LP> Renewals

Commit LP Renewals

 

Summary

 

Once the LP Renewals have been generated and edited, the batch can be committed. Follow these steps to complete the renewals process.

 

Related Links

 

Click here for information on generating and editing LP Renewals.

 

Step by Step

 

1     Print the Renewals Proof List. 

 

  • Open the Proof List window (LP> Renewals> Proof List).
  • Select the Report Type you would like to print.
    • The Summary report will display the Invoice Number, Transaction Date, Transaction Type, doing business as Name, Application Number, License Number, renewal transaction Description and Amount for each license in the batch. A report total will also be provided.
    • The Detail report will display everything included in the Summary report as well as the Fee Code, Debit Account and Credit account for each transaction in the batch.
  • Click the Print icon to process the report immediately or enter a date and time in the field next to the Print icon to schedule the report to generate at a later time. You can view the progress of the report on the Job Viewer window (SS> Utilities> Show Scheduled Jobs). Click here for information on the Jobs Viewer window.
    • Click the Print icon drop-down menu and select Print Preview to preview the report before printing.
    • Click the Print icon drop-down menu and select Excel to export the report data to an Excel spreadsheet as unformatted data.
    • Click the Print icon drop-down menu and select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
    • Once the report is generated, you can also display the report using the View Reports window (SS> Utilities> View Report). Click here for information on the View Reports window.

 

2     Print the Renewals GL Distribution report. 

 

  • Open the GL Distribution window (LP> Renewals> GL Distribution).
  • Enter the transaction date you want to appear in the General Ledger for this batch in the Journal Entry date field. This date will determine the fiscal period in which the invoices are recorded.
    • The Fiscal Period and Fiscal Year fields will populate based on the Journal Entry date selected.
  • Select the Report Type from the drop-down menu.
    • The Summary report will display the Fund, Account, Description, Debit Amount and Credit Amount for each account in the batch. The report will also provide Fund and Report Totals.
    • The Detail report will display everything included in the Summary report as well as additional debit and credit information for the individual transactions in the renewals batch.
  • Click the Print icon to process the report immediately or enter a date and time in the field next to the Print icon to schedule the report to generate at a later time. You can view the progress of the report on the Job Viewer window (SS> Utilities> Show Scheduled Jobs). Click here for information on the Jobs Viewer window.
    • Click the Print icon drop-down menu and select Print Preview to preview the report before printing.
    • Click the Print icon drop-down menu and select Excel to export the report data to an Excel spreadsheet as unformatted data.
    • Click the Print icon drop-down menu and select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
    • Once the report is generated, you can also display the report using the View Reports window (SS> Utilities> View Report). Click here for information on the View Reports window.

 

3     Generate the Renewal Letters. 

 

  • Open the Renewal Letters window (LP> Renewals> Letters).
  • Select the desired Form from the drop-down menu.
    • If the drop-down menu does not display any forms, you will need to create an LP-specific form before proceeding. Forms are created and maintained on the Forms Maintenance window (LP> Maintenance> Forms). Click here for information on Forms Maintenance.
  • Specify a Transaction Date for the letters. This field will automatically populate with the current date.
  • The Compatibility mode toggle is used to activate compatibility mode for legacy forms that don't use standard Springbrook forms functionality.
    • Springbrook does not recommend using Compatibility mode as it will disable a number of useful form features.
  • Click the Print icon to process the report immediately or enter a date and time in the field next to the Print icon to schedule the report to generate at a later time. You can view the progress of the report on the Job Viewer window (SS> Utilities> Show Scheduled Jobs). Click here for information on the Jobs Viewer window.
    • Click the Print icon drop-down menu and select Print Preview to preview the report before printing.
    • Click the Print icon drop-down menu and select Excel to export the report data to an Excel spreadsheet as unformatted data.
    • Click the Print icon drop-down menu and select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
    • Once the report is generated, you can also display the report using the View Reports window (SS> Utilities> View Report). Click here for information on the View Reports window.
  • The format and information included in the renewal letters is determined by the form selected.

 

4     Commit the Renewals batch. 

 

  • Open the Commit Renewals window (LP> Renewals> Commit).
  • The Batch Number, Journal Entry Date, Fiscal Period and Fiscal Year fields will populate with the details specified when the batch was created.
  • Click the Confirm icon to commit the Renewals batch.
  • Once the batch is committed, the license status on all of the licenses included in the batch will be updated to the status specified on the Generate step.
  • A new Renewals invoice line item will now be displayed on the History tab of the License Maintenance window.