System Reports
- Parking Reports
- Permit Sales by Lot by Month
- Student Permit and Postal Export
- Active Deposit Report
- Lot Value Report
- Company Permit Report
- Detailed Permit Sales Report by Lot
- Invoiced Permits Report - Billing Summary by Date by Lot
- Temp Permit Sales Report
- Permit Sales Report
- Active Permits Report
- Subscription Verification Report
- Violations Reports
- Violations by Pay Type by Month Report
- List Overdue Report
- Summary Report by Officer
- Violations by Officer Report
- Paid Violations Summary by Type Report
- Violations by Location/Officer Report
- Payroll Deduction Report
Parking Reports
Permit Sales by Lot by Month
1. In Parking Management, hover over the 'Permit Management' icon and click 'Reports' then 'Permit Sales by Lot by Month'.
2. The 'Permit Sales by Lot by Month' screen will display. The current month will automatically be displayed, but you can choose the month you wish to report on. Use the drop-down menus to select the month and year and click the 'Retrieve' button to get the new report.
Student Permit and Postal Export
1. In Parking Management, hover over the 'Permit Management' icon and click 'Student Permit and Postal Export'.
2. This will bring up the Student Permit and Postal Code Report page. Enter the start date and end date for the report you want to generate. Select the Create Report button to have the report exported to an Excel spreadsheet. The report will look similar to the sample below.
Office Excel: spreadsheet preview is finally here!
You can now display this file as a spreadsheet, instead of a PDF. Re-upload StudentPer...305D4644813.xls to display the new preview. https://ops-com.atlassian.net/wiki/download/attachments/755925/StudentPermit_11-02-2017_20305D4644813.xls?api=v2
Active Deposit Report
Navigating to the Deposit Report
You can find the active deposit report by going to Parking Management → Reports → Active Deposit Report.
From there the Deposit Report By Lot page will appear
Finding Outstanding Deposits
All the outstanding deposits within this report that have been forgotten during a sales window switch or have no active permit will be highlighted.
Any deposits that have been rolled over but have not been processed yet will be highlighted in yellow.
Managing Active Deposits on the Users Profile
There are three different ways that admins can manage deposits depending on the actions required at the time.
Refunding
Refunding a deposit allows you to refund the amount paid by the user if their deposit is in good standing and they have finished parking with you.
Consuming
Consuming a deposit can be useful in two different scenarios when users have finished parking with you.
A. The user is finished parking with you and has not returned their deposit or the deposit was not returned in good standing
B. The user has lost their deposit and is finished parking with you.
Consuming deposits will not charge, refund, or renew the deposit to the users account since you are essentially consuming the amount they paid.
Renewing
Renewing a deposit is similar to consuming it, however, we would use this in the case that the user wants to continue parking with you but requires to pay for the deposit due to
A. Damages
B. Misplacement
Lot Value Report
In Parking Management, click 'Reports' then 'Lot Value Report'.
The 'Lot Usage' screen will display. You will see the number of Rented permits vs the Total Available permits expressed as a percentage under Utilization. The Total Value of the rented permits will also be displayed. This report can also be exported to excel for further data manipulation.
Company Permit Report
- In Parking Management, hover over Permit Management and click Reports then Company Permit Report.
- The Company Permit Report screen will display. You can filter by Processed On/Active on dates or by Company. Enable the check box if you want to show archived permits in your search results. In this case we are looking for 'Jones Windows'. Enter this in the company box and click Search. The active on field is the date that the sales window is active for.
- Click the Export button to create a .CSV file.
Detailed Permit Sales Report by Lot
- Hover over Parking Management, Reports and click Detailed Permit Sales Report.
- The Detailed Permit Sales Report by Lot search screen will display. Enter the date range you wish to report on. In this example we are looking at the month of October 2018. Click the List Payments button to generate the report.
- The screen will refresh with the report listed below the search fields.
The first section of the report is grouped by lot and displays the payment details for permits in each specific lot.
The second section of the report shows a summary of all lots.
- There will be one line item for each permit included on an invoice. If an invoice is only for a single item, it will have a single line. If an invoice has multiple permits, then the report will display a line for each.
Here is a sample of the information presented for each lot. In this case we are looking at the Payments for Red Staff Lot West.
The Summary by Lot section appears as follows, listing each lot with total sales amounts for each lot.
- The report can also be exported to excel. The excel report looks like this:
Invoiced Permits Report - Billing Summary by Date by Lot
Searching for an Invoice
-
Click Allocations > Invoice Search.
-
The 'Search for Invoices' screen displays. You can search for a specific invoice or for an invoice issued during a range of dates. You can also eliminate canceled or paid invoices from the search parameters.
In this case we are searching for a date range.
-
Click on an invoice number to see a copy of the invoice that will be sent to the client.
Note: If you wish to print this you can right click and print it out of your browser. You can also print to a PDF if required.
-
You can also export this report to Excel. This will show you the revenue for a selected date range by Lot.
Re-Sending an Invoice
When do we use this?
It is also possible to re-send an invoice if the client requests a second copy sent.
If for example the client mistakenly deleted the email, the admin has the ability to search up the original invoice and send it again.
In our sample here we are looking for an invoice for Voula Costa.
-
To do so there are two different methods. You can find the invoice in the user's profile under History or you can search for the invoice through the Search Invoice utility.
-
Firstly let's search the user in question: In this case using the last name Costa.
-
Click on the username to access the user's profile.
-
Once in the user's profile hover over History and click on All Records to access the list of this user's transactions.
-
Locate and click on the invoice number that you wish to resend.
-
Once in the invoice preview you will notice the Re-Send Email button. Click on this button to re-send the invoice.
-
The invoice will be re-sent. In the sample below there is an original invoice send as well as a re-send. Notice the email title for the re-send has a prefix added indicating this is a Re-sent invoice.
-
As mentioned above you can also find the invoice you wish to resend using the Invoice Search tool. To do so access the tool under the Permits menu.
Hover over Permits and click on Invoice Search in the drop down menu.
-
In the search criteria window enter the Invoice Number in question and click search. In this case Invoice Number 1018.
-
From the resulting search result click on the Invoice Number to access the Invoice Preview Window.
-
The process after this point is identical to step 6 and 7 above.
-
The Re-Sent Invoice will look identical the original invoice format:
Printing From Emailed PDF
-
It is important to note that in order to print this PDF document you should follow these next steps
-
You must first navigate to the email of the invoice in the client email where you will find an attachments link circled below
-
After opening the attached PDF file you will be brought to the file opened in the web browser.
-
If you print form here you will receive a cut off version of this PDF. In order to prevent this you should download the file by pressing this button:
-
Save it to your preferred location and open it with the PDF reader of your choosing
-
From here you just print the invoice like you would a normal document ensuring that the print scale is set to 100%
Temp Permit Sales Report
Under Parking Management, hover over the Permit Management icon and click Reports followed by Temp Permit Sales Report.
The Temp Permit Sales Report screen will display. Select the Report Start Date and Up to and including dates as well as the Payment As which will allow you to search for processed or none processed lockers.
Select Create Report when you are finished supplying the information above. This will display any lots that have been used for a temporary permit.
The total amount paid or owing for that lot is also shown under the Total Amount.
Click the Lot Name link to view additional details about who has purchased temporary permits in that particular lot.
You can also export the information displayed on the report by clicking Export to Excel. This will only display lot names, total permits, and total amounts.
Permit Sales Report
In Parking Management, hover over the 'Permit Management' icon and click 'Reports' then 'Permit Sales Report'.
The 'Permit Sales Report' screen will display. Select the user type(s) and allocation type(s) you want to include in the report. Hold Ctrl and click to select more than one. Enable the check box if you want to show archived sales (this includes all released or switched permits). Choose the start date and end date and click the 'Create Report' button. The report will display under the search criteria. Click the 'View Details in Excel' button to export the table.
Active Permits Report
Navigating to the Report
In Parking Management, hover over the Permit Management icon and click Reports then Active Permit Report.
The Active Permit Report screen will display.
Searching the Report
Select the user type(s) and allocation type(s) you want to include in the report. Hold Ctrl and click to select more than one item at a time. Enable the Show Archived checkbox if you want to show archived sales (this includes all released or switched permits). Choose the start date and end date and click the Search button. The report will display under the search criteria.
Exporting the Details into Excel
Simply click the Export button to export the report into an excel file.
Subscription Verification Report
The Subscription Verification Report in OPS-COM automatically identifies users who have stored credit card information but are not enrolled in the automated permit rollover subscription. This report provides administrators with a centralized view to proactively engage with these customers, encourage subscription enrollment, and streamline future permit renewals.
Setup & Configuration
Accessing and running the Subscription Verification Report requires specific administrator permissions.
- Hover over System Configuration, then Admin Management, and click Manage Roles.
- On the Manage Administrator Roles page, find the desired role (e.g., "Permit Manager," "Billing Admin") you want to update.
- Click the Permissions button next to that role and click Parking tab (represented by an the car icon).
- Enable the Access Subscription Report checkbox.
- Click Save Permissions.
Using this Feature
- Hover over Permits, then Rollovers, and click Subscription Verification Report.
As soon as you click, the report will load automatically, displaying a list of customers who have stored credit card information but do not have an active permit rollover subscription.
Available Actions
- Explore Customer Details: The Username displayed in the report is a clickable button. Clicking on it will take you directly to that customer's profile page, allowing you to quickly view their details, contact information, and take any necessary action (e.g., to enroll them in the rollover subscription).
- Export Your Data: The report has built-in functionality to export the information for offline use or further analysis. Look for the export options on the report page to:
- Save as CSV format.
- Save as Excel format.
- Copy the report data to your clipboard.
- Print the report.
Best Practices & Considerations
- Proactive Engagement: Use this report to identify customers who are ideal candidates for automated permit rollovers. Proactively contacting them can improve renewal rates and customer satisfaction.
- Targeted Communication: Utilize the contact information gained from the customer profile link to send targeted communications about the benefits of automated rollovers.
- Data Accuracy: Regularly run this report to keep your data current and ensure you're addressing all relevant customers.
- Workflow Integration: Integrate this report into your permit renewal workflow. For instance, you might run it a month before permit expiration to identify users for outreach.
- Compliance: Ensure any outreach or data usage complies with your organization's privacy policies and relevant regulations.
Violations Reports
Violations by Pay Type by Month Report
Running the Report
To begin go to the Violations menu and hover over Reports. Select List By Type By Month Report.
The Violations by Pay Type by Month screen opens.
Select the month you wish to report on. In our example we will look at November of 2020. Click on Retrieve to continue.
The resulting report will display onscreen.
The report may also be exported as an excel file.
List Overdue Report
Accessing the Report
From the Violations menu hover over Reports and click the List Overdue menu item to access the Overdue Violation Payments report.
The Overdue Violation Payments screen is displayed.
Enter your search criteria and click List Overdue Records. In this case we are looking at violations between May1st 2020 and February 8th 2021
The report will appear at the bottom of the screen with the violation number, details, amount, and offender details.
Emailing Users
You can click on the user email address to email users directly related to their overdue violations.
You can also select Email Listed Users at the bottom of the report to send an email to all users on the report.
Generating an Excel Report
Click Generate Excel Report to create an excel document for your records or further manipulation.
Summary Report by Officer
1. Hover over the Violations icon and hover over Reports. Click on Summary Report by Officers in the drop down menu.
2. The Violation Summary by Officer screen is displayed. Select your Ticket Writer and date parameters for the search.
You can search individual officers or select either one of the full list options: Summary Only or Group led By Officer
Click Display Summary and the report will appear at the bottom of the screen.
The report can also be exported to Excel. To do so click on the Export button.
The report will display based on your search criteria.
Violations by Officer Report
Using the Report
Hover over Violations and click Reports, Report by Officers.
The Violations by Officer screen is displayed. Select your parameters for the search.
Search Criteria include:
Ticket Writer: You can select a specific officer or List all violations grouped by officer
Spoiled: Select a spoiled state
Ticket Category: Select a specific ticket category such as Private Property
Include Archived Categories: Toggle the item on to apply the search filter
Warnings: Select to hide, include, or show warnings only
Show Only Due: Toggle the item on to apply the search filter
Date Search By: Select either the Due Date or the Issued Date
Start Date and Up To and Including: Set the date range you wish to report on
You can then click Search to view the report onscreen or click Export to download the report as an excel document.
The report will appear at the bottom of the screen.
If you wish to view more information about each violation, click on the violation number. If you wish to view the pictures associated with a violation click on the Camera icon.
Exporting the Report
You can export the information to a .csv file and manipulate the data in Excel. Click Export to download the file.
Paid Violations Summary by Type Report
Accessing the Report
Hover over the Violations icon and click Paid Summary by Type.
The Paid Violations Summary by Type screen is displayed. Select your date parameters for the search.
Click Display Summary and the report will appear at the bottom of the screen.
Violations by Location/Officer Report
Using the Report
Hover over the Violations icon and click Report by Location/Officers.
The Violation Summary by Location/Officer screen is displayed. Select your date parameters for the search.
Click Display Summary and the report will appear at the bottom of the screen.
Payroll Deduction Report
The Payroll Deduction Report
To access the report: Go to the Payments Menu and select Processed Payroll Deduction.
The screen will refresh with a listing of processed Payroll Deductions.
Viewing the Transaction Details
From this screen you can select to look at the actual transaction record if you wish. Click on the transaction number to access the detailed information.
This will bring you to the Transaction Details Screen.
Export to Excel
Typically the admin would export the list to excel to supply to the financial department to collect these permit fees through the user's Payroll Deduction.
Simply click on the Generate Excel Report button to download the report as an Excel file format.
In Excel the report will look like the following:
