for reset confirmation.

Lookup menu

This menu option returns the program to the Main Menu then calls the Shortcut Menu for lookups. (see Short Cut Menu)

Drawer menu

The Drawer menu contains the following submenu options: X-Key Cash Audit, Detail Report, and Y-Key Close-Out Drawer. All submenus produce reports pertaining to the cashiering batch.

X-Key Cash Audit

This menu option produces two reports, Cash Transaction Summary and Account Code Summary. The Cash Transaction Summary report totals all payment received since the last Y-Key Close-Out Drawer. The report breaks the totals down by cash, check, or credit card type. The bottom of the report contains tax totals and a grand total. The Account Code Summary report a breakdown of payments received by account / plu type.

Detail Report

This menu command produces a detail listing of every entry entered in the cashiering batch and breaks the payments down by type.

Y-Key Close-Out Drawer

This menu option produces two reports, Cash Transaction Summary and Account Code Summary. The Cash Transaction Summary report totals all payment received since the last Y-Key Close-Out Drawer. The report breaks the totals down by cash, check, or credit card type. The bottom of the report contains tax totals and a grand total. The Account Code Summary report a breakdown of payments received by account / plu type. A message box will appear prompting the user to zero out totals. Selecting Yes will clear out the cash transaction records for the next day.

Exit

The Exit menu command returns the program to the previous menu before the lookup screen was accessed. In this case, the program will return to the Disposition Menu.

Letters, Lookup

This menu option returns the program to the Main Menu then calls the Shortcut Menu for lookups. (see Short Cut Menu)

Letters, Generate, Notice Wizard

This menu command allows the user to mass generate notice letters, dismissal letters, or any other mass batch. The process of generating notice letters is described in the steps below. Be sure you have a custom notice letter prior to generating batch. Also, make sure that the disposition batch is empty. The Wizard will not actually print the letters, but rather create a disposition batch with everything that meets the criteria. The letters can then be printed from Enforce, Letters, Print Letters, Current Batch The best way to describe the features of this option is to give an example in steps.

Letters, Generate, Single Notice Letter

This menu command allows the user to generate and print a single notice letter. Do not use this menu command if a batch of notices are in the process of printing. The first form to appear is the Single Notice Generation form. Simply enter in the license plate number and the name of the notice letter. The majority of the time a first notice letter is named NOTICE-1 and a second notice letter is named NOTICE-2. Click on the Generate button to continue on to the next form.

The next form to appear is the date range selection form. All citations included for the single notice letter must reside within this date range. Click the OK button for the next step.

If there is no open citations for the plate and within the date range, the program will call a message box stating so. The next form to appear will be the Name and Address Information form. If a name exists, the information will be filled in automatically, and can be edited. Enter in the name and address information that you would like to appear on the printout of the notice letter.

Click on the Done button when the name information is complete. The program will pause for a couple of seconds as it generates and prints the letter. The program will return to the first form waiting for another letter entry. Follow the above steps for more letters, or click on the Exit button to return to the Main Menu.

Letters, Generate, Warrant Generation

This menu command is custom to a few clients. Although each client runs their operation differently, most of the features allow everyone to complete the tasks they must. Every once in a while, a client needs to perform a function that is unique only to their department.

Letters, Generate, Single Warrant Generation

This menu command is custom to a few clients. Although each client runs their operation differently, most of the features allow everyone to complete the tasks they must. Every once in a while, a client needs to perform a function that is unique only to their department.

Letters, Print Letters, Current Batch

This menu command is used in conjunction with Enforce, Letters, Generate, Notice Wizard. The Notice Wizard menu command produces the notice batch, and this menu command prints the generated batch. Note: only use this feature from the same computer as the Notice Wizard is run from. Letters will be sent directly to the printer, or to a preview window depending on the Print Preview box.

Letters, Print Letters, Reduce Batch From Plate Number

This menu command is used to re-generate a current notice batch from a plate number. This feature is most often used when during the printing of the batch, the printer jams and loses it's printjob. The Plate Entry form will appear. Simply enter in the plate number of the last notice that printed and click the OK. The notices will not start printing after this process is complete. To re-start the notices printing, select Enforce, Letters, Print Letters, Current Batch.

Letters, Print Letters, Ticket Reprints from Batch

This menu command is custom to a few clients. Although each client runs their operation differently, most of the features allow everyone to complete the tasks they must. Every once in a while, a client needs to perform a function that is unique only to their department.

Letters, Print Letters, Warrant Letters

This menu command is custom to a few clients. Although each client runs their operation differently, most of the features allow everyone to complete the tasks they must. Every once in a while, a client needs to perform a function that is unique only to their department.

Letters, Print Letters, Resume Warrants from Plate #

This menu command is custom to a few clients. Although each client runs their operation differently, most of the features allow everyone to complete the tasks they must. Every once in a while, a client needs to perform a function that is unique only to their department.

Letters, Print Letters, Split Batch and Print

This menu command provides a way to split up a large notice letter batch and print in numbered groups. The Split batch and print form will appear. The first box on the top allows you to specify the number of letters to send to the printer. The grayed out box on the left side of the form shows the next plate number that will printing will begin from. Click on the Print button at this point if both of these boxes are correct.

If your printer had a jam and you need to start from a specific plate click the Click here to resume from another plate button. The Print button will disappear. Enter the desired plate number into the box to the left of the button. Click on the Verify Plate button and the program will seek that plate number. If the plate number is found the box will gray out again and the Print button will appear. Click on the Print button to resume printing.

Letters, Print Letters, Print Last Wizard Summary

This menu command will re-print the report that is generated at the end of Notice Wizard Generation. The report summarizes the criteria chosen for the report and the plate, citation, and dollar totals.

DMV, Lookup

This menu option returns the program to the Main Menu then calls the Shortcut Menu for lookups. (see Short Cut Menu)

DMV, Files, Create DMV File

This menu command is used by Clancy Systems to create a unique DMV submittal file for DMV lookups if setup to do so.

DMV, Files, Update DMV File

This menu command is used by Clancy Systems to update a DMV submittal file if setup to do so.

DMV, Edit, Names

This menu command is used to enter name and address information for a license plate number. The Plate entry form will appear first. Enter the license plate number in this form then click on the OK button.

The Name and Address information form will appear next. The caption on the form will contain a unique sequence number, and "DMV" for dmv record or "NAM" for hand entered name record.

The Plate number field will be grayed out and cannot be edited. Be sure to have the correct plate state in the State box. The minimal information fields required to save the record are: First, Last, Full Name, Address 1, City, State and Zip Code. It is completely optional to include any of the other fields on the entry form. Once the information entry is complete click on the Done button to save the information to all matching plates. A message box will appear prompting you to enter another name entry. Select Yes to repeat the above steps, or No to return to the Main Menu.

DMV, Edit, Mark Bad Addresses

This menu command provides a quick and convenient way of marking addresses as bad. The Mark Bad Address form will appear. At the top of the form, select whether you would like to mark the address bad by Citation number or by Plate number. In the example Plate number is selected. Enter the plate number or the citation number in the box depending on the selection. Press the enter key after the plate or citation number is entered and the name and address information will appear in the list box. The cursor will wait for the enter key or space bar to be pressed. Press the space bar to mark the name as a bad address, or the enter key ignore the record and continue on the next citation or plate number.

Special feature: Under Administration, Setup, Disposition Codes, Bad Address. Setting this code to the BA bad address disposition code will put entries into the disposition batch for every plate or citation marked as bad.

Hot List, Lookup

This menu option returns the program to the Main Menu then calls the Shortcut Menu for lookups. (see Short Cut Menu)

Hot List, Files, Rebuild Boot File

This menu option will rebuild the boot and tow list against the most current information in the database. The boot list is generated in conjunction with the Reason Codes and the Enforcement Codes. (see Administration, Data, PC Tables, Enforcement Codes and Reason Codes.) The Boot File Generation form will appear and build the boot and tow file automatically. Messages in the lower right hand corner of the form will keep you informed on the progress of the build. The program will return to the Main menu when the file is complete.

Hot List, Files, Boot Code

This menu option is used for specifying a specific disposition code that citations must be in to be on the boot and tow list. The Boot Configuration form will appear. Simply select the desired one or two character code from the drop down box and then click on the Apply button to return to the Main Menu.

Hot List, Files, Boot Code

This menu option is used for specifying a dollar amount that all citations must add up to be per plate number in to be on the boot and tow list. The Boot Configuration form will appear. Simply enter the dollar amount in the box and then click on the Apply button to return to the Main Menu.

Hot List, Edit, Special Plates

This menu command provides a way of entering a single license plate on to or off of the special boot list. The Special Plate Entry Screen will appear. The upper left hand corner will contain two options; Add a Special Plate, and Remove from Special Plates. Select the Add a Special Plate and then enter the Plate number, State, Type Code (optional), and the Reason code. The State, Type, and Reason Codes all have drop down lists to the right of the boxes to select from the corresponding databases. Click on the Add button and the program will add the plate to the special plates list.

Select Remove from Special Plates option the enter the Plate number and the State. Click on the Remove button to remove the plate number from the special plates list.

Hot List, Print, Special Plates List

This menu command is used to print a report of the plates in the special boot list. The report will group plates by their states. The information fields listed are; State, Plate, Type Code, and Reason code and description. The end of the report will give a grand total of all plates.

Hot List, Print, Boot List

This menu command is used to print a report of the plates in the boot list. The report will sort plates by their states. The information fields listed are; State, Plate, and Reason code. The end of the report will give a grand total of all plates.

Archive, Purge Ticket Files

This menu command in used to remove outdated citation information from the system. The Enter Date Range form will appear.

Enter in the date range of the data to purge. The program will then delete all data records for citation issued within the date range. This process could take awhile. Technical Note: the purged data will be stored in an archive file in the PURGE directory off of the data directory. The filename will be based on the date that the data is purged. Example: date: September 16, 1999 is the date the purge is done. The archive file name will be 09161999.ARC 09-month + 16-day + 1999-year + .ARC-extension. This file will contain all the purged records.

Archive, Reload Purged Data

This menu command is provided to re-load any of the purged data files. The Open form will appear. All of the purged archive files will appear in the file list. Click on the desired archive file to reload the click the Load button. The program will then load the data back into the databases. This process could take awhile.

Archive, Delete Expired Permits

This menu command in used to remove outdated permit information from the permit database. The Enter Date Range form will appear.

Enter the date range to delete permits with an issue date within the range. Click on the OK button and the process will complete within a minute.

Archive, Reload Expired Permits

This menu command in used to reload permit information from the permit database. The Enter Date Range form will appear.

Enter the date range of the deleted permits with an issue date within the range. Click on the OK button and the reload process will complete within a minute.

Data, Database Edit, Mfindex

The Mfindex menu command allows the user to edit the raw data. The Mfindex database is the main database that contains the majority of data related to a ticket. Be extra careful when changing data in this option as once the data is changed it is permanent. This option is password protected.

Once the correct password is entered, the Mfindex Database Edit form will appear. In the upper right hand corner of the form is a four choice option group box. Based on which option is selected, Citation, Plate, Date, or Dispose code is what the program will search against. Click on the Seek button once you have entered in the desired information. When the form initially loads, all the fields are grayed out and cannot be edited until the Edit button is pressed. The only field that cannot be edited is the citation number. If the citation number needs to be changed, press the delete button then reenter the citation under Tickets, Manual Ticket Entry. If the citation number is incorrect because of a miskeyed payment entry, press the delete button and reenter under Dispositions, Enter, General Dispose. The following fields are based on a corresponding code from the related databases: State, Disposition, Violation Code, Street Direction, Street Name, License Type, Make, Color 1 and Color2, and Body. Before editing any of the fields, be sure to know the correct 1 to 3 digit code for the desired change. Note: be sure to use capital letters when replacing any fields in this option. Click on the Exit button to return to the Main Menu.

Data, Database Edit, Mfadd

The Mfadd menu command allows the user to edit the raw data. The Mfadd database contains any custom (additions) entered data on the handheld. Some examples of additions records would be comments, any field where the officer

types XXX to enter a custom street, make, color, body, etc. Be extra careful when changing data in this option as once the data is changed it is permanent. This option is password protected.

Once the correct password is entered, the Ticket Additions form will appear with all information from the first marked citation number automatically displayed. Enter the desired citation number in the box at the top of the form. Click on the Find button. The program will search out all corresponding additions records and display them in the list box.

The list box will contain the citation number, the additions type code, and the actual additions information. When the form initially loads, you will see two tabs, one containing the list of additions data, the other allows editing of a particular entry. Click on the desired entry to highlight it, then click on the Citation Edit tab. All entries will not allow editing until the Edit button at the bottom of the form is pressed. If you need to delete an additions record, Right Click on the entry from the Citation Lookup tab, then a message box will appear prompting to delete the record. Once complete, press the Exit button to return to the Main Menu. Note: be sure to use capital letters when replacing any fields in this option. Click on the Exit button to return to the Main Menu.

Data, Database Edit, Mfhistory

The Disphist menu command allows the user to edit the raw data. The Disphist database contains any history records for the desired citation. Be extra careful when changing data in this option as once the data is changed it

is permanent. This option is password protected.

Once the correct password is entered, the Ticket Additions form will appear with all information from the first marked citation number automatically displayed. Enter the desired citation number in the box at the top of the form. Click on the Find button. The program will search out all corresponding additions records and display them in the list box.

The list box will contain the citation number, the disposition date, the payment amount, the receipt number, the disposition positing date, and the user id. When the form initially loads, you will see two tabs, one containing the list of history data, the other allows editing of a particular entry. Click on the desired entry to highlight it, then click on the Citation Edit tab. All entries will be not allow editing until the Edit button at the bottom of the form is pressed. If you need to delete an additions record, Right Click on the entry from the Citation Lookup tab, then a message box will appear prompting to delete the record. Once complete, press the Exit button to return to the lookup menu. Note: be sure to use capital letters when replacing any fields in this option. Click on the Exit button to return to the ticket lookup menu.

Data, Database Edit, Citation Maintenance

This menu command is used to perform hand held unit and book number changes and additions. A message box will appear warning you not to continue if a hand held unit unload is in progress on another computer. This message only applies if you are running the Clancy 6.x on a network.

The next form to appear is the Citation Maintenance form.

The grid in the center of the form contains all the information regarding the hand held unit numbers and the books they are assigned to. The first column in the grid is the Unit column, this column contains the hand held unit number. The second column on the form is the Book column, the Book column contains a unique book number. The book number is generally the first three characters of the citation number in a citation range. The third and forth columns work together to produce the next available citation number for the citation book. The fifth column keeps track of the last officer that issued citations with the unit number assigned to the citation book. The sixth column keeps track of whether or not the citation book is available for a new unit to be assigned to it, T for available, F for not available. The last column displays whether or not the citation book will be printed on the unload or sendback report, 1 for print, 0 for do not print. The Go To button at the top of the page will allow you to search for a unit number from the citation grid. The Enter Unit Number form will appear. Type in the desired hand held unit number then click on the Next button and the program will locate the desired unit number in the list.

The Add Books button at the middle of the top of the form is used to add brand new citation ranges to the grid based on the book number. The Enter Range of Books to Add form will appear. Enter the beginning number for the range of citations into the first box, and then enter the ending range into the second box.

Click on the OK button and fresh citation range will be added to the bottom of the citation grid.

The Delete Books button at the upper right-hand corner of the form is used to remove citation books from the citation grid. Click on the desired book number then click the Delete Books button. A message box will appear prompting "Delete this book?". Select Yes to remove the book or No to cancel. When the Citation Maintenance form first appears, none of the information in the grid can be edited. In order to change information in the grid click on the citation book then click the Edit button. You will now be able to edit select information from the grid. You still will not be able to edit the Book, Next, Last Used, and the By columns. Press the enter key to move from one field to the next. As each field loses focus, you will not be able to come back to it and edit it without pressing the Edit button again. Click on the Done button to return to the Main Menu.

Data, PC Tables, Passwords

This menu option is used to setup passwords and security levels for the Clancy 6.x program. The Password table form will appear. The bottom of the form contains a navigation bar form moving between the records in the table. All records will grayed out and will not be editable until the Edit button is pressed. To add a new password to the table, click on the Add button. All the boxes will be blank and editable. Enter in a unique user name in the Name box. Enter the logon password in the Code box. This password is the password to logon on to the system when it is locked. Enter a number into the User ID box. This number will track disposition entry, and other data changing features based on the User ID. Enter a number from 1 to 30 the Access Level box. The higher the number the greater the security clearance. This number directly relates to the numbers entered in the Security Setup. ( see Administration, Security Setup) Ignore the two buttons in the upper right hand corner of the form. They are used initially to import files when setting up the system. Click on the Exit button to return to the Main Menu.

Data, PC Tables, Dispose

!Important, never delete a code from a table, as all citations use the codes in the main database to cross reference descriptions in the tables!

This menu option is used to setup disposition codes for the Clancy 6.x program. The Dispose table form will appear. The bottom of the form contains a navigation bar form moving between the records in the table. All records will grayed out and will not be editable until the Edit button is pressed.

To add a new disposition code to the table, click on the Add button. All the boxes will be blank and editable. Enter a unique one or two character code into the Code box. The X-Reference box is unique to a group of clients that use a service company. The Description can be up to 16 characters and will be used to describe the code. The Security level needs to be a number from 1 to 30. The higher the number the greater the security clearance. This number must be greater than or equal to the security of the password (see Administration, Data, PC Tables, Passwords) in order for the currently logged on user to post a citation into the disposition. The Transaction Type will always contain the letter T. The Disposition type is a one character code that must be one of the following: O for open citation, P for paid citation, V for void citation, C for closed citation, I for information disposition, a H for citation on hold. These six disposition type let the system know how to handle the current status of the citation. The O disposition type lets the system know that the ticket is outstanding, the amount due will be calculated based on the fine schedule and totaled against payments on a nightly basis. The P disposition type lets the program know that the citation is not outstanding anymore and the P code is used to track payments for reporting purposes. The V disposition type lets the program know that the citation is not outstanding anymore and the V code is used to track voids for reporting purposes. The C disposition type lets the program know that the citation is not outstanding anymore and the C code is used to track closures for reporting purposes. The I disposition type lets the program know that the disposition will in no way change the current status of the citation, but only record a history entry of the disposition posting. The H disposition type lets the program know that the citation is on hold and not to increment the amount due according to the fine schedule. The Letter Name box is used to assign a custom letter to a disposition code. The notes letter is the most common example. When the notes disposition code is selected during general dispositions a name and address box will appear prompting for information. The selected letter will then print along with the disposition change. The Account and Sub account boxes are used for grouped reporting purposes. Ignore the two buttons in the upper right hand corner of the form. They are used initially to import files when setting up the system. Click on the Exit button to return to the Main Menu.

Data, PC Tables, Meter Repair Codes

!Important, never delete a code from a table, as all citations use the codes in the main database to cross reference descriptions in the tables! This menu command will be used on the future. Ignore this option for now.

Data, PC Tables, Account Code

!Important, never delete a code from a table, as all citations use the codes in the main database to cross reference descriptions in the tables!

This menu option is used to setup account codes for the Clancy 6.x program. The Account Code table form will appear. The bottom of the form contains a navigation bar form moving between the records in the table. All records will grayed out and will not be editable until the Edit button is pressed. The account codes are used in the Cashiering, Other Receipt command.

To add a new disposition code to the table, click on the Add button. All the boxes will be blank and editable. Enter a Unique one to seven character code into the Sub Account box. Enter a one to seven character code into the Main Account box. These two fields work together in describing the account. The Main account can contain several different sub accounts. The Description box will contain the printed description for the account code. The Begin Date is not used currently. The Price box can contain a base price for the item purchased under the account code. (optional) The Sales Tax box will calculate tax for the item purchased. Ignore the two buttons in the upper right hand corner of the form. They are used initially to import files when setting up the system. Click on the Exit button to return to the Main Menu.

Data, PC Tables, Enforcement Levels

This menu option is used to setup enforcement levels codes for the Clancy 6.x program. The Enforcement Levels table form will appear.

The bottom of the form contains a navigation bar form moving between the records in the table. All records will grayed out and will not be editable until the Edit button is pressed. The enforcement levels correspond directly with building the boot and tow list. (see Enforce, Hot List, Edit, Re-build Boot File) The enforcement levels are based on the number of open and overdue citations that are associated to a license plate. The from and to boxes on this form specify an inclusive number of open citations needed to be on the boot and tow list.

To add new enforcement levels to the table, click on the Add button. Enter the beginning number in the From box and the ending number in the To box. Enter in the one character reason code in the Reason box. Enter the corresponding reason code description in the Description box. In the example above, a license plate with 2 to 999 open and overdue citations will display BOOT VEHICLE on the hand held unit when entered. Ignore the two buttons in the upper right hand corner of the form. They are used initially to import files when setting up the system. Click on the Exit button to return to the Main Menu.

Data, PC Tables, Reason Codes

!Important, never delete a code from a table, as all citations use the codes in the main database to cross reference descriptions in the tables!

The bottom of the form contains a navigation bar form moving between the records in the table. All records will grayed out and will not be editable until the Edit button is pressed. The reason codes correspond directly with the enforcement levels (see Administration, Data, PC Tables, Enforcement levels ) These codes are cross referenced by the hand held unit to display the proper message when a plate on the boot and tow list is entered. To add a new reason code to the table, click on the Add button. Enter a unique one character code in the Code box. The X-Reference box is not used. Enter a description up to 16 characters in length in the Description box. This is the message the hand held unit will display when a plate is found on the boot and tow list.

Ignore the two buttons in the upper right hand corner of the form. They are used initially to import files when setting up the system. Click on the Exit button to return to the Main Menu.

Data, HHU Tables, Violate

!Important, never delete a code from a table, as all citations use the codes in the main database to cross reference descriptions in the tables!

The bottom of the form contains a navigation bar form moving between the records in the table. All records will grayed out and will not be editable until the Edit button is pressed. To add a new violation code to the table, click on the Add button.

Enter a unique three character code into the code box. The Ordinance box is optional and can contain up to 25 characters in length. The Short Description 1 and the Short description 2 boxes combine to describe the violation on the citation issued by the hand held unit. The Description 1 and the Description 2 boxes combine to describe the violation on the computer and the citation report printouts. The Fine1, Fine2, and Fine3 boxes contain the incremented fines based on a date schedule under Administration, Setup, Software Definitions. The X-Reference box is unique to a group of clients that use a service company. The Football box is unique to a single client. Ignore the Only Available check box and the to and from boxes following, as these are unique to on client also. You will see a series of check boxes on the right side of the violation form. With the exception of the last check box these boxes flag the hand held unit to request more information from the officer. If the Plate Month check box is check the hand held unit will ask the officer for the plate month. If the Meter Number check box is check the hand held unit will ask the officer for the Meter Number. If the Comment check box is check the hand held unit will ask the officer for comments. If the Sticker Date check box is check the hand held unit will ask the officer for the sticker date. If the Chalk Time check box is check the hand held unit will ask the officer for the chalk time. The Manual Entry check box is unique to one client only. Check the Active box for the code and description to be sent to the hand held, or leave unchecked only for cross reference for existing citations. The active box is the alternative to deleting the code when the code is no longer needed. Ignore the two buttons in the upper right hand corner of the form. They are used initially to import files when setting up the system. Click on the Exit button to return to the Main Menu.

Data, HHU Tables, Violate

!Important, never delete a code from a table, as all citations use the codes in the main database to cross reference descriptions in the tables!

The bottom of the form contains a navigation bar form moving between the records in the table. All records will grayed out and will not be editable until the Edit button is pressed. To add a new state code to the table, click on the Add button. Enter a unique two digit code into the code box. The X-Reference box is unique to a group of clients that use a service company. Enter the state description in the State Name box. Check the Active box for the code and description to be sent to the hand held, or leave unchecked only for cross reference for existing citations. The active box is the alternative to deleting the code when the code is no longer needed.

Ignore the two buttons in the upper right hand corner of the form. They are used initially to import files when setting up the system. Click on the Exit button to return to the Main Menu.

Data, HHU Tables, Officer

!Important, never delete a code from a table, as all citations use the codes in the main database to cross reference descriptions in the tables!

The bottom of the form contains a navigation bar form moving between the records in the table. All records will grayed out and will not be editable until the Edit button is pressed. To add a new officer to the table, click on the Add button. Enter a unique five character badge number into the Badge box. Enter a unique password into the Password box, up to 16 characters. The X-Reference box is unique to a group of clients that use a service company. Enter a unique officer name into the Name box, up to 16 characters. The Password box contains the password the officer will enter when logging on to the hand held unit Check the Active box for the code and description to be sent to the hand held, or leave unchecked only for cross reference for existing citations. The active box is the alternative to deleting the code when it is no longer needed.

Ignore the two buttons in the upper right hand corner of the form. They are used initially to import files when setting up the system. Click on the Exit button to return to the Main Menu.

Data, HHU Tables, Street

!Important, never delete a code from a table, as all citations use the codes in the main database to cross reference descriptions in the tables!

The bottom of the form contains a navigation bar form moving between the records in the table. All records will grayed out and will not be editable until the Edit button is pressed. To add a new Street to the table, click on the Add button.

Enter a unique three character code into the Code box. Enter the corresponding description into the Description box. The Geo box is not used. Ignore the 8 check boxes in the center of the form as they are not used. The X-Reference box is unique to a group of clients that use a service company. Check the Active box for the code and description to be sent to the hand held, or leave unchecked only for cross reference for existing citations. The active box is the alternative to deleting the code when it is no longer needed. Ignore the two buttons in the upper right hand corner of the form. They are used initially to import files when setting up the system. Click on the Exit button to return to the Main Menu.

Data, HHU Tables, Make

!Important, never delete a code from a table, as all citations use the codes in the main database to cross reference descriptions in the tables!

The bottom of the form contains a navigation bar form moving between the records in the table. All records will grayed out and will not be editable until the Edit button is pressed. To add a new make code to the table, click on the Add button. Enter a unique two character code into the Code box. The X-Reference box is unique to a group of clients that use a service company. Enter the make description into the Make box. Check the Active box for the code and description to be sent to the hand held, or leave unchecked only for cross reference for existing citations. The active box is the alternative to deleting the code when it is no longer needed.

Ignore the two buttons in the upper right hand corner of the form. They are used initially to import files when setting up the system. Click on the Exit button to return to the Main Menu.

Data, HHU Tables, Body

!Important, never delete a code from a table, as all citations use the codes in the main database to cross reference descriptions in the tables!

The bottom of the form contains a navigation bar form moving between the records in the table. All records will grayed out and will not be editable until the Edit button is pressed. To add a new body code to the table, click on the Add button. Enter a unique one character code into the Code box. The X-Reference box is unique to a group of clients that use a service company. Enter the make description into the Make box. Check the Active box for the code and description to be sent to the hand held, or leave unchecked only for cross reference for existing citations. The active box is the alternative to deleting the code when it is no longer needed.

Ignore the two buttons in the upper right hand corner of the form. They are used initially to import files when setting up the system. Click on the Exit button to return to the Main Menu.

Data, HHU Tables, Direction

!Important, never delete a code from a table, as all citations use the codes in the main database to cross reference descriptions in the tables!

The bottom of the form contains a navigation bar form moving between the records in the table. All records will grayed out and will not be editable until the Edit button is pressed. To add a new direction code to the table, click on the Add button. Enter a unique one character code into the Code box. The X-Reference box is unique to a group of clients that use a service company. Enter the direction description into the Direction box. Check the Active box for the code and description to be sent to the hand held, or leave unchecked only for cross reference for existing citations. The active box is the alternative to deleting the code when it is no longer needed.

Ignore the two buttons in the upper right hand corner of the form. They are used initially to import files when setting up the system. Click on the Exit button to return to the Main Menu.

Data, HHU Tables, Plate Type

!Important, never delete a code from a table, as all citations use the codes in the main database to cross reference descriptions in the tables!

The bottom of the form contains a navigation bar form moving between the records in the table. All records will grayed out and will not be editable until the Edit button is pressed. To add a new plate type code to the table, click on the Add button. Enter a unique one character code into the Code box. The X-Reference box is unique to a group of clients that use a service company. Enter the plate type description into the Type box. Check the Active box for the code and description to be sent to the hand held, or leave unchecked only for cross reference for existing citations. The active box is the alternative to deleting the code when it is no longer needed.

Ignore the two buttons in the upper right hand corner of the form. They are used initially to import files when setting up the system. Click on the Exit button to return to the Main Menu.

Data, HHU Tables, Comments

!Important, never delete a code from a table, as all citations use the codes in the main database to cross reference descriptions in the tables!

The bottom of the form contains a navigation bar form moving between the records in the table. All records will grayed out and will not be editable until the Edit button is pressed. To add a new plate type code to the table, click on the Add button. Enter a unique three character code into the Code box. The X-Reference box is unique to a group of clients that use a service company. Enter the desired comments into the Comment Line 1, 2, and 3 boxes. You will have 16 characters per box to work with. Check the Active box for the code and description to be sent to the hand held, or leave unchecked only for cross reference for existing citations. The active box is the alternative to deleting the code when it is no longer needed.

Ignore the two buttons in the upper right hand corner of the form. They are used initially to import files when setting up the system. Click on the Exit button to return to the Main Menu.

Data, HHU Tables, Problem Codes

!Important, never delete a code from a table, as all citations use the codes in the main database to cross reference descriptions in the tables!

The bottom of the form contains a navigation bar form moving between the records in the table. All records will grayed out and will not be editable until the Edit button is pressed. To add a new problem code to the table, click on the Add button. Enter a unique one character code into the Code box. The X-Reference box is unique to a group of clients that use a service company. Enter the problem description into the Description box. Check the Active box for the code and description to be sent to the hand held, or leave unchecked only for cross reference for existing citations. The active box is the alternative to deleting the code when it is no longer needed.

Ignore the two buttons in the upper right hand corner of the form. They are used initially to import files when setting up the system. Click on the Exit button to return to the Main Menu.

Data, HHU Tables, Problem Comments

!Important, never delete a code from a table, as all citations use the codes in the main database to cross reference descriptions in the tables!

The problem comments are used to describe the Problem codes. The bottom of the form contains a navigation bar form moving between the records in the table. All records will grayed out and will not be editable until the Edit button is pressed. To add a new problem comment code to the table, click on the Add button. Enter a unique three character code into the Code box. The X-Reference box is unique to a group of clients that use a service company. Enter the problem comment description into the Description box. Check the Active box for the code and description to be sent to the hand held, or leave unchecked only for cross reference for existing citations. The active box is the alternative to deleting the code when it is no longer needed.

Ignore the two buttons in the upper right hand corner of the form. They are used initially to import files when setting up the system. Click on the Exit button to return to the Main Menu.

Data, HHU Tables, Void Codes

!Important, never delete a code from a table, as all citations use the codes in the main database to cross reference descriptions in the tables!

The bottom of the form contains a navigation bar form moving between the records in the table. All records will grayed out and will not be editable until the Edit button is pressed. To add a new void code to the table, click on the Add button. Enter a unique one character code into the Code box. The X-Reference box is unique to a group of clients that use a service company. Enter the void description into the Description box. Check the Active box for the code and description to be sent to the hand held, or leave unchecked only for cross reference for existing citations. The active box is the alternative to deleting the code when it is no longer needed.

Ignore the two buttons in the upper right hand corner of the form. They are used initially to import files when setting up the system. Click on the Exit button to return to the Main Menu.

Data, HHU Tables, Department Codes

!Important, never delete a code from a table, as all citations use the codes in the main database to cross reference descriptions in the tables!

The bottom of the form contains a navigation bar form moving between the records in the table. All records will grayed out and will not be editable until the Edit button is pressed. To add a new department code to the table, click on the Add button. Enter a unique two character code into the Code box. The X-Reference box is unique to a group of clients that use a service company. Enter the department description into the Description box. Check the Active box for the code and description to be sent to the hand held, or leave unchecked only for cross reference for existing citations. The active box is the alternative to deleting the code when it is no longer needed.

Ignore the two buttons in the upper right hand corner of the form. They are used initially to import files when setting up the system. Click on the Exit button to return to the Main Menu.

Data, HHU Tables, Meter Codes

!Important, never delete a code from a table, as all citations use the codes in the main database to cross reference descriptions in the tables!

The bottom of the form contains a navigation bar form moving between the records in the table. All records will grayed out and will not be editable until the Edit button is pressed. To add a new meter code to the table, click on the Add button. Enter code into the Code box, up to 6 characters. The X-Reference box is unique to a group of clients that use a service company. Enter the meter description into the Description box. Check the Active box for the code and description to be sent to the hand held, or leave unchecked only for cross reference for existing citations. The active box is the alternative to deleting the code when it is no longer needed.

Ignore the two buttons in the upper right hand corner of the form. They are used initially to import files when setting up the system. Click on the Exit button to return to the Main Menu.

Data, HHU Tables, Email to the Handheld

This menu command is used to produce a message that every hand held unit will display when the officer log on in the morning. Simply type the desired message into the screen of the hand held unit and click on the Done button. The message will be sent to the hand held units by the nightly sendback.

Data, Print Tables, Violation

This menu command is used to print a detail listing of the information in the violation table. A message form will appear prompting you whether or not you would like only the active violations. (The active violations are the violations available for the hand held units.) Enter A for only the active violations, or leave the form blank for all.

Data, Print Tables, Street

This menu command is used to print a detail listing of the information in the Street table.

Data, Print Tables, Officer

This menu command is used to print a detail listing of the information in the Officer table.

Data, Print Tables, State

This menu command is used to print a detail listing of the information in the State table.

Data, Print Tables, Make

This menu command is used to print a detail listing of the information in the make table.

Data, Print Tables, Body

This menu command is used to print a detail listing of the information in the Body table.

Data, Print Tables, Direction

This menu command is used to print a detail listing of the information in the Direction table.

Data, Print Tables, License Type

This menu command is used to print a detail listing of the information in the license type table.

Data, Print Tables, Comments

This menu command is used to print a detail listing of the information in the comment type table.

Data, Print Tables, Color

This menu command is used to print a detail listing of the information in the color type table.

Data, Print Tables, Dispose Codes

This menu command is used to print a detail listing of the information in the disposition code table.

Data, Print Tables, Passwords

This menu command is used to print a detail listing of the information in the password table.

Data, Print Tables, Problem Codes

This menu command is used to print a detail listing of the information in the problem code table.

Data, Print Tables, Problem Comments

This menu command is used to print a detail listing of the information in the problem comments table.

Data, Print Tables, Void Codes

This menu command is used to print a detail listing of the information in the void codes table.

Data, Print Tables, Department / trans code

This menu command is used to print a detail listing of the information in the Department / trans codes table.

Data, Print Tables, Meter Codes

This menu command is used to print a detail listing of the information in the meter codes table.

Data, Print Tables, Reason Codes

This menu command is used to print a detail listing of the information in the reason codes table.

The Administration, Reports menu command contains the majority of the data reports in our system. In order to describe and provide a visual sample of each report would take an additional 100 + pages in this manual. We recommend that the user run and browse the reports to see if the report contains information that they desire. There is a submenu option called Specialty Reports, which contains reports that are unique to one client. Ignore this menu command when testing the reports. To give a feel of what reports are contained under this option, five of our most used reports will be described.

The Disposition aged by month report can be found under Administration, Reports, Disposition Analysis, Disposition aged by month. This report is a very useful overall summary of citation status generated by issue date. The report is grouped by month and an overall summary is printed at the end of the report for all months selected. The report lists the total number of citations, how many days from the issue date payments were made, total paid, total closed, total open, open counts split apart by state, any unknown disposition types, and the percent disposed column indicating the percentage of citations that are no longer outstanding.

The Disposition Summary by Date by Code report can be found under Administration, Reports,

Disposition Analysis, Disposition Summary by Date by Code. This report is useful for providing a summary of disposition codes and the total dollar amounts collected by disposition code. The end of the report gives a grand total of the citation total and the amount paid.

The Citations written by officers during the period report can be accessed under Administration, Reports, Ticket Production, Officer Detail Report. This report provides a detailed description of all citations written by an officer during the selected date range. This report also allows a specific officer to be selected for the report.

The Officer summary by month report can be accessed from Administration, Reports, Violation Analysis, Officer summary by month. This report provides an excellent way of comparing officer valid tickets and voids for and entire year. The end of the report provides a grand total for all officers by month.

The Habitual Offender report can be found under Administration, Reports, Accounting, Habitual Offenders. This report is very useful for providing information regarding the offenders with the most dollar value outstanding. The report totals all citation for by license plate number and the sorts the plate numbers by the greatest outstanding dollar amount.

System Setup

The System setup menu command is used to change settings for the Clancy 6.x program.

The System Setup form contains eight different tabs. The setup options will be described according to the options under each tab.

System Setup, Terminal Definitions - The node # box is used to group hand held units for unloading purposes, this option is usually always set to 001. The Nodelist Name box will contain the filename of the graphic image that displays when a citation is viewed. The Posting Computer check box specifies whether the machine is able to post disposition changes. The Unload Computer check box specifies whether the machine is able to unload the hand held units. The Data File Path box contains the file location of the actual databases. The Screen Name box contains the name of the computer that will appear in the lower left hand corner of the Clancy 6.x screen. The Report Heading box contains the title that will print out on the top of selected reports.

System Setup, Auto Reports - This tab contains a list of reports that can be generated automatically during the night. Simply check the report to have it print out, or leave unchecked not to print. Note: this feature requires scheduled setup.

System Setup, Terminal Definitions - The upper left hand corner of the tab contains three number boxes the first two specify the number of days until the fine is incremented to the second fine tier. The third number box contains the number of days until the fine is incremented to the third fine tier. The Check Digit drop down box contains the type of check digit that is applied to the citation numbers. The Citation Length box contains the type of citation length used to calculate the check digit. The # Copies for Reprint box specifies how many ticket reprints will be printed at a time under the lookup menu. The Create Transfer Files check box specifies whether or not custom transfer files are created. The List Citations by Date check box specifies whether the Citations are listed by date, or by citation number in the lookup menu. The Old Main Frame Code is unique to one client. The Statute Limit box is used to set a certain number of days that a citation will no longer be valid after. The Prefix box is unique to one client. The Short Name box contains an abbreviated description of the client name. This option can change the way the program performs based on the description in this box. The Transfer / Host box contains the file location of any custom transfer files. The Service Company drop down box contains a list of available collection service companies. This option can change the way the program performs based on the description in this box. The Auto Issue Cite No. box contains the entry of the next available citation number for the automatic citation features. The Home State box contains the two character abbreviation of the state you live in.

System Setup, Disposition Codes - All of the text boxes on the left side of the form contain corresponding two character disposition codes that fit the appropriate descriptions. The Short Check Code, Short Check Viol, Unknown Check Viol / Code boxes are described in detail under Tickets, Enter, Short Check / Unknown Payments. The Print Receipts check box is used to specify whether or not custom receipts are printed under the Cashiering menu. The Auto DI Override check specifies whether disposition changes can be posted if the citation currently contains a later posting date. The Show Receipt in Dispose check box specifies whether the Receipt box will be displayed in the General Dispose form. The Print Single Rental Letters check box is unique to one client. The Automatic Receipt Number check box specifies whether the computer will generate an automatic receipt number in the General Dispose form. The Batch Receipt check box specifies whether a receipt number entered in the Date Entry form will apply to all entries in the disposition batch. The Batch Date check box specifies whether the program will store the posting date for disposition entries.

System Setup, Disposition Codes - All of the text boxes on the left side of the form contain corresponding two character disposition codes that fit the appropriate descriptions. The Short Check Code, Short Check Viol, Unknown Check Viol / Code boxes are described in detail under Tickets, Enter, Short Check / Unknown Payments. The Print Receipts check box is used to specify whether or not custom receipts are printed under the Cashiering menu. The Auto DI Override check specifies whether disposition changes can be posted if the citation currently contains a later posting date. The Show Receipt in Dispose check box specifies whether the Receipt box will be displayed in the General Dispose form. The Print Single Rental Letters check box is unique to one client. The Automatic Receipt Number check box specifies whether the computer will generate an automatic receipt number in the General Dispose form. The Batch Receipt check box specifies whether a receipt number entered in the Date Entry form will apply to all entries in the disposition batch. The Batch Date check box specifies whether the program will store the posting date for disposition entries.

System Setup, Host Files - The Use Host Function check box specifies whether custom transfer files are created. The Automatic Host Create check box specifies whether the custom transfer files are generated automatically during the night. The Create Dispose Host check box specifies whether to create a custom payment transfer file. The Ticket Host File box contains the file layout of the ticket transfer file. The Dispose Host File box contains the file layout for the payment transfer file. The City Code box is specific to clients with a service company. The Days to Keep Data box is unique to one client.

System Setup, Menu Definitions - The Ticket check box specifies if the Ticket menu can be used. The Manual Entry check box specifies if the Manual Entry menu can be used. The Active Violations check box specifies whether all violations can be entered under Manual Ticket Entry or just the active ones. The Year box contains the default plate year under Manual Ticket Entry. The Disposition check box specifies if the Disposition menu can be used. The Void check box specifies if the Void Tickets menu command can be used. The Cash check box specifies if the Cashiering menu can be used. The Use Cashier Batch check box specifies if the Cashiering menu can be used. The General Disposition check box specifies if the General Dispositions menu can be used. The Enforce check box specifies if the Enforce menu can be used. The Permit check box specifies if the Permit menu can be used. The Meter check box specifies if the Meter menu can be used. The Gateway check box specifies if the Gateway menu can be used. The DMV Functions check box specifies if the dmv menu commands can be used. The Survey check box specifies if the Survey menu (requires custom setup) can be used.

System Setup, Hardware - The Help Directory contains the file location of the local internet help files. The Receipt Printer Post selection box contains the port settings for the receipt printer. The Receipt Copies box contains the number of receipt copies printed under the Cashiering menu. The Multiple HHU Types check box is unique to one client. The Delete all matching receipt entries check box specifies whether all disposition entries in the disposition batch with the same plate number should be deleted when one entry is.

System Setup, HHU Tables - The options on this form are set at the initial setup and should not be modified.

Security Setup

This menu command allows the administrator to setup unique security settings based on the user's security level. (see Administration, Data, PC Tables, Passwords)

The lowest security level is 1 and the highest security level is 30.

The Security Level Setup form contains eight tabs representing the different menu options. Each of the menu commands can be setup to a unique security level. The user that is currently logged into the Clancy 6.x program must have a security clearance of greater than or equal to the value in the box for the menu command. The image of the light bulb to the left of each box contains a brief description of the menu command when you hold you mouse over it for a second. Click on the Print Report button to print a report of the entire security settings.

HonorBox Manager from Clancy

The Honor Box Manager consists of a main form with a menu bar and a toolbar.

HonorBox, File menu

This menu command contains submenu, Close. The Close menu command exits the HonorBox manager and returns to the Clancy 6.x program.

HonorBox, Edit menu

The Edit menu command contains two submenu options, Enter Deposits and Lot Profile.

HonorBox, Edit, Enter Deposits

The Enter Deposits menu command is used to enter the total dollar amount collected for a lot number. The Deposit Entry form will appear. Enter in the date in the Date box, then click on the desired lot. Enter in the dollar amount in the Amount Deposited box then click the OK button. The program will store the amount collected for the lot on that day for future reporting needs.

HonorBox, Edit, Lot Profile

The Lot Profile menu command is used to setup information for the parking lots. Each of the text boxes on the form will be grayed out initially and will not be able to be edited.

The Lot Profile form contains a navigation bar at the bottom which consists of a series of buttons. The <<Back and the Next >> buttons are used to scroll through the lot numbers. The Delete button is used to remove the currently selected record. The Edit button will turn all text boxes on the form white, and you will now be able to edit the data. The New button will turn all the text boxes white and they will also be blank. The Exit button will return to program to the main form. To enter in a new lot code click on the New button. Enter a unique five character code into the Lot Code box. Enter a description into the Lot Name box of up to 16 characters. Enter the dollar amount to qualify for an early bird rate into the Early Bird Amount box. Note: example: if the rate is $5.00 enter 500 in the box, simply drop the dollar sign and decimal symbol. Enter the time (military) into the Early Bird box for the starting time to qualify for the early bird rate. Enter the hourly amount into the Hourly Amount box. Enter the amount for a half hour into the Half-hourly box. Enter the rate for all day into the All Day amount box. Enter the rate for reserved into the Reserved box. Finally, enter the number of parking spaces in the lot into the Number of Spaces box. Click on the Exit button to close the Lot Profile form.

This menu command contains submenu options with reports that relate to the data in the honor box databases. The reports that are under this menu option are: Detail by Date then Lot #, Detail by Lot # then Date, Lot Profile Listing, Summary by Date then Lot # Summary by Lot # then Date, and Employee Analysis.

Honor Box, Reports, Detail by Date then Lot #

This report contains detailed information of the payments and the first three characters of the license plate number parked in the space. The first form to appear is the Date and Lot selection form. Enter the desired date range then the lot range. Click the OK button to print the report. The information is grouped by day then by the lot number.

Honor Box, Reports, Detail by Lot # then Date

This report is identical to the Detail by Date then Lot # report, except for the grouping. This report is grouped by the Lot number first then the day.

Honor Box, Reports, Lot Profile Listing

This report provides a detailed listing of the individual lot setup information. The end of the report produces totals and averages for all lots entered.

Honor Box, Reports, Summary by Date then Lot #

This report contains summary information of the desired parking lots. The totals for the different groupings of payments types and the total cash recorded and the total cash received. The first form to appear is the Date and Lot selection form. Enter the desired date range then the lot range. Click the OK button to print the report. The information is grouped by day then by the lot number.

Honor Box, Reports, Summary by Lot # then Date

This report is identical to the Summary by Date then Lot # report, except for the grouping. This report is grouped by the Lot number first then the day.

Honor Box, Reports, Employee Analysis

This report contains detailed information of the employee's route times. The first form to appear is the Employee Time Card form. Enter the desired date range then the select the employee. The report is grouped by date. The begin time and end time for each location is provided along with the transit time between each lot. The end of the report provides an average seconds per space for the entire day. Click the OK button to print the report.

This menu command contains three submenu commands that are used to load, unload, and erase the honor box information. The submenu options are as follows: Unload Honorbox Information, Erase Honorbox Information, and Re-load Lot Profile.

Honor Box, Communicate, Unload HonorBox Information

This menu command is used to unload the honor box information off of the hand held unit and process the data into the program. The HHU Communication form will appear. (see Tickets, Communicate, Handheld Unit Polling form for details on the HHU Communication form.) Click on the desired unit, the check the Exit When Finished check box and click the Second button from the left.

When the honor box information is finished downloading the HHU Communication form will disappear and the program will process in the honor box information.

Honor Box, Communicate, Erase HonorBox Information

This menu command is used to erase the honor box information off of the hand held unit(s). The HHU Communication form will appear. (see Tickets, Communicate, Handheld Unit Polling form for details on the HHU Communication form.) Click on the desired unit, the check the Exit When Finished check box and click the Second button from the left. When the honor box information is erased the HHU Communication form will disappear.

Honor Box, Communicate, Reload Lot Profile

This menu command is used to load the honor box program to the hand held unit(s). The HHU Communication form will appear. (see Tickets, Communicate, Handheld Unit Polling form for details on the HHU Communication form.) Click on the desired unit, the check the Exit When Finished check box and click the Second button from the left. When the honor box information program is loaded, the HHU Communication form will disappear.

Files Menu

The Files menu contains one submenu command, Exit. The Exit menu command returns the program to the previous menu before the lookup screen was accessed. In this case, the program will return to the Main Menu

Setup Menu

The Setup menu contains three submenu commands, each used to create profiles for specific permit type entries. The submenu commands contained under this option are: Entry Setup, Date Setup, and Permit Group.

Entry Setup

The Entry setup menu command is used to create the profile for the information that is contained under each specific permit type.

The Permit Type is contained in the first drop down box in the upper left hand corner. The Permit Type is the three character code that corresponds with the permit description in the box to the left. Under the Permit Type and description boxes, you will see two columns of check boxes, the first column is Required, and the second column is Shown. The check boxes in the Required column flag the program that the corresponding information field must contain data when the permit is entered. The check boxes under the Shown column do not require that information must be entered, but the information field is shown. If neither box is checked, the information field will not be available for permit entry. The Registration Section check box must be checked if permit name and address information will be required at the time of permit entry. The Virtual Permit check box is unique to one client. The Registration Section also has the Required and Shown check box columns. The New Type button will blank out the Permit Type and description boxes and allow the user to setup a new permit type. The Delete button will delete the currently selected permit type.

Date Setup

The Date Setup menu command is used to create a list of commonly used dates for entry speed when entering permits. Click the Add button to add a date to the list. Click the Delete button to remove a date from the list. Click on the Cancel / Done button to close this form.

Permit Group

The Group Setup menu command is used to create a list of commonly used permit groups. Enter in a three character code for the group in the first box, then the description in the second box. Click the Add button to add the code and description to the list. Click on the Cancel / Done to exit the form.

The Edit / Entry menu command contains submenu option that allow the user to edit the permit and registration databases. This menu contains the following submenu options: Permit Entry/Edit, Registration Editing, and General ODP (one day permit) Ranges.

Permit Entry / Edit

This menu command is used to enter permit and registration information into the databases.

The Permit File Entry form will appear. Select the permit type from the Permit Type drop down box. Enter in the desired permit number. Enter in the Permit ID number. This number is typically and social security number or drivers license number. After entering in the number, the Registration Entry form will appear if setup to do so. Certain fields have a drop down list to the right of the entry box. Click the Save/Exit button when the entry is complete. If required fields are left blank, the program will not save the permit until information in the required field is entered.

Registration Editing

This menu command is used to edit existing name and address information for permits. The Registration ID Search form will appear.

Enter the desired registration id number then click the OK button. The Registration Entry form will then appear. Make the desired name and address changes then click the Next button to return to the permit window.

Generate ODP Ranges

This menu command is custom to one client. Although each client runs their operation differently, most of the features allow everyone to complete the tasks they must. Every once in a while, a client needs to perform a function that is unique only to their department.

This menu command contains submenus options to produce reports that pertain to the permit and registration databases. The menu options contained under this menu are: Open Permit Listing by Date Range, Lost or Stolen Permit Listing by Issue Date Range, Detail Listing by Date, Faculty and Staff Deduction Report, Missing Permit Group Report, Paid Tickets at Semester End, Courtesy Letter, and Detail Listing by Type by Date.

Open Permit Listing by Date Range

This menu command produces a report that lists some of the details for open permits within the selected date range.

Lost or Stolen Permit Listing by Issue Date Range

This menu command produces a report that lists some of the details for lost and stolen permits within the selected date range.

Detail Listing by Date

This menu command produces a report that lists some of the details for all permits within the selected date range.

Faculty and Staff Deduction Report

This menu command produces a report that lists some of the details for faculty and staff permits within the selected date range.

Missing Permit Group Report

This menu command produces a report that lists permit number, permit id, and plate number for all permits with no permit group.

Paid Tickets at Semester End

This menu command is custom to one client. Although each client runs their operation differently, most of the features allow everyone to complete the tasks they must. Every once in a while, a client needs to perform a function that is unique only to their department.

Courtesy Letter

This menu command is custom to one client. Although each client runs their operation differently, most of the features allow everyone to complete the tasks they must. Every once in a while, a client needs to perform a function that is unique only to their department.

Detail Listing by Type by Date

This menu command produces a report that lists some of the details for all permits within the selected date range. A form appears prompting the user to enter in the permit type code for the report. The report groups all details by permit type.

Lookup Menu

This menu option returns the program to the Main Menu then calls the Shortcut Menu for lookups. (see Short Cut Menu)

Meters, Edit, Meter Defect Log

This menu command is used to store information regarding problems reported on meters. First, enter the date of the reported defect. Enter the time of the defect in military time. Enter the defective meter number.

Enter the citation number of the person who reported the defect. Select the one character code of the defect type from the drop down list on the right side of the Defect Type box. Select the corresponding three character comment code from the drop down list on the right side of the Comment box. Enter the street number next. Enter the one character direction code from the drop down list on the right side of the Direction box. Enter the three character street code from the drop down list on the right side of the Street box. Click on the Exit button to save the information, or the Another button to enter another entry.

Meters, Edit, Meter Repair Log

This menu command is used to store information regarding repairs on faulty meters. First, enter the date of the reported repair. Enter the defective meter number. Enter the time of the repair in military time.

Enter the five character repair code. Enter the one character Repair Description code. Enter in any comments from the repairman. Enter the repair attendant's name. Enter the street where the repair took place. Enter the quadrant (if applicable). Click on the Exit button to save the information, or the Another button to enter another entry.

Meters, Reports, Print Meter Repair Log

This menu command is used to print the details of the entire meter repair database.

Meters, Reports, Print Meter Defect Log

This menu command is used to print the details of the entire meter defect database.

Meters, Lookup, Meter Defect Lookup

This menu command is used to look up the defect history for a specific meter number. Enter the desired meter number is the Meter Number box then click the Find button. The details of the meter defect history will be displayed in the list in the center of the form. Click the X in the upper right hand corner of the form to return to the Main Menu.

Meters, Lookup, Meter Repair Lookup

This menu command is used to look up the repair history for a specific meter number. Enter the desired meter number is the Meter Number box then click the Find button. The details of the meter repair history will be displayed in the list in the center of the form. Click the X in the upper right hand corner of the form to return to the Main Menu.

This menu is used to either exit the program or to exit and lock the program. A message will appear prompting the use to lock the program. Select from the Yes, No, and Cancel buttons. Another message box will appear prompting the user to exit the system. Click the Yes to close the program, or No to just lock the program.

When the program is started again, or if the program was not exited, the menu will now contain only two options; Exit and Logon. The Exit option will simply close the Clancy 6.x program.

The Logon option will make the Logon form appear. Enter in your user name and password. (see Administration, Data, PC Tables, Passwords.) Note: try DEMO with a password of 12345 to initially logon to the system. When the system is setup, the DEMO user name is put in until the administrator sets all the users up with a password. If a valid username and password are entered, the program will return to the Main Menu. The name of the person who logged on is inserted into the parenthesis to the right of the computer name.

Internet Explorer

This menu command activates the Microsoft Internet Explorer. (If applicable)

NetMeeting

This menu command activates Microsoft NetMeeting to perform an internet conference. (If applicable)

External Menu

This menu command is used to activate a DOS window containing option from our legacy software clients.

Word Processor

This menu command is used to activate Microsoft WordPad. WordPad is a generic word processor that comes standard with the Windows operating system.

Set Date and Time

This menu command activates the Windows Date and Time form for correcting the date and time of the computer.

Load Police File

This menu command is custom to one client. Although each client runs their operation differently, most of the features allow everyone to complete the tasks they must. Every once in a while, a client needs to perform a function that is unique only to their department.

Clancy Updates

For anyone who has direct access to the internet, this menu command will retrieve our latest build of the Clancy 6.x program.

Collections File

This menu command is custom to one client. Although each client runs their operation differently, most of the features allow everyone to complete the tasks they must. Every once in a while, a client needs to perform a function that is unique only to their department.

Transfer Collections File

This menu command is custom to one client. Although each client runs their operation differently, most of the features allow everyone to complete the tasks they must. Every once in a while, a client needs to perform a function that is unique only to their department.

Survey, Files, Purge Survey Files

This menu command is used to remove unwanted information from the survey database. The Enter Date Range form will appear. Enter in the starting date range to the ending date range. The program will remove all survey data from the database within the desired range. Note: the program will create a backup of deleted data on the data directory with the following format: Month + Day + Year + ".SUV".

Survey, Files, Enter New Route

This menu command is used to add route information for the hand held unit. Enter a unique three digit code into the Enter Route Number box. Enter the corresponding street code from the drop down list on the right side of the Enter Street Code box. The center of the form contains an option box with two choices, Sequential and Random. Select the Sequential option for the program to fill in a range of meter numbers in the Space / Meter boxes below. Select the Random option to enter the meter numbers one at a time. Click the Add Space / Mete button to add the range or single meter number to the route. Click the Another Street button to add an additional street to the survey route. Click the Done button when the route is complete.

Survey, Reports, Route Listing

This menu command is used to produce a detailed report of the selected route. The Enter Route Number form will appear. Enter the three digit route number, or select it from the drop down list on the right of the Enter Route Number Box. Click the OK button to produce the report.

Survey, Reports, Plate by State Analysis

This menu command is used to produce a summary report of the license plate states in the survey information for the desired date range. The report groups plates by state and provides a total along with a percentage.

Survey, Reports, Scatter Report - 10 or More

This menu command is custom to one client. Although each client runs their operation differently, most of the features allow everyone to complete the tasks they must. Every once in a while, a client needs to perform a function that is unique only to their department.

Survey, Comm, Reload Survey File

This menu command is used to load the survey route and the survey programs to a hand held unit. The Enter Unit Number form will appear.

Enter the desired unit number then click the next button. The program will do all the communications manually. When complete, the Survey load report will print. If communications were successful, the unit number will show OK on the report.

Survey, Comm, Unload Survey File

This menu command is used to unload the survey information from the hand held unit and process it. The Enter Unit Number form will appear.

Enter the desired unit number then click the next button. The program will do all the communications manually. When complete, the Survey Unload report will print. If communications were successful, the unit number will show OK on the report.

Survey, Comm, Unload New Route

This menu command is used to unload the route and survey information from the hand held unit and process it. The Enter Unit Number form will appear.

Enter the desired unit number then click the next button. The program will do all the communications manually. When complete, the Survey Unload report will print. If communications were successful, the unit number will show OK on the report.

Survey, Comm, Sendback Route File

This menu command is used to load a specific route to the hand held unit. The Enter Unit Number form will appear.

Enter the desired unit number then click the next button. The Enter Route Number form will appear.

Enter the three digit route number, or select it from the drop down list on the right of the Enter Route Number Box. Click the Ok button. The program will do all the communications manually. When complete, the Survey Unload report will print. If communications were successful, the unit number will show OK on the report.

Explorer Help Files

This menu command is used to access our internet help files. Internet Explorer will be activated and will automatically display the home page of the help files. ( If applicable)

Clancy Chat Room

This menu command will activate Internet Explorer and forward directly to the Clancy Chat Room. Any questions can be answered online during regular business hours.

About Clancy System

This menu command is used to provide information about the software that is currently running. The About Clancy Systems form will appear. This form provides copyright information, licensing information, and version dates.