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System Reports


Parking Reports

Parking Reports

Permit Sales by Lot by Month

The Permit Sales by Lot by Month report provides OPS-COM administrators with a detailed breakdown of permit revenue and volume. It allows users to analyze sales performance for specific months, categorized by parking lot and payment method.

Setup & Configuration

This report is a standard feature of the Permit Management module. No additional configuration is required to enable the report, provided the administrator has the necessary permissions to access Reports.

Instructions for managing the lots that appear in this report can be found on the Lot Administration page.

Using this Feature

The Permit Sales by Lot by Month report is used to track financial trends and volume across different parking areas within a specific timeframe.

  1. Hover over Permit Management and click Reports then Permit Sales by Lot by Month.

  2. Select the desired month from the Month drop-down menu.

  3. Select the desired year from the Year drop-down menu.

  4. Click the Retrieve button to generate the report.

Key Information Displayed

Available Actions & Buttons

Best Practices & Considerations

Parking Reports

Student Permit and Postal Export

1. In Parking Management, hover over the 'Permit Management' icon and click 'Student Permit and Postal Export'.

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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.

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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://OPSCOM.atlassian.net/wiki/download/attachments/755925/StudentPermit_11-02-2017_20305D4644813.xls?api=v2 

Parking Reports

Active Deposit Report

he Active Deposit Report provides OPS-COM administrators with a comprehensive overview of all security deposits currently held within the system. This report is designed to help staff track outstanding funds, identify orphaned deposits without active permits, and manage financial rollovers during sales cycles.

 

Setup and Configuration

While the Active Deposit Report is a standard feature, its accuracy depends on proper permit type configuration.

Using this Feature

Administrators use this report to audit current liabilities and ensure that deposits are either refunded, consumed, or renewed when a user’s parking status changes.

Accessing the Report

  1. Hover over Parking Management in the main navigation menu.

  2. Click Reports.

  3. Click Active Deposit Report.

  4. The Deposit Report By Lot page will load, displaying a breakdown of deposits categorized by their assigned parking area.

Visual Cues and Status Indicators

To assist with quick auditing, the report uses specific color-coding to highlight records requiring attention:

Key Information Displayed

 

 

Managing Active Deposits

When a user finishes parking or a permit expires, administrators must manage the deposit through the User Profile. There are three primary methods for handling these funds:

Refunding

Use the Refund action if the user is finished parking and the deposit item (e.g., a physical gate key or hangtag) is returned in good standing. This returns the original amount paid back to the user's initial payment method or via a manual check.

Consuming

The Consume action is used when the user is finished parking but the deposit funds are being retained by the organization. This is common when:

Note: Consuming a deposit does not trigger a refund or a new charge; it simply moves the funds from a "held" status to an "earned" status for the organization.

Renewing

The Renew action is used when a user intends to continue parking but their original deposit has been forfeited due to damage or loss. This allows the administrator to require a new deposit payment for the upcoming permit period while closing out the previous record.

Best Practices and Considerations

Parking Reports

Lot Value Report

The Lot Value Report provides a real-time snapshot of permit utilization across all parking lots. This report helps OPSCOM administrators understand current lot occupancy and the total value of all active permits currently assigned to their facilities.

Using this Feature

The Lot Value Report displays data reflecting the exact moment the report is generated. Because it tracks currently active permits rather than historical sales transactions, the figures will fluctuate as permits expire or are issued.

To access and use this report:

  1. Hover over Permit Management, then over Reports, and click Lot Value Report.

  2. Review the Lot Usage screen which displays a breakdown of permit distribution.

  3. Click the Export to Excel button if you require the data for further manipulation or external reporting.

Key Information Displayed

Best Practices & Considerations

Parking Reports

Company Permit Report

  1. In Parking Management, hover over Permit Management and click Reports then Company Permit Report.

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  2. 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. 

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  3. Click the Export button to create a .CSV file.
Parking Reports

Detailed Permit Sales Report by Lot

The Detailed Permit Sales Report by Lot provides administrators with a granular view of permit transactions categorized by specific parking areas. This report is essential for understanding sales volume per lot and allows for the export of individual permit records for external data analysis.

Using this Feature

Administrators use this report to audit permit distributions and financial intake across different physical locations.

Generating the Report

  1. Hover over Parking Management, select Reports, and click Detailed Permit Sales Report.

  2. Enter the desired date range in the search fields to define the reporting period.

  3. Click the List Payments button to generate the data.

Key Information Displayed

The report displays data in two primary sections to help balance granular detail with high-level overviews:

Available Actions

Best Practices & Considerations

This report is the recommended tool for administrators who need to understand exactly what was sold and which lots those sales are attributed to.

Parking Reports

Invoiced Permits Report - Billing Summary by Date by Lot

Permit Invoicing

Searching for an Invoice

  1. Click Allocations > Invoice Search. 

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  2. 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.

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  3. 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.

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  4. You can also export this report to Excel. This will show you the revenue for a selected date range by Lot.

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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.


  1. 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.

  2. Firstly let's search the user in question: In this case using the last name Costa.

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  3. Click on the username to access the user's profile.

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  4. Once in the user's profile hover over History and click on All Records to access the list of this user's transactions.

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  5. Locate and click on the invoice number that you wish to resend.

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  6. Once in the invoice preview you will notice the Re-Send Email button. Click on this button to re-send the invoice.

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  7. 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.

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  8. 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.

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  9. In the search criteria window enter the Invoice Number in question and click search. In this case Invoice Number 1018.

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  10. From the resulting search result click on the Invoice Number to access the Invoice Preview Window. 

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  11. The process after this point is identical to step 6 and 7 above.

  12. The Re-Sent Invoice will look identical the original invoice format:

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Printing From Emailed PDF

  1. It is important to note that in order to print this PDF document you should follow these next steps

  2. You must first navigate to the email of the invoice in the client email where you will find an attachments link circled below

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  3. After opening the attached PDF file you will be brought to the file opened in the web browser.

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  4. 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:

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  5.  Save it to your preferred location and open it with the PDF reader of your choosing

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  6. From here you just print the invoice like you would a normal document ensuring that the print scale is set to 100%

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Parking Reports

Temp Permit Sales Report

This article provides OPSCOM administrators with instructions on how to generate and interpret the Temp Permit Sales Report. This report is used to review temporary permit sales data within a specified date range, categorized by parking lot. It is essential for tracking revenue and permit usage across different locations.

Setup and Configuration

No special setup is required to use this report. It relies on the existing configuration of your organization's lots and temporary permits.

Using this Feature

Administrators can generate the report to view summary data and drill down into lot-specific details.

Generating the Report

  1. Go to Parking Management, then Reports, and click Temp Permit Sales Report.

  2. On the report page, set the desired date range using the Start Date and Up To and Including date pickers.

  3. From the Payment As drop-down menu, select the payment status to filter by, such as Processed or Not Processed or Any.

  4. Click the Search button to generate the report.

Interpreting the Results

Once generated, the report displays a summary of temporary permit sales for each lot that had activity within the selected timeframe. Clicking on the Magnifying Glass beside the lot's name will navigate to a detailed report showing every individual temporary permit transaction for that specific lot.

Key Information Displayed

Summary Report:

Detailed Report (by lot):

Available Actions and Buttons

Best Practices and Considerations

Parking Reports

Permit Sales Report

In Parking Management, hover over the 'Permit Management' icon and click 'Reports' then 'Permit Sales Report'.

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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.

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Parking Reports

Active Permit Report

The Active Permit Report provides administrators with a comprehensive overview of all currently valid parking permits within the system. This report is essential for auditing permit distribution, verifying active revenue streams, and monitoring permit lifecycle statuses.

Setup & Configuration

There are no specific configuration steps required to enable this report, as it is a core system feature. However, administrators should ensure that User Types and Allocation Types (lots) are correctly defined in the Lot Administration and User Management sections to ensure the filtering options return accurate data.

Using this Feature

Accessing the Report

Hover over Parking Management, then Reports, and then click Active Permit Report.

Searching the Report

The Active Permit Report screen allows you to narrow down results based on specific criteria:

Key Information Displayed

Once the search is executed, the report populates a table below the search criteria. Key data points include:

Exporting Results

To perform further data analysis or share the report:

Best Practices & Considerations

The Active Permit Report reflects real-time data. If a permit is cancelled or expires during the business day, it will immediately move from the active list to the archived list.

Parking Reports

Subscription Verification Report

The Subscription Verification Report in OPSCOM 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.

  1. Go to System Configuration, then Admin Management, and click Manage Roles.
  2. On the Manage Administrator Roles page, find the desired role (e.g., "Permit Manager," "Billing Admin") you want to update.
  3. Click the Permissions button next to that role and click Parking tab (represented by an the car icon).
  4. Enable the Access Subscription Report checkbox.
  5. Click Save Permissions.

Using this Feature

Go to Permits (Clock icon), 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

Best Practices & Considerations

Violations Reports

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.

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The Violations by Pay Type by Month screen opens.

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Select the month you wish to report on. In our example we will look at November of 2020. Click on Retrieve to continue.

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The resulting report will display onscreen. 

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The report may also be exported as an excel file.

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Violations Reports

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. 

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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. 

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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.

Violations Reports

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.

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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.

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The report will display based on your search criteria.

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Violations Reports

Violations by Officer Report

Using the Report

Hover over Violations and click Reports, Report by Officers.

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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.

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The report will appear at the bottom of the screen.

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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.

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Violations Reports

Paid Violations Summary by Type Report

Accessing the Report

Hover over the Violations icon and click Paid Summary by Type.

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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.

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Violations Reports

Violations by Location/Officer Report

This article outlines how to generate the Violations by Location and Officer report. This report allows OPS-COM administrators to analyze enforcement activities by summarizing violation data based on specific locations and the officers issuing the citations within a selected date range.

Using the Report

The Violation Summary by Location / Officer screen is displayed. Select your date parameters for the search, and select whether the date you enter is for the violations Issued date, or the violations Paid date (all unpaid will be excluded):

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Click Display Summary and the report will appear at the bottom of the screen.

Key Information Displayed

Once generated, the report typically categorizes data to help administrators visualize:

Best Practices and Considerations

Violations Reports

Towed Vehicles Report

Using the Report

Hover over Violations and then Reports, then click Towed Vehicles.

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The Towed Vehicles screen is displayed. Select your parameters for the search.

Search Criteria include:

Click Search to view the report results onscreen.

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The report will appear at the bottom of the screen. The results will only include violations where the "Vehicle Towed" flag is set.

The report displays:

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Exporting the Report

As this report uses the standard data-tables template, you have several options to export and manage the data. Use the buttons located at the top right of the results table:

Payroll Deduction Report

This article explains how to use the Processed Payroll Deduction Report. This report provides OPSCOM administrators with a comprehensive list of all permit payments processed using the payroll deduction method. Its primary purpose is to generate a file that can be submitted to an organization's finance or payroll department.

Setup & Configuration

No specific configuration is required to access this report. However, the Payroll Deduction payment option must be enabled and configured within your system for transactions to appear in this list.

For more information on enabling payment options, please refer to the Payment Methods Configuration wiki article.

Using this Report

Go to the Payments menu, and click Processed Payroll Deduction.

The page will refresh and display a list of all processed payroll deduction transactions.

Key Information Displayed

The report table includes the following key details for each transaction:

Flex Dollars

If your organization has flex dollars enabled, a separate column for this will be added to the report. It displays the portion of the transaction, if any, that was paid for using a user's flex dollar balance. See this article to learn more about flex dollars and whether or not it may be useful for you.

Available Actions

Warning: It is crucial to establish a clear and consistent schedule for generating and submitting this report to your organization's finance or payroll department. Aligning on a submission deadline (e.g., two days before the payroll cutoff) ensures that all deductions are processed in the correct pay cycle and helps avoid payment discrepancies. 

Best Practices & Considerations

PDF Report Generation Issues

This article provides guidance on identifying and resolving issues related to PDF generation and downloads within OPS-COM, including reports, incidents, emails, and notices. It is intended to assist OPSCOM administrators in maintaining consistent document exports.

Common PDF Export issues

Administrators may occasionally encounter issues when the system generates PDF files for Incidents, Emails, Printable Hangtags, or Notice (NIC) Letters. Common symptoms include:

Browser Compatibility and Downloads

Many download-related issues are linked to the specific web browser being used. If you experience blank or failed downloads, it may be due to how Chromium-based browsers handle security verifications during the file transfer.

Chromium-based browsers include:

Non-Chromium browsers include:

 A failed security verification occurring after a download starts but before it completes can result in a file that appears finished but remains blank or unopenable.

Resolving Download and Layout Issues

If you encounter a malformed or failed PDF, follow these steps to resolve the issue:

  1. Click the Download or Generate button again to retry the request. In many cases, a second attempt will successfully pass security verification.

  2. Open OPSCOM in a non-chromium browser, such as Mozilla Firefox, if the issue persists across multiple different files.

  3. Review the source text formatting in the Email Template or Incident Description fields. Complex formatting pasted from external word processors can sometimes interfere with the PDF generator's layout.

  4. Remove any hidden HTML or unusual characters from the text input field and click Save before re-attempting the export.

Switching browsers is typically not usually required. If the issue is infrequent, it is likely a temporary communication glitch between the browser and the server.

Best Practices and Considerations

If you continue to experience downloading issues after switching browsers, please reach out to the OPSCOM Support team for further investigation.