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Invoiced Permits Report - Billing Summary by Date by Lot

The Permit Invoicing

Invoice Management feature allows administrators to locate, review, re-send, and export billing records for user permits. Its primary purpose is to help staff efficiently manage financial transactions, track revenue generated by specific parking lots, and assist users who require a duplicate copy of their receipt. This article is intended for OPS-COM administrators.

Setup and Configuration

This feature is a standard component of the permit and financial management modules and requires no specialized system setup to operate. However, administrators must have the appropriate financial, reporting, and user management permissions assigned to their user role to search for invoices and trigger email communications.

Using this Feature

Administrators can use this tool to search for specific billing records, export financial data, or re-send lost invoices directly to a user's email.

Searching for an Invoice

  1. ClickHover over Allocations >and click Invoice Search. 

    image.png

  2. The 'Search for Invoices' screen displays.  You can search forEnter a specific invoice number or select a date range using the provided calendar fields on the Search for anInvoices invoicescreen.

    issued
    3. during
  3. a

    Enable rangeor ofdisable dates.the Youcheckboxes canto alsoinclude or eliminate canceled orand paid invoices from theyour search parameters.

    In this case we are searching for a date range.

    image.png

  4. Click onthe anSearch button to generate the results.

  5. Click a specific invoice number from the generated list to seeopen a copypreview 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.

    image.png

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

    image.png

Exporting Invoice Data

  1. Perform an invoice search using a specified date range.

  2. Click the Export button or the Excel icon above the search results to download the report. This will generate a spreadsheet displaying the revenue for the selected date range grouped by lot.

Re-Sending an Invoice

WhenAdministrators docan we use this?

It is also possible to re-send an invoice if thea client requests a second copy sent.
If for example the clientor mistakenly deleted the email, the admin has the ability to search up the original invoiceemail. 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. YouThis can findbe thedone 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.

    image.png

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

    image.png

  4. Once invia the user's profile hoveror the global invoice search tool.

    Method A: From the User Profile

    1. Search for the user using their last name and click their username to access their profile.

    2. Hover over  History and click on All Records to access the list of thisthe user's transactions.

      image.png

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

      image.pngre-send.

    4. Once in the invoice preview you will noticeClick the Re-Send Email button.button Clicklocated on this button to re-send the invoice.

      image.png

    5. 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.

      image.png

    6. As mentioned above you can also find the invoice youpreview wishscreen.

      to
      7. resend
    using

    Method B: From the Invoice Search

    tool    .
    To
      do so access the tool under the Permits menu.

    1. Hover over Permits and click on Invoice Search in the drop down menu.

      image.png.

    2. InEnter the specific invoice number into the search criteria window enter the Invoice Number in question and click search.the InSearch this case Invoice Number 1018.

      image.pngbutton.

    3. FromClick the resultinginvoice number from the search result click on the Invoice Numberresults to access the Invoicepreview Preview Window. 

      image.pngwindow.

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

    5. The Re-Sent Invoice will look identicalClick the originalRe-Send invoiceEmail format:

      image.pngbutton.

    When an invoice is re-sent using either method, the system automatically adds a prefix to the subject line of the email. This visual cue helps both the user and the administrator quickly identify that the message is a re-sent copy rather than a new charge.

    Printing Froman Emailed PDF

     Invoice

    If a user or administrator needs to print the physical PDF copy of an emailed invoice, specific steps should be followed to prevent formatting errors.

    1. It is importantNavigate to notethe thatemail incontaining orderthe toinvoice printand thisclick PDFthe documentattachment you should follow these next stepslink.

    2. YouClick mustthe firstDownload navigatebutton to the email of the invoice in the client email where you will find an attachments link circled below

      image.png

    3. After opening the attached PDF file you will be brought tosave the file openedto your local computer, rather than viewing it in the web browser.

    4. image.pngOpen the downloaded file using a dedicated PDF reader application.

    5. 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:

      image.png

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

      image.png

    7. From here you just printPrint the invoice like you would a normal documentdocument, ensuring that the print scale in your settings is set to 100%

      image.png.

    Best Practices and Considerations

    • Avoid browser printing: Always download the PDF invoice before printing it. Printing directly from a web browser's built-in PDF viewer frequently results in cut-off margins, missing text, and scaling issues.

    • Verify contact information: Always verify that the email address on the user's profile is current and accurate before clicking the Re-Send Email button. If the original invoice was lost because the email address was outdated, the re-sent copy will also fail to deliver until the profile is updated.

    • Leverage exports for revenue tracking: Use the date range search and Excel export function at the end of a billing cycle to quickly reconcile lot-specific revenue against your primary accounting software.

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