Company Setup and Invoices

Scenario:The AnCompany adminSetup and Invoicing process allows organizations to manage bulk permit purchasing and consolidated billing for ABCtheir Parkingemployees. mustIts createprimary purpose is to centralize account management and simplify the payment workflow for corporate clients. This guide is intended for OPS-COM administrators responsible for managing company profiles and financial transactions.

Setup and Configuration

Creating a company entryprofile forand ACMEassigning inthe OPSCOM.proper user roles requires configuration from the administrative portal.

Creating a companyCompany (Admin Side)

1. Hover over User Management, and click Companies.

2. The Company Search page displays.

   Click the Create New Company button.

3. The Company Edit page displays. For this example,

   Enter the adminorganization's willdetails enterin the following information about the ACME company:

   • Account Number:Number, 19380688
   • Company Name:Name, ACME Incorporated
   • Receives Invoice: Checked
   • Address (Company):, 2946 Jerome Avenue
   • Invoice Emails:Emails, James.Rockwood@ACMEINC.com
   • Contact Name:Name, Jamesand Rockwood
   • Address (Contact): 4777 Ersel Street
   fields.

4. Enable the Receives Invoice checkbox to ensure the company can be billed.

5. Click the Add New Company button to save the information. A green confirmation message displayswill thatdisplay.

   the company has been added.
   

AssignAssigning usersUsers to the AcmeCompany company(Admin Side)

1. Search for

   Hover the user profiles of the users you wish to add to the company. Clickover User Management, thenand click User Search. to locate the target user.

2. Edit

   Click the Useruser's profile to open it and indicateclick ifthe Edit button.

3. Indicate that the user is an individual or a company member. In this case, they are a Company Member forand Acmeassociate Company.them with the newly created company.

4. To designate a Company Manager, enable

   Enable the Company Manager and Company Billing Account checkboxes.checkboxes Inif this example,user Jameswill Rockwoodbe isresponsible for managing and paying for the companycompany's manager;permits.

   he is the person who will pay for invoices for all users assigned to ACME.

5. Click the Submit Registration Information for Processing... button to save.save the profile.

InIf thisyou example,do wenot addedassign a user Colby to the company as well. They are regular users. These user accounts that are created for the Company will not be used by the end user and are only forwith the Company Manager to use.

Manage theand Company Billing Account

The company manager (John Doe Welch) logs into the OPSCOM user portal. Now he can manage permits for his user Colby.

• Click on the Company Users icon.
  

James wishes to purchase a permit for Colbin. He must login as the user to do so.

• Click the Login as User button to the right of the user's name.
  

A blue message appears telling John Doe Welch that he is logged in as another user.

• Click the Parking icon to buy a permit for the user.
  

In this example, we selected a Standard Parking permit in Red Student Lot West. If the company is planning to pay for the permit through the user side (not using invoices), then John Doe Welch (the company manager) would select the Proceed to payment button. In this example, the ACME company is using invoices to purchase permits. John Doe Welch would log out of the User Portal at this point.

Prepare Invoices

If you have not assigned a BILLING MANAGER and COMPANY MANAGERflags, you will not be able to prepare invoices for that company. Every corporate account requires a company.designated Eachbilling manager.

Using this Feature

Once the company needsand bothits users are configured, the designated company manager can reserve permits, and the administrator can generate the corresponding invoices.

Purchasing Permits (User Side)

1. Log into the user portal as the designated company manager.

2. Click the Company Users icon.

3. Click the Login as User button to the right of the above.specific employee's name. A blue message will appear confirming you are logged in as another user.

4. The admin user at ABC Parking must createClick the invoiceParking icon and select the desired permit for the company.user.

   • This

     Log out of the user portal once the permit is donereserved. byDo hoveringnot click the Proceed to payment button if the permits will be paid via a consolidated corporate invoice.

Preparing Invoices (Admin Side)

1. Hover over the Allocations menu and clickingclick Prepare Invoices.

2. Click the Prepare Invoices button beside the active sales window.

   The
number
3. of invoices that can be prepared for that time frame show as a number to

   Review the leftgenerated ofinvoice, which will display the button.

permits reserved

The invoice forby the ACME company will be displayed, including one permit (the one created for the user Joseph Callaghan).manager.

• Click the Send Invoices button to sendemail the invoice to the ACMEdesignated company.

company

Note:contact. An invoice email template must already beicon in place prior to being able to prepare invoices. The email template can be modified by the Admin by going to System Config > Email Templates.

A green confirmation message is displayed indicating the invoice is scheduled.

There will be an icon on the top right of the menu bar that will indicate the progress of the invoicesinvoice beingcreation.

created. Once

completed,

If itan willerror thenoccurs be sent toduring the Companyinvoicing Billingprocess, Accountyou designate.

In the event of an error, the admin may opt tocan cancel the invoice,invoice from the administrative portal, correct the error on the user's profile, and then reissue the invoice. 

Paying an Invoice as(User a Company ManagerSide)

1. OnceLog into the company manager at ACME receives the invoice, they must log in to the OPSCOM user portal andas clickthe designated company manager.

2. Click the Payments icon.icon Josephto Callaghan'sview permitthe nowoutstanding available for payment.invoice.

3. The Company Manager canClick Continue to Checkout and submit the payment using the preferred method.

---

Best Practices and Considerations

• Configure Email Templates: Ensure an invoice email template is configured in the methodsystem theybefore prefer.attempting Thisto completesprepare invoices. You can verify or modify this template by navigating to System Config and accessing Email Templates.

• Separate End Users from Managers: User accounts created for the cycle.company managers are typically administrative accounts. End users (the employees receiving the permits) do not need to log in to manage their own permits if the company manager is handling the purchases.