The Main Menu tab in right side is a yellow color. This means you have come from the Main Menu screen and you can go back there by clicking the tab.
The Inquiries tab to the far right is also in yellow color, you can do inquiries of particular information available.
The Account Tab is in light yellow color meaning you are currently on this screen.

The rest of the tabs are gray in color meaning you have not done any processing under that tab yet and they cannot be accessed.

There are several sections on the Account Screen:

Header Information ( Displays as entered in Client page – can not change )

This area contains the:

TIN
Client ID
USDOT Number
Status – Always defaulted to active.

Business Client Details (Business Name, Contact Name, Phone No, Fax No, Email Id)

Place of Business Address - This will be set to the same as the Place of Business address on the Client record.
Mailing Address – This will be set to the same as the mailing address on the Client record. If there was no mailing address on the Client record, then the mailing address will show blank.

IRP Account Details

The account screen field values will be defaulted to the information in the Client record. Can be updated except Status code.

Status Code – Defaulted to ACTIVE. Cannot be changed.

First Operated Allowed- Indicator.
Designated that the date the vehicle was first operated can be used to calculate fees instead of purchase date.
Record Retention – Indicator.
Document that indicates the carrier will retain records in accordance with the designated rules.
Batch Renewal – Indicator
Whenever an IRP account is marked for automated batch renewal processing, the system will create a flat file in AAMVA standard format. The file will be provided to the carrier who will make updates as required.
Destroy Plate -- Indicator
Designates that the carrier has the ability to destroy their plate and must provide a destruct certification in place of returning plates
E-mailer Indicator
If the email indicator is selected, an email address must be provided.

Comments - Enter as required

Buttons :

Proceed : It will validate information entered and will take to next level (Confirmation page ).

Refresh : will bring back screen to initial stage

Quit : exit without saving data

Cancel : Will ask for confirmation and if selected Ok, will give message: Back out not possible. No record found in Translog.

Help : Displayed this page

Validation Process

The validation screen will be displayed showing the user a consolidated view of the Account information. If the user determines some of the information needs to be corrected, they can click the “BACK” button and the system will display the Account screen again. The user can make the required changes and click the “PROCEED” button again.

After the “PROCEED” button is clicked on the validation screen, the IRP account information will be saved to the database and the Fleet Detail screen will be displayed. A message at the top of the Fleet Detail Screen will inform the user that a New Account has been generated.

Update Account-Client Search Page

You may enter either client Id , TIN, USDOT No. or client name or combination of multiple fields to look for an account

System will fetch & display account information based on your search criteria.

If only partial client name is given, system will fetch & display a list of all accounts starting with given string. User may select one of them followed by Proceed button. It will display account update screen

Update Account-Account Details

System will populate display information as it were for selected Account.

Following information can not be changed

TIN
Client ID
USDOT Number
Status – Defaulted to Active

Business Client Details (Business Name, Contact Name, Phone No, Fax No, Email Id)

Place of Business Address
Mailing Address

IRP Account Details. Information here may be updated , as required.

IRP Account Status – Can be changed from Active to either Closed/ Suspended Payment/ Suspended Others.

First Operated Allowed
Record Retention
Batch Renewal
Destroy Plate Indicator
E-mailer Indicator

Comments - Enter as required

Buttons :

Proceed : It will validate information entered and will take to next level (Confirmation page ).

Refresh : will bring back screen to initial stage

Quit : exit without saving data

Help : Displayed this page

Validation Process

After the “PROCEED” button is clicked on the validation screen, the IRP account information will be saved to the database and a message “Client id is updated successfully” will be displayed on the top of the screen and control will go back to IRP menu.

New Fleet – Account Search

Client ID : Enter Client id for which you want to add a fleet. System will check existence of Account and display fleet screen , if available otherwise will display “Client not found.” Message.

New Fleet–Entry Screen

Several of the Fleet information fields will default to the values from the Account information and cannot be changed. They are as follows :

Client ID, Client Name, TIN , USDOT No. Fleet No. is automatically generated

· Fleet Status : Active by default (can’t change)

The following fields must be entered: (required field are prefixed with ‘*’)

Fleet Type – Select one of the fleet types from the drop down list provided
Commodity Class – As per the Fleet Type selected Commodity Class will get populated.

The following fields will default to the account information and can be changed as follows:

Fleet Effective Date

o Will be defaulted to the blank

o Can be backdated until January 1 of any given year

o Can be future date can be upto 2 months from current date.

Fleet Expiration Date

o December 31 of the same year as the effective date

Doing Business As (DBA) – The DBA will be pre-populated with the account registrant name and the users may update as necessary. Each fleet can have a different DBA name from the account registrant name and the DBA name will be printed on the cab card.

Contact Name – The carrier must provide a contact name.
Phone number and extension - The carrier must provide phone number along with extension for the contact.
Fax number - The carrier can also provide the fax number for the contact. The fax number will be used to default the fax number when the user selects to fax documents to the carrier in the MCS system.

Email address – Email address may be provided. This email address will be pre-populated when the user selects to email documents to the carrier. An email address must be selected if the carrier has indicated they wish to receive correspondence electronically.

Use IFTA Distance – Is used at the time of renewal to fetch IFTA mileages.
Change Vehicle USDOT/TIN – This check box is used when an automatic supplement has been generated as a result of a change in USDOT/TIN at the Client Level. It basically is asking if the fleet is to be changed to reflect the Client USDOT/TIN information.
Wyoming indicator - for intrastate authority in Wyoming Jurisdiction.
Trailer Fleet – indicates a trailer only fleet

Place of Business address -- if different from that entered at client level.

Mailing Address – if different from the Place of Business address
Shipping Address – If different from the Mailing address
Reporting Service – if the carrier has a processing agent the processing agent for the fleet must be designated. The designated processing agent will be able to perform certain supplements for the carrier.
Bonded Carrier - carrier is eligible for half-year payment , enter required information
Comments – these comments will be displayed on the Fleet Inquiry Screen

Buttons :

Proceed : It will validate information entered and will take to next level (Confirmation page ).

Refresh : will bring back screen to initial stage

Cancel : Confirmation message comes. When clicked on Ok. Cancellation takes place.

Quit : exit without saving data

Help : Displayed this page

Update Fleet-Fleet Search Page

You may enter either client Id , TIN, Fleet No., Fleet expiration year, registrant name or USDOT no. or combination of multiple fields to look for an account followed by Proceed button. Please note that at least Client ID must be given.

System will fetch & display Fleet information based on your search criteria.

If no related Fleet information is found, it will display “Record not found” message

A list of all fleet/s will be displayed based on the information you have provided. You may select one of them, by clicking on link provided. It will display Fleet update screen

Update Fleet - Fleet Details

Update Fleet

The fleet information will be pre-populated from the system. User can change following information only ( for the current fleet).

Fleet Status
Contact Name
Email Id
Phone No. / Ext.
Fax No.
Place of Business address
Mailing address address
Shipping address
Reporting Service information and / or
Bond details
Wyoming Indicator
Comment

If Client Name (Registrant Name) needs to be updated then it has to be done from Enterprise Client Update.

The fleet information will be pre-populated with the information from the previous year. The following fields can be changed:

Client Id
Client Name
Fleet No.
Fleet Effective date
Fleet Expiry date

Fleet Type

Commodity Class
Doing Business As (DBA)
Use IFTA Distance flag
Trailer Fleet flag
Change Vehicle USDOT/TIN flag

After making required changes, press proceed button. A confirmation/View page will be displayed. Press proceed to save information entered & go to next level or click on Back button to go back to previous page to change information .

New Fleet–Distance Details

Several of the Distance information fields will default to the values from the Fleet information and cannot be changed. They are as follows :

Client ID, Registrant Name, Fleet No., Expires In, Supplement No. and Supplement Description.

The user will be able to add jurisdictions of travel either by:

· Selecting the jurisdiction of travel by clicking the jurisdiction on the map (show map), entering number of miles and the type of miles (Actual, Estimated, No Travel Intended) and clicking the “Add” button.

· Or by selecting the jurisdiction of travel by clicking on the jurisdiction from the dropdown, entering the number of miles and type of miles and clicking the “Add” button.

The following fields are required to be entered:

Estimated Distance Chart – Check box. Will be selected by default.

No. of vehicles– Text box. Will show 1 by default and can be changed.

Override Contiguous Jur. – Check box. Required to be checked if Jurisdiction added are not contiguous. Also when checked a comment field will be generated and comment has to be entered for override.

Actual Distance - Text box ( Only numeric value allowed )

Estimated Distance—Text box ( Only numeric value allowed )

Total Fleet Distance—Text box ( Only numeric value allowed )

Jurisdiction List – Drop Down

n Spreadsheet -- Populates 59 blank Jur and Distance columns.

n All US Jurisdiction – Populates 49 Jur and distance columns.

n Surrounding Jurisdiction – Populates 7 surrounding Jur to base Jur. i.e. IA.

n All Jurisdiction -- Populates 59 Jur.

n All 59 Jur listed— Can be selected one by one manually from given list of 59 Jurs.

Distance –Text box - Only numeric value allowed.

Type—Drop down. A- Actual , E- Estimated , N—No travel intended.

Jurisdiction – Populates what ever is selected from Jur List. Is disabled field.

Add Button—Clicked to set whatever is selected from Jurisdiction drop down list.

No. of Jurisdiction – Text field -- Only 2 digit numeric value allowed. Is used when for particular Jurisdiction blank Jur. and Distance columns are required.

Add Blank Button—Clicked to set whatever value is entered against No. of Jur. Field.

Show Map- When clicked on this link, Map of all US Jurisdiction gets populated and user can select any Jur . by clicking on desired jurisdiction and than clicking on Add Button.

Selected Jur. Gets listed against Jurisdiction List field and Jur. Field.

Below seen Jur and its mileage details gets populated as shown below:

If with base Jur. Some other Jur. Is added which is not one of the surrounding jur. Than in that case, Have to select Over ride Contiguous Jur. Text box. and give comment for override in comment box that got populated. And now Proceed.

Check box

Jur.

Distance

Type

Year

Month

Percent

1000

A/E

2008

50.00000

1000

A/E

2008

50.00000

Total Percentage : 100.00000

Will get warning to enter System calculated Actual distance, Estimated distance and Total fleet distance against respective fields. System calculated distance gets populated and is disabled.

Buttons :

Proceed : It will validate information entered and will take to next level (Confirmation page* ).

Refresh : will bring back screen to initial stage

Quit : exit without saving data

Cancel : Cancels the module by asking for confirmation.

Remove: Will remove the Jur. Selected which was added before.

Help : Displayed this page

* In Confirmation page it displays all the data entered and has got three buttons: Proceed – will take to weight group selection page,

Back—will take back to previous page from where we came here., Back with refresh -- Recalculates the Estimated distance.

New Fleet–Weight Group Details

Several of the Weight group information fields will default to the values from the Fleet information and cannot be changed. They are as follows :

Client ID, Registrant Name, Supplement No., Fleet No., Effective from, Supplement Description.
Weight Grp No. (Defaulted to 1 ) , Weight group type- Drop down ( P- Power Unit, T- Trailer ) and Maximum Gross Weight – Drop Down
Select the maximum gross weight for the weight group from the drop down. If you select “Other” you will have to enter the weight.

If Weight group type P-Power Unit is selected than number of Max. gross weight option gets listed.

If Weight Group type – Trailer is selected than by default only one Max Gross weight comes as 34,000

Below comes List of Jurisdiction and Weights.

Jur.	Weight
IA	80,000

Buttons :

Proceed : It will validate information entered and will take to next level. If a weight is outside the 10% tolerance on base Jurisdiction, a warning message will display at the top of the validation screen. (Confirmation page where there are Proceed and Back button).

When clicked on Proceed- Brings back to Weight Group Selection Details page with Buttons:

Add Weight Group – To create another weight group, click the “Add Wgt Grp” button and follow the steps again. Weight Grp. no. Will be incremented to 2 now and henceforth.

Done – Takes to next logical screen i.e Vehicle Detail page.

Cancel – Asks for confirmation and cancels the module.

Quit – exits from module.

Refresh : will bring back screen to initial stage

Help : Displays this page

GoToWgtGroupSelection : Takes to Weight Group Selection detail page.

New Fleet–Vehicle Details

Several of the Weight group information fields will default to the values from the Fleet information and cannot be changed. They are as follows :

Client ID, Fleet No., Registrant Name, Expires On, Supplement No., Description, No. of Vehicles.

Enter the following information for the vehicle:

Unit number – enter the 9 character Unit No. of vehicle
VIN – enter the 17 character VIN for the vehicle

· Body Style – select the body style for the vehicle from the dropdown list.

Year – the model year of the vehicle
Make – select from the drop down of valid values
If the body style is a bus, enter the number of seats
Enter the number of axles and – combined axles
Enter the fuel type – select valid values from the drop down
Enter the Unladen weight.
Select the weight group number – the drop down list the valid weight groups for the fleet. Each weight group will have the declared gross vehicle weight displayed beside the weight group number. If the user needs to add a weight group, click the “Wgt Group” tab at the top of the screen and the Weight Group Selection Screen will be displayed.

Factory Price - The factory price of the vehicle is required information for the IRP fee computation. If a registrant does not provide the factory price, the system will try to retrieve the factory price from the factory price table.

Purchase Price of the vehicle.

Fee Comp Ind – indicates the date to calculate the fees from.

- Purchase Date - The purchase date can be current date or within the past 6 months. It cannot be any date in the future. Maximum number of calculated months is 18 months.

- First Operated Date – the date the vehicle was first operated

- Deal Date – the date of purchase from the dealer

- Lease date – the date the lease is effective

- Other date – any other date in reference to the vehicle transaction

Title State – To be selected from Jurisdiction drop down list.
Title number – Enter the title number for the vehicle
Personalize information – if checked enter the personalized plate to assign to the vehicle
Permanent Sticker – issue a permanent sticker – this may be checked and/or protected depending on the body style
Owner – enter the name of the owner
Private/Dealer

If vehicle was purchased from a dealer, the dealer name and state must be provided
If not purchased from a dealer, the current plate number, state and plate expiration date must be provided.

Back Fee

Select “BACK Fee” to populate the current registration information for a vehicle based on VIN. The weight and number of months not registered are required to calculate the registration fees for the time period the vehicle was not registered

County Plate

Enter the County plate and select “County Details” to display the weight and number of month credit for the county plate.

Several fields effect the fee calculations.

For carriers licensing in Colorado the following questions should be listed on the application form and the appropriate indicators set in the system during data entry in order for the system to calculate the appropriate Colorado IRP fees:

Utah Special Truck - If the Utah truck type is a cement pump, well boring unit or crane, the Utah special truck flag should be checked. The system will be defaulted to ‘N’.
MCO Flag - If the vehicle is a new vehicle, a copy of the manufacturer’s certificate of origin may be provided. The system will be defaulted to ‘N’.
Trailer indicator – if a straight truck pulls a trailer and the combined empty weight of a truck and a trailer is less than 16,000 pounds, the carrier must indicate a “Y”. The system will be defaulted to ‘N’.
Distance indicator – the fee structure for CO is a two-tier schedule that is calculated according to the total national mileage traveled by each power unit.

If the vehicle travels 10,000 miles or less nationally, an ‘N’ is noted in the space provided on the Vehicle Schedule for each unit.

If the vehicle travels over 10,000 miles, no notation is required, as the default will use the over-10, 000 miles schedule.

The system will default this indicator to ‘Y’.

TA – to request a Temporary Authority select the box and designate the number of days. Number of days defaults to 60 days and allows the internal user to change as required No.
Documentation Requirements

Before credentials can be issued to a vehicle, the registrant must provide certain documents. Each document can be marked in one of the following ways:

· O - Outstanding

· C - Collected

· S - System Collected

· N - Not Required

“Safety Changes During Registration Year” - indicate if the carrier responsible for safety will change during the registration year. Select either ‘Y’ or ‘N’.
USDOT number – provide the USDOT of the carrier responsible for safety
TIN – provide the TIN of the carrier responsible for safety
Comment – enter comments as if necessary

Buttons:

Proceed: Will perform validations and from the validation screen, select “PROCEED” to save the vehicle information.

“BACK” – Will take back to vehicle detail and data can be changed.

Done: when all the vehicles have been entered and the Billing Detail screen will be displayed.

Refresh: Reload the page to blank.

Cancel: Cancels the module after confirmation.

Quit: Exit module without saving data. Can resume back again from WIP.

Vehicle List: Will get activated when we add one vehicle and we come back to add vehicle detail page. When clicked on this button it will display the list of vehicles added.

Help: Will display this page.

New Fleet/New Account/ Add Vehicle–Billing Details

Several of the Billing information fields will default to the values from the Client/ Fleet/ Vehicle information and cannot be changed. They are as follows :

Client ID,
Client Name,
Fleet No.,
Expires In,
Reg. Month,
No. of Vehicles,
Supplement No.,
Supplement Desc. – New Client/ New Fleet / Add Vehicle
Supplement Status. – O
Supplement Status Desc - Open
Supplement Effective date-
Invoice date – Default to current date
Application receipt date – Default to current date and can be changed.
Payment Date- Will be blank
Remittance Date – Will be blank
Escrow Balance – will display escrow balance if it exists.

This screen allows the user to override certain fees if required. The user overrides fees by “checking” the check box indicator next to the fee. Once check box to override fees is checked against Mailing and Penalty fees. Fees Override Reason field gets populated and reason has to be given for fees override. Without giving reason it will not allow to Proceed.

TA issue date.—Defaulted to current date
The user can also request TA’s for every vehicle in the supplement by clicking the TA required check box on the billing screen. If TA required check box is checked - The TA number of days is defaulted to 60 but can be changed as necessary.

Comment field: The “Comment” field allows the user to add any comments regarding the supplement.

Data against following fields gets populated and is disabled when clicked on “Proceed” for first time.
And Supplement status changes from ‘O’ Open to “I’ Invoiced.

IRP Fee- Will be charged
Cab Card Fee (Not applicable )
Penalty Fee – Will be charged if applicable
Credit Applied Fee (Not applicable )
Mailing Fee – Will be charged
Administration Fee (Not applicable )
Replace Plate Fee (Not applicable )

Manual Adj. Base Jur.

Total Due
Net Amount Due
PrePayment Amount (If applicable )

Once the supplement is “Invoiced”, the user cannot update the fleet, vehicle, mileage, and vehicle. If changes are required, the user should select “Cancel Bill” and then click on the tab requiring changes and Proceed.

Once the supplement is invoiced, the user should do the following:

Select the Invoice Report type:

There are three choices for the type of invoice you can generate:

· Detail Fees for each Unit (default)

· Fees by Jur with Mileage

· Detail Fees for each Unit by Jurisdiction

Select the Electronic Delivery Type for the Invoice:

· PRINT

· FAX (default)

· EMAIL,

· View - PDF format.

The billing invoice will list all missing documentation.

Buttons:

Proceed: Stays back on same page when clicked for 1^st time. When clicked 2^nd time Takes to next logical step i.e Payment Detail. And also produces Invoice and TA’s as required.
Cancel Bill: If clicked will cancel the calculation and supplement status will change from Invoiced to Open.
Quit: exit without saving data
Help: Will open this page.
Refresh: Will bring back screen to initial stage.

IRP Payment Details

Several of the Payment detail information fields will default to the values from the Fleet/ Billing information and cannot be changed. They are as follows :

IRP Payment Details:
Client ID,
Registrant Name,
Fleet No.,
Expires In.,
Supplement No.,
Description – e.g. New Client / New Fleet / Add Vehicle
Invoice No.,
Supplement Status Desc. - Invoiced
Invoice Date- Defaulted to current date
Payment Receipt date – Defaulted to current date but cannot be before Invoice date.

Fees Section: Will populate fees from Billing and will be disabled.
Base Jurisdiction Fees,
Foreign Jurisdiction Fees,
Administration Fees,
Mailing Fees – Can be waived by checking
Late Payment Penalty - – Can be waived by checking
Late filing penalty
Total due,
Prepayment amount,
Net Due.

Payment Type- drop down default Full year payment.
Half year payment option available till May 19^th of any given year.
The availability of the option is dependent on the carrier, supplement type, vehicle and date.

Set Appeal Flag – Check Box. If checked Payment will not be allowed to be made.

Cab Card Type
Electronic Delivery Type – P-Print (default ), D-PDF
Printer Destination – Select one from Drop Down.
Mailing Method – M-Mail, P-Pickup, O-Others

“Show Hand Log” – user can see a display of how the fees were calculated per jurisdiction per vehicle

Once the supplement is “Invoiced”, the user cannot update the fleet, vehicle, mileage, and vehicle. If changes are required, the user should select Billing Tab and then “Cancel Bill” and then click on the tab requiring changes and Proceed.

Buttons:

Proceed: “PROCEED” and verify values and select “PROCEED” to make the payment

Refresh: Will bring back screen to initial stage.
Quit: exit without saving data
Help: Will open this page.

Payment Collection

Transaction information is displayed at the top including the client information and total amount due.

Pre-populated fields which cannot be changed are:
Client Id, Business Name, Payment Id, Payment Date

Under Fees Section:
Total Due and Escrow Balance (If any available )

The user posts payments from the Payment Collection Screen.

Perform the following step to post a payment

Select the payment type from the drop down. i.e. Check (default), Wire transfer, Cash
Enter and validate the amount of the payment.
Enter the receipt number associated with the payment

· If more than one payment type is required

Select “Add Payment Type” and enter the information as required for that payment type

To delete a payment type

Select the line to be deleted by checking the check box at the end of the payment line
Click the “Delete Checked Payment” button and that payment type will be deleted.

Overpayment – if an overpayment is posted, the overpayment amount will be added to the carriers Escrow Account (Credit). The user may click the “Refund” button to generate a refund check through refund processing.

Underpayment – if the amount of the payments being made is less than the total amount due, the entire amount will be placed in the carriers Escrow Account. Only allowed if the carrier has an escrow account.
Display Invoice can be used to view Invoice.

Buttons:

Proceed: Click “PROCEED” and the verification screen will be displayed. Validate the information and confirm any messages. Click “Proceed” to post the payment.

Refresh: Will bring back screen to initial stage.
Quit: exit without saving data

Fleet–Change DBA Name

The system will provide the capability to change name of the registrant. The registrant's name, as well as, DBA name is printed on the cab card.

Perform the following steps to process a “Change Carrier Name” supplement:

· From the IRP menu, select “Change Carrier Name” from the supplement tab

· From the Fleet Search screen, enter the following:

o Enter the Client ID and Supplement Effective Date

o The supplement effective date is blank. The user has to enter date based on Iowa business rules.

o Select “PROCEED” to display the “Fleet Details” Screen

· “Fleet Detail” screen allows the following actions:

The screen indicates the current values of the Fleet information.
Several of the Fleet detail information fields will be pre-populated and is disabled and cannot be changed. They are as follows :

Client Id
Client Name
Fleet No.
TIN
USDOT No.
Fleet Type
Commodity Class
Fleet Status
Fleet Eff.
Fleet Exp.

The user can update the enabled fields required .i.e Doing Business As, Contact Name

Email Id, Phone No., Ext., Fax No. and Address

o Select “PROCEED” and validate the changes

o Select “PROCEED” when you are finished to display the “Billing Detail” screen

From the “Billing Detail” screen

o Validate the number of vehicle(s) for the supplement. This supplement affects every vehicle in the fleet.

o Waive fees by selecting the indicator next to the fee

o If the carrier requires a temporary authority, check the “TA required” indicator and adjust the number of days as required. Select the delivery type for the TA’s.

o Make selections about the invoice

§ Select the invoice report type from the drop down

§ Select how the invoice will be delivered from the “Electronic Delivery Type”

o Add comments as necessary about the supplement

o If additional changes to the fleet information are required, select the “Fleet” tab at the top of the screen and proceed as before

o Select “PROCEED” to calculate the fees.

o Cab Card fee of $ 3.00 is charged per vehicle.

o Once the fees are calculates/displayed, select “PROCEED” to create the TA(s), produce the invoice, and display the “Payment Details” screen. Invoice will indicate the amount of credit applied and net amount due

From the “Payment Details” screen

o Change the “Receipt Date” as necessary

o Waive fees by selecting the indicator next to the fee

o Select the delivery type for the Cab Cards

o If you want to display the invoice, select “Display Invoice”

o If you want to see hand calculations on any vehicle, select “Hand Calculation”

o To cancel the invoice/bill

§ Select “Billing” tab at the top of the screen to return to the “billing detail” screen

§ Select “Cancel Bill” to cancel the bill and make changes as required

o Select “PROCEED” to display the validation screen

o Select “PROCEED” from the validation screen to continue to “Payment Collection”.

From the “Payment Collection” screen

o Select payment type from the drop down

o Enter the payment amount

o Enter the reference number for the payment type

o Additional functionality

§ Overpayment will either be refunded or added to account credit

§ To make payments with more than one payment type

· Select “Add Payment Type” and enter the payment information

· To delete an added payment type, select the indicator next to the payment line, select “Delete Checked Payment”

o Select “PROCEED” to display the validation screen

o Select “PROCEED” from the validation screen to finalize the payment

Post payment processing

o Cab cards will be provided for every vehicle in the supplement if there are not outstanding document requirements.

Fleet–Change Carrier Type/ Commodity Class

Perform the following steps to process a “Change Carrier Type/Commodity Class” supplement:

From the IRP menu, select “Change Carrier Type/Commodity Class” from the supplement tab
From the Fleet Search screen, enter the following:

o Enter the client Id, and supplement effective date

o The supplement effective date is defaulted to the blank. The user can change the date based on business rules.

o Select “PROCEED” to display the “Fleet Details” Screen

“Fleet Detail” screen allows the following actions:

o The screen indicates the current values of the Fleet type and commodity class.

o The user should update them as needed by selecting the new type and commodity class from the drop down

· The following is the list of acceptable Commodity Class for each Fleet Type

Fleet Type	Commodity Class
Common Carrier	All, Exempt
Contract Carrier	All, Household goods, Passengers
For Hire Exempt	Exempt
For Hire Rental	All, Household goods, Passengers
For Hire	All
Private	All, Logs
Rental < 45 Days	All, Household goods, Passengers

o Select “PROCEED” and validate the changes

o Select “PROCEED” when you are finished to display the “Billing Detail” screen

From the “Billing Detail” screen

o Validate the number of vehicle(s) for the supplement. This supplement affects every vehicle in the fleet.

o Waive fees by selecting the indicator next to the fee

o Make selections about the invoice

§ Select the invoice report type from the drop down

§ Select how the invoice will be delivered from the “Electronic Delivery Type”

o Add comments as necessary about the supplement

o Select “PROCEED” to calculate the fees.

o Cab Card fee of $ 3.00 is charged per vehicle.

o Once the fees are calculated /displayed, select “PROCEED” to produce the invoice, and display the “Payment Details” screen. Invoice will indicate the amount of credit applied and net amount due

From the “Payment Details” screen

o Change the “Receipt Date” as necessary

o Waive fees by selecting the indicator next to the fee

o Select the Delivery Type for the cab cards from the drop down

o If you want to display the invoice, select “Display Invoice”

o If you want to see hand calculations on any vehicle, select “Hand Calculation”

o To cancel the invoice/bill

§ Select “Billing” tab at the top of the screen to return to the “billing detail” screen

§ Select “Cancel Bill” to cancel the bill and make changes as required

o Select “PROCEED” to display the validation screen

o Select “PROCEED” from the validation screen to continue to “Payment Collection”.

From the “Payment Collection” screen

o Select payment type from the drop down

o Enter the payment amount

o Enter the reference number for the payment type

o Additional functionality

§ Overpayment will either be refunded or added to account credit

§ To make payments with more than one payment type

· Select “Add Payment Type” and enter the payment information

· To delete an added payment type, select the indicator next to the payment line, select “Delete Checked Payment”

o Select “PROCEED” to display the validation screen

o Select “PROCEED” from the validation screen to finalize the payment

Post payment processing

o Cab cards will be provided for every vehicle in the supplement

Distance-Add Jurisdiction

The system will support the capability to add one or more jurisdictions during the registration year. This is generally due to the registrant expanding operations after initial fleet registration or renewal. On occasion, a jurisdiction must be added because it was inadvertently left out at initial registration or renewal by the registrant. Jurisdictions added to a fleet during the registration year are processed using the Add Jurisdiction supplement.

The new jurisdictions must also have declared weights as well as distance. The system will include the added jurisdictions into all of the weight groups and the weight will be initialized automatically to the maximum gross weight within each of the weight groups.

Perform the following steps to process an “Add Jurisdiction” supplement:

From the IRP menu Distance, select “Add Jurisdiction” from the supplement tab

From the Fleet Search screen, enter the following:

o Enter the client id and supplement effective date.

o The supplement effective date is defaulted to blank.

o Select “PROCEED” to display the “Distance Details” Screen

“Distance Details” screen allows the following actions:

o The user may change any jurisdiction that is currently designated as no travel intended or add a new jurisdiction.

§ To update an existing no travel intended, update the distance information and indicate if the distance is estimated or actual

· If they want to add that jurisdiction back, they must to do so with at least the number of actual distance traveled previously

§ To add a new jurisdiction

· Distance for added jurisdictions are entered as estimated, unless a registrant had actual distance previously

· Select the jurisdiction from the “jurisdiction list” or from the map

· Enter the distance and distance type

· Select “Add” to add to the spreadsheet

o Select “PROCEED” when you are finished to display the verification screen.

§ The system will determine if a carrier has included all the jurisdictions necessary to create a path to the base jurisdiction. If a path cannot be found for all jurisdictions, an error message will be displayed. An override option will be provided for users.

§ Jurisdictions highlighted in RED are being penalized and total over 100%. The system will display ‘over 100%’ information on the screen. The ‘over 100%’ field will contain the total percentage calculated in excess of a 100%.

o Select “PROCEED” when you are finished to continue to the “Weight Group Selection” screen

From the “Weight Group Selection” screen, the user can do the following,

o For add jurisdictions, the system has automatically set the max gross weight for each weight group for each jurisdiction added. The user can select any weight group to change the weight for the newly added jurisdictions.

Adjust the weight and select proceed to display the validation screen
Adjust all weight groups
When you are finished adjusting weight groups, select “DONE” from the weight group selection screen to display the “BILLING” screen

· From the “Billing Detail” screen

o Validate the number of vehicle(s) for the supplement

o If mileage needs to be reviewed or updated, select “Distance” tab at the top of the screen and proceed as before

o Adjust Fees - Waive fees by selecting the indicator next to the fee

o If the carrier requires a temporary authority, check the “TA required” indicator and adjust the number of days as required. Select the delivery type for the TA’s.

o Make selections about the invoice.

§ Select the invoice report type from the drop down.

§ Select how the invoice will be delivered from the “Electronic Delivery Type.”

o Add comments as necessary.

o Select “PROCEED” to calculate the fees, produce the invoice

o Cab Card fee of $ 3.00 is charged per vehicle.

o Once the fees are displayed and the supplement is invoiced, select “PROCEED” again to create the invoice, create the TA’s, and display the “Payment Details” screen. Invoice will indicate the amount of credit applied and net amount due

· From the “Payment Details” screen

o Change the “Receipt Date” as necessary

o Adjust Fees - Waive fees by selecting the indicator next to the fee

o Make selections regarding the delivery of the cab card

§ Select the Delivery Type from the drop down

o If you want to display the invoice, select “Display Invoice”

o If you want to see hand calculations on any vehicle, select “Hand Calculation”

o To cancel the invoice/bill

§ Select “Billing” tab at the top of the screen to return to the “billing detail” screen

§ Select “Cancel Bill” to cancel the bill and make changes as required

o Select “PROCEED” to display the validation screen

o Select “PROCEED” from the validation screen to continue to “Payment Collection”.

· From the “Payment Collection” screen

o Select payment type from the drop down

o Enter the payment amount

o Enter the reference number for the payment type

o Additional functionality

§ Overpayment will either be refunded or added to account credit

§ To make payments with more than one payment type

· Select “Add Payment Type” and enter the payment information

· To delete an added payment type, select the indicator next to the payment line, select “Delete Checked Payment”

o Select “PROCEED” to display the validation screen

o Select “PROCEED” from the validation screen to finalize the payment

· Post payment processing

o Cab cards will be provided for every vehicle in the fleet that does not have documents outstanding

Weight Group–Update Weight Group

The Change Weight Group supplement will provide a user with the ability to change declared weights for a particular fleet. This supplement will allow the user to record both a weight increase and decrease. The maximum gross weight for a weight group cannot be changed over the registration year – another weight group must be created. The weight for any jurisdiction may be changed over the registration year. Only one weight group may be modified per supplement.

Perform the following steps to process a “Change Weight Group Weight” supplement:

“Weight Group Selection Details” Screen

§ Change the weights for the jurisdictions

· The system will run a check to ensure the maximum combined gross weight does not exceed the maximum weight allowed in a specific jurisdiction. If it does, the system will automatically set the weight to the maximum allowed for the jurisdiction and will display an error message.

§ The system will verify if the declared weight for each jurisdiction is within or less than 10% tolerance of the Base jurisdiction’s weight.

§ Select “PROCEED” when you are finished to display the verification screen.

§ Select “PROCEED” when you are finished.

§ If you do not want to change any weight, select the “GoToWgtGroupSelection” button at the bottom of the screen.

§ Do the step above for each weight group you want to change.

§ When you are finished, select “Done” to go to the “Billing Details” screen.

· From the “Billing Detail” screen

o Validate the number of vehicle(s) for the supplement .

o If additional changes to the weight group are required, select “WtGroup” tab at the top of the screen and proceed as before

o Adjust Fees -Waive fees by selecting the indicator next to the fee

o Make selections about the invoice

§ Select the invoice report type from the drop down

§ Select how the invoice will be delivered from the “Electronic Delivery Type”

o Add comments as necessary about supplement

o Select “PROCEED” to calculate the fees.

o Cab Card fee of $ 3.00 is charged per vehicle.

o Once the fees are display, select “PROCEED” again to produce the invoice, and display the “Payment Details” screen. Invoice will indicate the amount of credit applied and net amount due

· From the “Payment Details” screen

o Adjust Fees -Waive fees by selecting the indicator next to the fee

o Select the Delivery Type for the cab cards from the drop down

o If you want to display the invoice, select “Display Invoice”

o If you want to see hand calculations on any vehicle, select “Hand Calculation”

o To cancel the invoice/bill

§ Select “Billing” tab at the top of the screen to return to the “billing detail” screen

§ Select “Cancel Bill” to cancel the bill and make changes as required

o Select “PROCEED” to display the validation screen

o Select “PROCEED” from the validation screen to continue to “Payment Collection”.

· From the “Payment Collection” screen

o Select payment type from the drop down

o Enter the payment amount

o Enter the reference number for the payment type

o Additional functionality

§ Overpayment will either be refunded or added to account credit

§ To make payments with more than one payment type

· Select “Add Payment Type” and enter the payment information

· To delete an added payment type, select the indicator next to the payment line, select “Delete Checked Payment”

o Select “PROCEED” to display the validation screen

o Select “PROCEED” from the validation screen to finalize the payment

· Post payment processing

o Cab cards will be provided for all the vehicles whose weight has changed as a result of the changed weights.

o When a registrant requests the weight increases from the less than 55,000 to 55,000 pounds or above, proof of payment of FHVUT (2290 document) must be submitted before a cab card is printed.

Vehicle-Add Vehicle

During the Fleet registration year a registrant will be able to register additional vehicles within IRP. A vehicle can be added to a fleet until the end of the current year. If the renewal of a fleet has been recorded on the system, a registrant will have an option to add a vehicle to the current year by initiating add vehicle supplement. Perform the following steps to process an “Add Vehicle Supplement”:

To copy another vehicle, perform the following steps:

Enter either the Unit number, VIN or title number of the vehicle to be copied
Press “Find” to populate the information for the new vehicle.
The following items describe the Iowa specific requirements for the Add Vehicle function.
Enter the following details for the vehicle:

Use the “Vehicle Details” screen to add each vehicle details like:

Unit number – enter 9 character Unit No.
VIN – enter the 17 character VIN for the vehicle

· Body Style – select the body style for the vehicle from the dropdown list

Year – the model year of the vehicle
Make – select from the drop down of valid values. There are different make available for Power Unit and Trailer Unit.
If the body style is a bus, enter the number of seats
Enter the number of axles and – combined axles
Enter the fuel type – Select from drop down any one of three fuels listed
Enter the unladen weight for vehicle which is being added.
Select the weight group number – the drop down list the valid weight groups for the fleet. Each weight group will have the declared gross vehicle weight displayed beside the weight group number. If the user needs to add a weight group, click the “Wgt Group” tab at the top of the screen and the Weight Group Selection Screen will be displayed.
Factory Price - The factory price of the vehicle is required information for the IRP fee computation. If a registrant does not provide the factory price, the system will try to retrieve the factory price from the factory price table. The table will be accessed with the vehicle year, axles, and body style.
Purchase Price of the vehicle
Fee Comp Ind – indicates the date to calculate the fees from

· Purchase Date - The system will accommodate the following business rules for the purchase date:

· Purchase date is entered on the first vehicle in the supplement and becomes the supplement effective date. Every vehicle in the same supplement has to have a purchase date in the same month.

· The purchase date can be current date or within the past 6 months. It cannot be any date in the future. Maximum number of calculated months is 18 months.

First Operated Date – the date the vehicle was first operated
Deal Date – the date of purchase from the dealer
Lease date – the date the lease is effective
Other date – any other date in reference to the vehicle transaction
Title State – Select from drop down list.
Title number – enter the title number for the vehicle
Personalize information – if checked enter the personalized plate to assign to the vehicle
Permanent Sticker – issue a permanent sticker – this may be checked and/or protected depending on the body style
Owner – enter the name of the owner
Private/Dealer

If vehicle was purchased from a dealer, the dealer name and state must be provided
If not purchased from a dealer, the current plate number, state and plate expiration date must be provided.

Back Fee

Select “BACK Fee” to populate the current registration information for a vehicle based on VIN. The weight and number of months not registered are required to calculate the registration fees for the time period the vehicle was not registered

County Plate

Enter the County plate and select “County Details” to display the weight and number of month credit for the county plate.

Several fields effect the fee calculations.

Utah Special Truck - If the Utah truck type is a cement pump, well boring unit or crane, the Utah special truck flag should be checked. The system will be defaulted to ‘N’.
MCO Flag - If the vehicle is a new vehicle, a copy of the manufacturer’s certificate of origin may be provided. The system will be defaulted to ‘N’.
Trailer indicator – if a straight truck pulls a trailer and the combined empty weight of a truck and a trailer is less than 16,000 pounds, the carrier must indicate a “Y”. The system will be defaulted to ‘N’.
Mileage indicator – the fee structure for CO is a two-tier schedule that is calculated according to the total national mileage traveled by each power unit.

If the vehicle travels 10,000 miles or less nationally, an ‘N’ is noted in the space provided on the Vehicle Schedule for each unit.

If the vehicle travels over 10,000 miles, no notation is required, as the default will use the over-10, 000 miles schedule.

The system will default this indicator to ‘Y’.

TA – to request a Temporary Authority (TEAR) select the box and designate the number of days. Number of days defaults to 60 days and allows the internal user to change as required
Documentation Requirements

Before credentials can be issued to a vehicle, the registrant must provide certain documents. Each document can be marked in one of the following ways:

· O - Outstanding

· C - Collected

· S - System Collected

· N - Not Required

“Safety Changes During Registration Year” - indicate if the carrier responsible for safety will change during the registration year. Have to select either ‘Y’ or ‘N’.
USDOT number – provide the USDOT of the carrier responsible for safety
TIN – provide the TIN of the carrier responsible for safety
Comment – enter comments as necessary

Select “PROCEED” to perform validations and from the validation screen, select “PROCEED” to save the vehicle information. Select “DONE” when all the vehicles have been entered and the Billing Detail screen will be displayed.

Vehicle-Add Vehicle by Transfer

Perform the following steps to process a “Add with Transfer Vehicle” supplement:

“Vehicle Detail” screen allows the following actions:

o If you need to add a Weight Group or would like to review the weight groups you should do this before you enter any vehicle information

§ Only new weight groups can be added. Existing weight groups can be viewed but cannot be changed.

§ To review or add a weight group, select the “WgtGroup” tab at the top of the screen.

§ Existing weight groups and their associated base jurisdiction and declared gross weight will be displayed.

· To view the detail per jurisdiction, select the weight group number from the list.

· Select “GoToWgtSelection” to return to the list

· To return to the “Vehicle Details” screen, select “Done”

§ To add a weight group, select “Add Wgt Grp”

· Enter the information and select “PROCEED” to validate

· Enter “PROCEED” from the validation screen to save

· System will display the “Vehicle Details” screen

o The vehicle detail screen captures all information about the new vehicle and some required information about the “old” vehicle.

§ Entering the “Old” vehicle information do the following

· The Unit No., VIN and PLATE controls contain the information for the vehicles currently registered to the account

· The user can select from the list or type either the Unit no, VIN or plate. Only one of the values should be entered.

· Then select “FIND” to display the remaining information about the old vehicle

· Verify the Deletion date, code and indicate if a new plate is required.

§ Enter the information for the new vehicle

· To copy an existing vehicle, enter either the Unit no., VIN or Title number and select “Find”. This will pre-populate vehicle detail screen with items like Make, Body Style, Fuel type etc. The user can then just enter the unique information for the vehicle

· All fields with a “*” are required fields

§ After the vehicle information is entered, select “PROCEED” to execute edits, and display the validation screen

§ Select “PROCEED” from the verification screen to save the vehicle

§ Follow the same procedure for all your vehicles

§ If you need to update vehicle information already added on this supplement, select “VEH LIST” at the bottom of the screen. Select the vehicle from the list and the information will be repopulated on the vehicle detail screen.

§ When all the vehicle are added, select “Done” to proceed to the “Billing Details” screen

From the “Billing Detail” screen

o Validate the number of vehicle for the supplement

o If a change to the vehicle(s) is required, select “Vehicle” tab at the top of the screen and proceed as before

o If changes to added weight group are required, select “WgtGroup” at the top of the screen and proceed as before. This tab is available only if fees have not been computed.

o Adjust Fees

§ Waive fees by selecting the indicator next to the fee

o If the carrier requires a temporary authority, check the “TA required” indicator and adjust the number of days as required.

o Select the delivery type for the TA’s >default to fax.

o Make selections about the invoice

§ Select the invoice report type from the drop down

§ Select how the invoice will be delivered from the “Electronic Delivery Type”

o Add comments as necessary about the transfer

o Select “PROCEED” to calculate the fees

o Once the fees have been calculated and reviewed, select “PROCEED” again to produce the invoice and TA’s if requested and display the “Payment Details” screen

From the “Payment Details” screen

o Change the “Receipt Date” as necessary

o Modify fees

§ Override fees by selecting the indicator next to the fee

o Select full or half year payment type

o Indicate if the payment will come from the reporting service escrow

o Make selections regarding the delivery of the cab card

§ Select the Delivery Type from the drop down

o If you want to display the invoice, select “Display Invoice”

o If you want to see hand calculations on any vehicle, select “Hand Calculation”

o To cancel the invoice/bill

§ Select “Billing” tab at the top of the screen to return to the “billing detail” screen

§ Select “Cancel Bill” to cancel the bill and make changes as required

o To update any vehicle information, select the “Vehicle” tab at the top of the screen

§ You can add additional vehicles from the Vehicle screen, or

§ Update existing vehicle information by selecting “VEH LIST” (bottom) which displays a list of vehicles. Select the one you want to update or view.

§ If any vehicle information is changed or additional vehicles are added, the invoice must be recalculated. Select “Done” displays the billing details for selecting “PROCEED” will recalculate the invoice.

o Select “PROCEED” to display the validation screen

o Select “PROCEED” from the validation screen to continue to “Payment Collection”.

From the “Payment Collection” screen

o Select payment type from the drop down

o Enter the payment amount

o Enter the reference number for the payment

o Additional functionality

§ Overpayment will either be refunded or added to account credit

§ To make payments with more than one payment type

· Select “Add Payment Type” and enter the payment information

· To delete an added payment type, select the indicator next to the payment line, select “Delete Checked Payment”

o Select “PROCEED” to display the validation screen

o Select “PROCEED” from the validation screen to finalize/post the payment

Post payment processing

o Plate will be issued as required

o Cab cards will be provided

o User will receive a message indicating the number of cab card requested and generated and the delivery method for the cab cards (i.e. Printed/Faxed/emailed)

o If cab cards are not issued

§ Check document requirements by selecting “Document – Update” menu item

§ Check to see if vehicle has a safety issue.

o The system will not issue credentials if document shortage has been encountered

Vehicle-Delete Vehicle

“Delete Vehicle Selection Details” screen allows the following actions:

Select the vehicle to be deleted. To select the vehicle do one of the following:

§ Click in the “Select” column next to the vehicle to be deleted from the list of active vehicles

§ or

§ Select a Unit number, VIN, or Plate number from the drop down lists

§ Once a vehicle is found the information will populate in the list for verification

§ Indicate if the plate is being returned. By selection ‘Y’, ‘N’ or ‘P’

§ Select the deletion reason from list.

§ Validate the deletion date and change if necessary. Its defaulted to current date.

§ Add a comment

§ Selecting “PROCEED” will display the selected vehicle in a validation screen and selecting “PROCEED” deletes the vehicles from the active vehicle list and allow the user to select other vehicle if required.

§ To “Undo” the delete, select the “Del Veh” button to display a list of vehicles deleted during this supplement.

· Select the vehicle you want to “undo” and the system will automatically display the vehicle information

· If you want to cancel the delete of this vehicle, select “CANCEL” at the bottom of the screen

§ From the deleted vehicle list, you can also update the deletion information

· Update the plate return indicator, delete reason, delete data and/or comment on any vehicle in the list

· Select “Update” to save the updated information

§ Select “Back” to return to the active vehicle list

§ When all the vehicles to be deleted have been selected, select “Done” to proceed to the “Billing Detail” screen

§ In Billing detail page after fees is calculated, and if Plate is not returned i.e ‘N’ than in that case ‘Replace Plate Fee’ of $ 5.00 is charged per vehicle.

Vehicle-Duplicate Cab card

Perform the following steps to process a “Duplicate Cab Card” supplement:

“Duplicate Cab Card Selection Details” screen allows the following actions:

o Indicate the vehicle(s) for the duplicate cab card by doing one of the following

§ Checking the check box next to the unit number for the vehicle

· The Next and Previous buttons are for paging through a vehicle list if the fleet has a large number of vehicles

§ or

§ Enter the Unit No, VIN or Plate number and select FIND

o Select “PROCEED” when you are finished to display a screen with the selected vehicles

§ Indicate if the fee is to be overridden by selecting the indicator

o Select “DONE” when you are finished to display the “Billing” screen

o To cancel a previous selected vehicle, select the “Veh List” button to display a list of vehicles processed during this supplement

· Select the vehicle you want to “cancel” from this supplement and the system will automatically display the vehicle information

· If you want to cancel this vehicle, select “CANCEL VEH” at the bottom of the screen

o To update a previous selected vehicle, select the “Veh List” button to display a list of vehicles processed during this supplement

· Update the information on the vehicle(s) as required

· Select “Update” and then “PROCEED” to save the updated information

From the “Billing Detail” screen

o Validate the number of vehicle(s) for the supplement

o To receive additional duplicate cab cards, select the “Vehicle” tab at the top of the screen and proceed as before

o Adjust Fees

§ Waive fees by selecting the indicator next to the fee

o If the carrier requires a temporary authority, check the “TA” required” indicator and adjust the number of days as required. Sixty days is default.

o Select the delivery method for the TA’s.

o Make selections about the invoice

§ Select the invoice report type from the drop down

§ Select how the invoice will be delivered from the “Electronic Delivery Type”

o Add comments as necessary about the renewal

o Select “PROCEED” to calculate the fees.

o Cab Card fee of $ 3.00 will be charged per vehicle.

o Once the fees are display, select “PROCEED” to create the TA’s, produce the invoice, and display the “Payment Details” screen.

From the “Payment Details” screen

o Waive fees by selecting the indicator next to the fee

o Select the “delivery type” for the cab cards

o If you want to display the invoice, select “Display Invoice”

o If you want to see hand calculations on any vehicle, select “Hand Calculation”

o To cancel the invoice/bill

§ Select “Billing” tab at the top of the screen to return to the “billing detail” screen

§ Select “Cancel Bill” to cancel the bill and make changes as required

o Select “PROCEED” to display the validation screen

o Select “PROCEED” from the validation screen to continue to “Payment Collection”.

From the “Payment Collection” screen

o Select payment type from the drop down

o Enter the payment amount

o Enter the reference number for the payment type

o Additional functionality

§ Overpayment will either be refunded or added to account credit

§ To make payments with more than one payment type

· Select “Add Payment Type” and enter the payment information

· To delete an added payment type, select the indicator next to the payment line, select “Delete Checked Payment”

o Select “PROCEED” to display the validation screen

o Select “PROCEED” from the validation screen to finalize the payment

Post payment processing

o Cab cards will be provided for every vehicle in the supplement depending on the document collection requirements.

Vehicle-Duplicate Plate

Perform the following steps to process a “Duplicate Plate” supplement:

“Duplicate Plate Vehicle Selection Details” screen allows the following actions:

o Indicate the vehicle(s) for the duplicate plate by doing one of the following

§ Checking the check box next to the unit number for the vehicle

· The Next and Previous buttons are for paging through a vehicle list if the fleet has a large number of vehicles

§ or

§ Enter the Unit No., VIN or Plate No. and click FIND button.

o Select “PROCEED” when you are finished to display a screen with the selected vehicles

§ Select the “Reason” for each vehicle from the drop down

§ Indicate if the fee is to be overridden by selecting the indicator

§ Indicate if a sticker is to be replaced-Dup plate should always get a sticker.

o Indicate if a plate/tag is to be replaced.

o Select “DONE” when you are finished to display the “Billing” screen

o To cancel a previous selected vehicle, select the “Veh List” button to display a list of vehicles processed during this supplement

· Select the vehicle you want to “cancel” from this supplement and the system will automatically display the vehicle information

· If you want to cancel this vehicle, select “CANCEL VEH” at the bottom of the screen

o To update a previous selected vehicle, select the “Veh List” button to display a list of vehicles processed during this supplement

· Update the information on the vehicle(s) as required

· Select “Update” and then “PROCEED” to save the updated information

From the “Billing Detail” screen

o Validate the number of vehicle(s) for the supplement

o To receive additional duplicate plates, select the “Vehicle” tab at the top of the screen and proceed as before

o Adjust Fees

§ Waive fees by selecting the indicator next to the fee

o If the carrier requires a temporary authority, check the “TA” required” indicator and adjust the number of days as required. Sixty days is default.

o Select the delivery method for the TA’s.

o Make selections about the invoice

§ Select the invoice report type from the drop down

§ Select how the invoice will be delivered from the “Electronic Delivery Type”

o Add comments as necessary about the renewal

o Select “PROCEED” to calculate the fees.

o Cab Card fee of $ 3 per vehicle, Replace Plate Fee of $ 5.00 per vehicle and Mailing fee will be charged under Admin Fee.

o Once the fees are display, select “PROCEED” to create the TA’s, produce the invoice, and display the “Payment Details” screen.

From the “Payment Details” screen

o Waive fees by selecting the indicator next to the fee

o Select the “delivery type” for the cab cards

o If you want to display the invoice, select “Display Invoice”

o If you want to see hand calculations on any vehicle, select “Hand Calculation”

o To cancel the invoice/bill

§ Select “Billing” tab at the top of the screen to return to the “billing detail” screen

§ Select “Cancel Bill” to cancel the bill and make changes as required

o Select “PROCEED” to display the validation screen

o Select “PROCEED” from the validation screen to continue to “Payment Collection”.

From the “Payment Collection” screen

o Select payment type from the drop down

o Enter the payment amount

o Enter the reference number for the payment type

o Additional functionality

§ Overpayment will either be refunded or added to account credit

§ To make payments with more than one payment type

· Select “Add Payment Type” and enter the payment information

· To delete an added payment type, select the indicator next to the payment line, select “Delete Checked Payment”

o Select “PROCEED” to display the validation screen

o Select “PROCEED” from the validation screen to finalize the payment

Post payment processing

o Cab cards will be provided for every vehicle in the supplement depending on the document collection requirements.

Vehicle-Duplicate Sticker

Perform the following steps to process a “Duplicate Sticker” supplement:

“Duplicate Sticker Vehicle Selection Details” screen allows the following actions:

o Indicate the vehicle(s) for the duplicate sticker by doing one of the following

§ Checking the check box next to the unit number for the vehicle

· The Next and Previous buttons are for paging through a vehicle list if the fleet has a large number of vehicles

§ or

§ Enter the Unit No, VIN or Plate No. and click FIND button.

o Select “PROCEED” when you are finished to display a screen with the selected vehicles

§ Enter the “Reason” for each vehicle from the drop down

§ Indicate if the fee is to be overridden by selecting the indicator

§ Indicate if a sticker is to be replaced

§ Indicate if a plate/tag is to be replaced

o Select “DONE” when you are finished to display the “Billing” screen

o To cancel a previous selected vehicle, select the “Veh List” button to display a list of vehicles processed during this supplement

· Select the vehicle you want to “cancel” from this supplement and the system will automatically display the vehicle information

· If you want to cancel this vehicle, select “CANCEL VEH” at the bottom of the screen

o To update a previous selected vehicle, select the “Veh List” button to display a list of vehicles processed during this supplement

· Update the information on the vehicle(s) as required

· Select “Update” and then “PROCEED” to save the updated information

From the “Billing Detail” screen

o Validate the number of vehicle(s) for the supplement

o To receive additional duplicate stickers, select the “Vehicle” tab at the top of the screen and proceed as before

o Adjust Fees

§ Waive fees by selecting the indicator next to the fee

o If the carrier requires a temporary authority, check the “TA” required” indicator and adjust the number of days as required. Sixty days is default.

o Select the delivery method for the TA’s.

o Make selections about the invoice

§ Select the invoice report type from the drop down

§ Select how the invoice will be delivered from the “Electronic Delivery Type”

o Add comments as necessary about the renewal

o Select “PROCEED” to calculate the fees.

o Cab Card fee of $ 3.00 is to be charged per vehicle.

o Once the fees are display, select “PROCEED” to create the TA’s, produce the invoice, and display the “Payment Details” screen.

From the “Payment Details” screen

o Change the “Receipt Date” as necessary

o Waive fees by selecting the indicator next to the fee

o Select the “delivery type” for the cab cards

o If you want to display the invoice, select “Display Invoice”

o If you want to see hand calculations on any vehicle, select “Hand Calculation”

o To cancel the invoice/bill

§ Select “Billing” tab at the top of the screen to return to the “billing detail” screen

§ Select “Cancel Bill” to cancel the bill and make changes as required

o Select “PROCEED” to display the validation screen

o Select “PROCEED” from the validation screen to continue to “Payment Collection”.

From the “Payment Collection” screen

o Select payment type from the drop down

o Enter the payment amount

o Enter the reference number for the payment type

o Additional functionality

§ Overpayment will either be refunded or added to account credit

§ To make payments with more than one payment type

· Select “Add Payment Type” and enter the payment information

· To delete an added payment type, select the indicator next to the payment line, select “Delete Checked Payment”

o Select “PROCEED” to display the validation screen

o Select “PROCEED” from the validation screen to finalize the payment

Post payment processing

o Cab cards will be provided for every vehicle in the supplement depending on the document collection requirements.

Vehicle-Amend Vehicle with Fee

Perform the following steps to process an “Amend Vehicle with Fee” supplement:

“Amend Vehicle Detail” screen allows the following actions:

Identify the vehicle to be changed by doing ONE of the following actions:

The unit no., VIN(s), and plate no. for the current fleet vehicles are in the drop down controls at the top of the screen under Amend Vehicle Details.
Select either the unit no., VIN or plate no. of the changing vehicle and clicked on Find button.
Once you have selected an item, the current vehicle information will be populated on the screen under Vehicle Details.
Once the vehicle information is populated to the screen, update the fields as required. If a VIN number needs to be corrected use the Error Correction Process

If you need to add a Weight Group or would like to review the weight groups you should do this before you enter any vehicle information

§ Only new weight groups can be added. Existing weight groups can be viewed but cannot be changed.

§ To review or add a weight group, select the “WtGroup” tab at the top of the screen.

§ Existing weight groups and their associated base jurisdiction and declared gross weight will be displayed.

· To view the detail per jurisdiction, select the weight group number from the list.

· Select “GoToWgtSelection” to return to the list

· To return to the “Vehicle Details” screen, select “Done”

§ To add a weight group, select “Add Wgt Grp”

· Enter the information and select “PROCEED” to validate

· Enter “PROCEED” from the validation screen to save

· System will display the “Vehicle Details” screen

The vehicle detail screen captures all information about the vehicle(s) that require a change

§ Select “PROCEED” to execute edits and display the validation screen

§ Select “PROCEED” from the verification screen to save the vehicle information

§ Follow the same procedure for the vehicles requiring a corrected cab card

§ If you need to update a previously updated vehicle, the select “Veh List” to display a vehicle selection list. Select the vehicle you need to update or review. Proceed as before.

§ If you need to delete a vehicle from the supplement, select “Veh List” to display a vehicle selection list. Select the vehicle you need to cancel. Once the vehicle is displayed, you may select “Cancel” to delete the vehicle from the supplement. Proceed as before.

§ When all the vehicle requiring change are processed, select “Done” to proceed to the “Billing Details” screen

From the “Billing Detail” screen

o Validate the number of vehicle for the supplement

o If a change to the vehicle(s) is required, select “Vehicle” tab at the top of the screen and proceed as before

o Adjust Fees

§ Waive fees by selecting the indicator next to the fee

o If the carrier requires a temporary authority, check the “TA required” indicator and adjust the number of days as required. Select the method of delivery for the TA.

o Make selections about the invoice

§ Select the invoice report type from the drop down

§ Select how the invoice will be delivered from the “Electronic Delivery Type”

o Add comments as necessary about the supplement

o Select “PROCEED” to calculate the fees.

o Cab Card fee of $ 3.00 will be charged per vehicle.

o Once the fees display select “PROCEED” again to produce the invoice, create the TA’s, and display the “Payment Details” screen

From the “Payment Details” screen

o Waive fees by selecting the indicator next to the fee

o Make selections regarding the delivery of the cab cards

§ Select the Delivery Type from the drop down

o If you want to display the invoice, select “Display Invoice”

o If you want to see hand calculations on any vehicle, select “Hand Calculation”

o To cancel the invoice/bill

§ Select “Billing” tab at the top of the screen to return to the “billing detail” screen

§ Select “Cancel Bill” to cancel the bill and make changes as required

o To update any vehicle information, select the “Vehicle” tab at the top of the screen

§ You can add additional vehicles to the supplement from the Vehicle screen, or

§ Update existing vehicle information by selecting “VEH LIST” (bottom) which displays a list of vehicles. Select the one you want to update or view.

o Select “PROCEED” to display the validation screen

o Select “PROCEED” from the validation screen to continue to “Payment Collection”

From the “Payment Collection” screen

o Select payment type from the drop down

o Enter the payment amount

o Enter the check/receipt number for the payment type

o Additional functionality

§ Overpayment will either be refunded or added to account credit

§ To make payments with more than one payment type

· Select “Add Payment Type” and enter the payment information

· To delete an added payment type, select the indicator next to the payment line, select “Delete Checked Payment”

o Select “PROCEED” to display the validation screen

o Select “PROCEED” from the validation screen to finalize the payment

Post payment processing

o Cab cards will be provided

o User will receive a message indicating the number of cab card requested and generated

o If cab card are not issue, proceed to “Document” menu selection to view required documentation before the cab card will be issue

Vehicle-Amend Vehicle without Fee

Identify the vehicle to be changed by doing ONE of the following actions:

The unit no., VIN(s), and plate no. for the current fleet vehicles are in the drop down controls at the top of the screen under Amend Vehicle Details.
Select either the unit no., VIN or plate no. of the changing vehicle and clicked on Find button.
Once you have selected an item, the current vehicle information will be populated on the screen under Vehicle Details.
Once the vehicle information is populated to the screen, update the fields as required.
Vehicle level fields that can be updated here are:

Unit No.

Owner

Title State

Title No.

Select “PROCEED” to execute edits and display the validation screen
Select “PROCEED” from the verification screen to save the vehicle information
If you need to update a previously updated vehicle, the select “Veh List” to display a vehicle selection list. Select the vehicle you need to update or review. Proceed as before.
If you need to delete a vehicle from the supplement, select “Veh List” to display a vehicle selection list. Select the vehicle you need to cancel. Once the vehicle is displayed, you may select “Cancel” to delete the vehicle from the supplement. Proceed as before.
When all the vehicle requiring change are processed, select “Done” to proceed to the “Billing Details” screen

From the “Billing Detail” screen

o Validate the number of vehicles for the supplement.

o If a change to the vehicle(s) is required, select “Vehicle” tab at the top of the screen and proceed as before.

o Adjust Fees

§ Waive fees by selecting the indicator next to the fee.

o If the carrier requires a temporary authority, check the “TA required” indicator and adjust the number of days as required. TA No. of days is defaulted to 60 Days. Select the method of delivery for the TA.

o Make selections about the invoice

§ Select the invoice report type from the drop down

§ Select how the invoice will be delivered from the “Electronic Delivery Type”

o Add comments as necessary about the supplement

o Select “PROCEED” to calculate the fees.

o Cab Card fee of $ 3.00 will be charged per vehicle amended.

o Once the fees display select “PROCEED” again to produce the invoice, create the TA’s, and display the “Payment Details” screen

From the “Payment Details” screen

o Waive fees by selecting the indicator next to the fee

o Make selections regarding the delivery of the cab cards

§ Select the Delivery Type from the drop down

o If you want to display the invoice, select “Display Invoice”

o If you want to see hand calculations on any vehicle, select “Hand Calculation”

o To cancel the invoice/bill

§ Select “Billing” tab at the top of the screen to return to the “billing detail” screen

§ Select “Cancel Bill” to cancel the bill and make changes as required

o To update any vehicle information, select the “Vehicle” tab at the top of the screen

§ You can add additional vehicles to the supplement from the Vehicle screen, or

§ Update existing vehicle information by selecting “VEH LIST” (bottom) which displays a list of vehicles. Select the one you want to update or view.

o Select “PROCEED” to display the validation screen

o Select “PROCEED” from the validation screen to continue to “Payment Collection”

From the “Payment Collection” screen

o Select payment type from the drop down

o Enter the payment amount

o Enter the check/receipt number for the payment type

o Additional functionality

§ Overpayment will either be refunded or added to account credit

§ To make payments with more than one payment type

· Select “Add Payment Type” and enter the payment information

· To delete an added payment type, select the indicator next to the payment line, select “Delete Checked Payment”

o Select “PROCEED” to display the validation screen

o Select “PROCEED” from the validation screen to finalize the payment

Post payment processing

o Cab cards will be provided

o User will receive a message indicating the number of cab card requested and generated

o If cab card are not issue, proceed to “Document” menu selection to view required documentation before the cab card will be issue

Vehicle-Fleet to Fleet Transfer

Perform the following steps to process a “Transfer Vehicle from Fleet to Fleet” supplement:

“From Fleet Vehicle Selection Details” screen allows the following actions:

o Enter the fleet number where the vehicle is currently registered – the “From Fleet” number

o Select “PROCEED” to receive a list of vehicles in the “From” fleet

o Select a vehicle to transfer by clicking on the vehicle once by clicking on Select link besides Unit No.

o The Fleet to Fleet transfer vehicle detail screen will display and be populated with the transferring vehicle information.

On the “Fleet to Fleet transfer vehicle detail” you can do the following:

o Update Unit No.

o Update Title No.

o Select the correct weight group

§ If you need to add a weight group, select the “WgtGroup” tab at the top of the screen and proceed to add the weight group.

o Update the registration details as required

o Update the documentation requirements tracking as required

o Select “PROCEED” to continue to the validation screen

o Select “PROCEED” from the validation screen to save the vehicle and proceed back to the “From Fleet Vehicle Selection Details” screen with message: XFF completed successfully

o Continue with the above steps until you have entered all the vehicles you are transferring

o When you are finished, click on “Done” to continue to the “Billing Details” screen

From the “Billing Detail” screen

o Validate the number of vehicle(s) for the supplement.

o Waive fees by selecting the indicator next to the fee

o If the carrier requires a temporary authority, check the “TA required”
indicator and select the number of days as required. Sixty days is default.

o Make selections about the invoice

§ Select the invoice report type from the drop down

§ Select how the invoice will be delivered from the “Electronic Delivery Type” drop down

o Add comments as necessary about the supplement

o If additional vehicle need to be transferred, select the “Vehicle” tab at the top of the screen and proceed as before

o Select “PROCEED” to calculate the fees, produce the invoice, and display the “Payment Details” screen. Invoice will indicate the amount of credit applied and net amount due.

o Transfer fee of $ 7.00 is charged per vehicle.

From the “Payment Details” screen

o Modify fees

§ Change the mailing fees by selecting the indicator and entering the number of vehicle to be charged

§ Override the penalty by selecting the indicator next to the fee

o Make selections regarding the delivery of the temporary authorities and cab card

§ Select the Delivery Type from the drop down

§ Select the mailing method

o If you want to display the invoice, select “Display Invoice”

o If you want to see hand calculations on any vehicle, select “Hand Calculation”

o To cancel the invoice/bill

§ Select “Billing” tab at the top of the screen to return to the “billing detail” screen

§ Select “Cancel Bill” to cancel the bill and make changes as required

o Select “PROCEED” to display the validation screen

o Select “PROCEED” from the validation screen to continue to “Payment Collection”.

From the “Payment Collection” screen

o Select payment type from the drop down

o Enter the payment amount

o Enter the check/receipt number for the payment type

o Additional functionality

§ Overpayment will either be refunded or added to account credit

§ To make payments with more than one payment type

· Select “Add Payment Type” and enter the payment information

· To delete an added payment type, select the indicator next to the payment line, select “Delete Checked Payment”

o Select “PROCEED” to display the validation screen

o Select “PROCEED” from the validation screen to finalize the payment

Post payment processing

o New plates will be assigned and a shipping document will be provided

o Cab cards will be provided for every vehicle in the supplement

o If Temporary Authority (TA) were requested they will also be provided for every vehicle in the supplement

Vehicle-Cancel Vehicle

To cancel a vehicle that has already been entered as part of this supplement, the user should follow these steps:

o Enter the Client Id, fleet no. and fleet expiration year and click on Proceed.

o To receive a list of vehicles in the fleet in Open and Active state.

o Select a vehicle to cancel by clicking on the vehicle once by clicking on Select link besides Unit No.

o The Cancel vehicle detail screen will display and will be populated with the cancel vehicle information.

o Click on ‘Cancel’ button to cancel vehicle from fleet.

o A pop up box appears with conformation Do you wish to proceed for cancellation ? Click on Ok for Yes and Cancel for No.

o If Ok selected it takes back to Cancel Vehicle search page with message: Cancellation successfully completed.

o If Back or Quit is clicked their respective functions will be performed.

Vehicle-VIN Correction

To correct a vehicle’s VIN that has already been entered as part of this supplement, the user should follow these steps:

o Enter the Client Id and click on Proceed.

o A list of vehicles in the fleet in Open and Active state.

o Select a vehicle to cancel by clicking on the vehicle once by clicking on Select link besides Unit No.

o VIN Correction screen will come.

o Now enter either VIN, Unit No. or Plate No. and click on Proceed

o Or

o Click on just Proceed

o Vehicle list appear below now click on Select link besides Unit No.

o It will take to VIN Correction- Vehicle Details.

o Vehicle Details will be pre-populated and all fields will be disabled except VIN.

o Update VIN as required.

o Click on Proceed, it will take to view and verification page.

o Click on Proceed button from view screen, it will bring back to VIN Correction screen.

o Continue with the above steps until you have corrected all the VIN.

If VIN Corrected needs to be Cancelled. Click on Cancel Vehicle button.

List of vehicle with Old and New VIN will appears.

Click on select it will take back to Vehicle view page, click on Cancel button to Cancel the changes done in VIN Correction.

When you are finished, click on “Done” to continue to the “Billing Details” screen

From the “Billing Detail” screen

o Validate the number of vehicle(s) for the supplement.

o Waive fees by selecting the indicator next to the fee

o If the carrier requires a temporary authority, check the “TA required”
indicator and select the number of days as required. Sixty days is default.

o Make selections about the invoice

§ Select the invoice report type from the drop down

§ Select how the invoice will be delivered from the “Electronic Delivery Type” drop down

o Add comments as necessary about the supplement

o If additional vehicle need to be transferred, select the “Vehicle” tab at the top of the screen and proceed as before

o Select “PROCEED” to calculate the fees, produce the invoice, and display the “Payment Details” screen. Invoice will indicate the amount of credit applied and net amount due.

o Cab Card of $ 3.00 is charged per vehicle.

From the “Payment Details” screen

o Modify fees

§ Change the mailing fees by selecting the indicator and entering the number of vehicle to be charged

§ Override the penalty by selecting the indicator next to the fee

o Make selections regarding the delivery of the temporary authorities and cab card

§ Select the Delivery Type from the drop down

§ Select the mailing method

o If you want to display the invoice, select “Display Invoice”

o If you want to see hand calculations on any vehicle, select “Hand Calculation”

o To cancel the invoice/bill

§ Select “Billing” tab at the top of the screen to return to the “billing detail” screen

§ Select “Cancel Bill” to cancel the bill and make changes as required

o Select “PROCEED” to display the validation screen

o Select “PROCEED” from the validation screen to continue to “Payment Collection”.

From the “Payment Collection” screen

o Select payment type from the drop down

o Enter the payment amount

o Enter the check/receipt number for the payment type

o Additional functionality

§ Overpayment will either be refunded or added to account credit

§ To make payments with more than one payment type

· Select “Add Payment Type” and enter the payment information

· To delete an added payment type, select the indicator next to the payment line, select “Delete Checked Payment”

o Select “PROCEED” to display the validation screen

o Select “PROCEED” from the validation screen to finalize the payment

Post payment processing

o New plates will be assigned and a shipping document will be provided

o Cab cards will be provided for every vehicle in the supplement

o If Temporary Authority (TA) were requested they will also be provided for every vehicle in the supplement

Cancel Payment

To cancel a payment that has already been done, the user should follow these steps:

o Enter the Client Id, fleet no. and fleet expiration year and click on Proceed.

o To receive a list of vehicles in the fleet in Paid/ Closed state.

o Select a vehicle to cancel by clicking on the vehicle once by clicking on Select link besides Supplement No.

o The payment detail screen will display for supplement and fleet selected and will be populated with the payment detail information.

o Click on ‘Cancel Payment’ button to cancel payment from fleet.

o A pop up box appears with conformation ‘Do you wish to proceed for cancellation’ ? Click on Ok for Yes and Cancel for No.

o If Ok selected it takes to IRP level with message: Cancellation successfully completed.

o If Back or Quit is clicked their respective functions will be performed.

Buttons:

Proceed- Goes to IRP Payment Details view page. When clicked on Proceed from there it goes to Payment Collection page.

Quit- Will stop processing on this supplement and will have to use the “Work In Progress” feature to continue processing.

Refresh – Will refresh the data entered.

Help – Will open this file.

Show Hand log- Will open Hand Calculation details.

Display TA – Will generate TA.

Business Name Change

When the TIN, USDOT NO. or Business names are changed, the MCS system will generate a : Change Business Name” supplement on the active IRP fleets since a new credentials will be required. The user can then proceed to “Work in Progress” and finish processing the “Change Business Name” supplement to issue a new CAB Card with changes.

To begin the Change Business Name supplement, the user should do the following steps

Select “Client Update” from the Enterprise Client menu
Enter the client ID and click on Proceed
Change or Update Business Name, TIN or USDOT No.
Select “Proceed” to view verification screen. Will find message there stating ‘You cant revert this changes, Are you sure you want to Proceed’.
Click on Proceed and there will get message that: Change Business Name for IRP and Change Carrier Name for IFTA created Client ID :

Come to IRP level, select WIP tab and enter the Client ID for which data was updated and click on ‘Proceed’.

List of fleets for which SFN supplements got created gets listed which are all in Open state.

Click on Select besides Supplement No. to display Change Business Name – Fleet Details page.

Change Business Name–Fleet Details

The fleet information will be pre-populated with the information from the previous year. None of the fields can be changed:

Client ID
Fleet No.

Fleet Type
Commodity Class
Fleet status
Fleet Effective Date-will be defaulted to current date.
Fleet Expiry Date- will be defaulted to last day of the year.
Doing Business As (DBA)
Contact Name
Email Id
Phone number and extension
Fax number
IFTA Miles flag
Wyoming Indicator
Place of Business address
Mailing Address
Shipping Address
Comments

The following information will be updated based on the client update and cannot be changed:

Client Name
TIN
USDOT No.

Click on ‘PROCEED” to display Fleet Validation screen.

Select “PROCEED” to proceed to “Billing Detail” page for Business Name Change supplement.

Buttons:

Proceed- Goes to Fleet validation. When clicked on Proceed from there it goes to Billing detail page.

Quit- Will stop processing on this supplement and will have to use the “Work In Progress” feature to continue processing.

Refresh – Will refresh the data entered.

Cancel – Will cancel the supplement.

Help – Will open this file.

Change Business Name-Billing Process

Got message: Fleet has been updated.

This screen allows the user to override certain fees if required. The user overrides fees by “checking” the indicator next to the fee.

The delivery type for the Invoice Report can be selected.

The system calculates the Admin fees

There are three choices for the type of invoice report you can generate:

· Fees for Unit (default)

· Fees by Jurisdiction

· Fees for Unit by Jurisdiction

There are 4 choices for the delivery type of the invoice:

· PRINT

· FAX (default)

· EMAIL

· View - PDF format.

The “Comment” field allows the user to add any comments regarding the supplement.

The billing invoice will list all missing documentation. No credentials will be generated until all documentation is marked received in the system.

The user should select “PROCEED” and the system will calculated the fees.

Cab Card fee of $ 3.00 for SFN supplement.

Once the fees are verified, the user can select “PROCEED” again to produce the invoice as required.

Once the fees have been calculated and the invoice generated the user may choose to:

Click the QUIT button to stop processing on this supplement and use the “Work In Progress” feature to continue processing this invoice
Click the PROCEED button to go to the Payment details screen.
Click the “Cancel Bill” to cancel the invoice and change information as necessary.

Change Business Name-Payment and Credentials

From the Payment Detail Screen the following actions can be taken:

Change mailing fees by indicating the number of vehicles to override charges for
Waive penalty fees by clicking the check box next to the fee
Select the payment type of either “Full Year Payment” or “Half Year Payment”. The availability of the option is dependent on the carrier and the supplement type.
Designate how the cab card will be delivered

Select delivery type from drop down

“Display Invoice” – user can see a copy of the invoice
“Hand Calculation” – user can see a display of how the fees were calculated per jurisdiction per vehicle
Select “PROCEED” and verify values and select “PROCEED” to make the payment

Change Business Name-Payment Collection

The user posts payments from the Payment Collection Screen. Transaction information is displayed at the top including the client information and total amount due.

Perform the following step to post a payment

Select the payment type from the drop down
Enter and validate the amount of the payment
Enter the check/ receipt number associated with the payment

· If more than one payment type is required

Select “Add Payment Type” and enter the information as required for that payment type

To delete a payment type

Select the line to be deleted by checking the check box at the end of the payment line
Click the “Delete Checked Payment” button and that payment type will be deleted.

Overpayment – if an overpayment is posted, the overpayment amount will be added to the carriers Escrow Account (Credit). The user may click the “Refund” button to generate a refund check through refund processing.
Underpayment – if the amount of the payments being made is less than the total amount due, the entire amount will be placed in the carriers Escrow Account.

Click “PROCEED” and the verification screen will be displayed. Validate the information and confirm any messages. Click “Proceed” to post the payment.

Change Business Name-Post(After)Payment Processing

Once payment has been made, the system will do the following:

If any vehicle has outstanding documentation requirements, a Document Tracking Notice will be generated detailing the required documents to complete the transaction.

Once documentation is received, the user should use the “Document” menu option to update the documentation received.

For every vehicle not requiring any additional documentation:

Cab card will be provided.

Reinstatement

Reinstatement year will be for the years the carrier did not travel. The supplement is not valid for the current year.

Perform the following steps to process a “Reinstatement” supplement:

First the fleet must be made active

o Select Fleet – Update from the IRP menu

o Enter the account, fleet number, and the last registration year for the account

o Select “PROCEED” to display the current fleet information

o Update the status to “Active”

o Select “PROCEED” to validate

o Select “PROCEED” to save the changes

From the IRP menu, select “Reinstatement” from the supplement tab
From the Fleet Search screen, enter the following:

o Enter the client id, fleet no., and fleet expiration year for the account

o Select “PROCEED” to display the “Distance Details” screen

§ All the carrier’s jurisdictions from the previous registration year will display and all will be set to no travel intended i.e. ‘N’ under type.

o Select “PROCEED” from the distance details screen to proceed to the “Billing Details” screen

From the “Billing Detail” screen

o No fees will be charged

o Select “PROCEED” to finish the reinstatement process for the account, fleet and registration year.

o The reinstatement supplement will be closed

Repeat this process for every year except the year you are performing the renewal for the carrier.

Enterprise Level

New Enterprise Client

Before an IFTA/ IRP fleet can be established, the carrier must have an existing Enterprise Client. The Enterprise client provides a common customer number and interface ensuring the MCS system will provide cross system inquiries and edits between IRP and IFTA. The user will select the New Client Function from the Client drop down menu item to create a new Client record.

After selecting the Create New Client function the “Insert Enterprise Client” Screen will be displayed to gather some basic information about the Client including the TIN and USDOT if available. The user will select “Proceed” and the MCS system will check for a duplicate carrier in the system and provide appropriate error messages.

The user will enter the following information:

· TIN – Mandatory and is pre-populated from “Insert Enterprise Client” The TIN is for the IFTA fleet and IRP fleet(s) must be the same.

· USDOT No. – Optional – If provided must be unique number.

· Client Status – New clients will always have an Active status.

· Old IRP Account number – Used for reference to the legacy IRP system.

· Business name - This is a mandatory field and will be used by IFTA and IRP for the licensee and client name.

· Business Contact name - This is an optional field for the contact name for the business.

· Business Phone number – optional – phone number for the business

· Business Fax number – optional – fax number for the business

· E-filer - An indicator if the carrier will receive email and renewal notifications by email rather than through the mail.

· Email Id - This is an optional field used to store the email address for the business. This field is mandatory if e-filer is checked.

· Reporting Service – This is optional. If the customer has a reporting service provider the appropriate id must be selected from the drop down. This information is used to determine who will have access to the account for processing supplements and tax returns for the carrier.

· Escrow allowed Indicator - Iowa is allowing some carriers the ability to have an escrow account. If this is not allowed, the MCS application will not allow deposits into the escrow account or refund posted to the escrow.

· Refund to escrow Indicator - This indicates that the carrier’s refund will go to an escrow account rather than the refund process.

· Place of Business address – Its Mandatory. Each client must have a place of business address. The jurisdiction/state must be in Iowa, South Dakota, Minnesota, Missouri, Nebraska or Illinois. If state other than Iowa, the user must select an Iowa county from the drop down list. All addresses will have street 1 address. If the state of Iowa is selected, the MCS will validate the zip, city and county combination.

· Mailing address – This is optional. The mailing address is accessed by clicking on the tab. The MCS system. Mailing address can be in a state other than Iowa. If the state of Iowa is selected, the MCS system will validate the zip and city.

· Comments - The user can entered comments about the Enterprise Client. These comments are not updateable or viewable by the WEB users.

Once the mandatory information is entered for the Client, the user will select “Proceed” button. The validation screen will display for the users review.

From the validation screen, the user can select “Proceed” to finalize the creation of the Enterprise client.

If information needs to be corrected, the user can select “Back”, make the required changes and proceed again.

Once “Proceed” is selected from the validation screen, the client information will be stored and a message on the Enterprise main Menu Screen will provide the new Client ID number along with TIN that was entered. New Client generated with Client ID :xxxxx for TIN :xxxxxxxxx

Update Enterprise Client

The user will select the Update Client Function from the Client drop down menu item to update an existing Client record and the Search Screen will be displayed. The user will providing any one of the following fields on the search screen:

Tax ID number ( TIN ),
USDOT number,
Business Name or
Client ID

If the carrier name is provided and more than one customer exists matching the name, a selection list will be provided

When a specific customer is selected for update, the user selects “Proceed” to display the client update screen with the existing client information pre-populated on the Enterprise Client screen.

The user may update the information as necessary. Whenever any information is changed on the Enterprise Client, the previous information history is kept. The user can perform inquiries on history records using the Inquiry function.

When information is changed at the client level, it is important to note that changes will not necessarily be automatically made at the IFTA/IRP level. The reason for this is that for some types of field changes credentials must be reissued and fees may be charged. For these types of field changes the system will utilize supplement processing to execute the changes. When the Tax ID or business names are changed, the MCS system will generate a :Change Fleet” and ‘Change Business Name” supplement on the most recent IFTA/IRP fleet since a new credentials will be required. The user can then proceed to “Work in Progress” and finish processing the “Change Fleet” or “Change Business Name” supplement to issue a new credentials with the appropriate changes.

All the fields gets pre-populated on the Enterprise Client that may be updated:

· TIN - Pre-populate what was entered, can be changed.

· USDOT No. - Pre-populate what was entered, can be changed.

· Client Status – Can select from drop down.

· Old IRP Account number

· Business name – Pre-populate what was entered, can be changed.

· Contact name - This is an optional field for the contact name for the business.

· Phone number – optional

· Fax number – optional

· E-filer - An indicator

· Email Id - This field is mandatory if e-filer is checked.

· Reporting Service – This is optional. Appropriate id must be selected from the drop down.

· Escrow allowed – An Indicator

· Refund to escrow – An Indicator

· Place of Business address – Mandatory field.

· Mailing address – This is optional.

· Comments - The user can entered comments about the Enterprise Client. These comments are not updateable or viewable by the WEB users.

Additional fields kept on the Update Enterprise Client that may be updated are:

· IFTA penalty overrides.

§ The MCS system will store the year and quarter of the last overridden penalty for easy reference by internal users. This field is only updateable by the system.

· IRP penalty overrides.

§ The MCS system will store information about the supplement and year of the last overridden penalty in IRP. This field is only updateable by the system.

· Bankruptcy – An Indicator.
Information including start and end date and an indicator if the carrier has come out from under bankruptcy protection. These fields are updatable by the users and will affect the suspension process for IFTA.

· Bankruptcy Start Date – Mandatory field if Bankruptcy is selected.

· Bankruptcy End Date – Mandatory field if Bankruptcy is selected.

§ When a carrier files bankruptcy, they notify Iowa of the petition for bankruptcy. The MCS system will provide a date field for entry of the bankruptcy date. This date can be changed if necessary either when the bankruptcy is finalized or is dropped. For IFTA, the bankruptcy indication affects processing of the non-filer and suspension notices. Payments for the IFTA quarterly tax return originals, amendments and audits can be accepted. Appeals will be tracked on the IRP supplement or IFTA tax return quarter level.

· Contact Supervisor – An Indicator

· Bad Check – An indicator.

§ Some customers over time may have problems with non-sufficient checks. The MCS system will provide the ability to indicate at the Enterprise Client level.

§ Bad Check indicator checked means NO processing will be allowed due to an “outstanding” bad check OR prosecution is in process or being contemplated. Regardless, no processing should be allowed if this is checked

If just a DATE is in the Bad Check date field it means processing can continue but invoice should print Guaranteed Funds Required and payment type accepted should prohibit another check while there is a date in this field. A date without the indicator checked means they have paid the previous bad check and are now on guaranteed funds for 1 year from that date.

Bad check last Date – Mandatory field if Bad Check is selected.

§ There will be a batch job that will look at the dates and remove the indicator when a year has passed since the bad check date. At the discretion of Iowa management, the Bad Check indicator may be set to indicate a “permanent” flag for carrier with multiple offenses.

Once the mandatory information is entered for the Client, the user will select “Proceed” button. The validation screen will display for the users review. From there if user clicks on ‘Proceed’. Client gets updated and with message that: Client xxxx was updated successfully.

New Reporting Service Provider

The user will select the New Reporting Service Provider from the Client drop down menu item to create new reporting service provider and the Insert Reporting Service Provider Client will be displayed. The user will providing any one of the following fields on the screen:

Tax ID number ( TIN ),
USDOT number,

The user will select “Proceed” and the MCS system will take to ‘Client Details’.

The user will enter the following information:

· TIN – Mandatory and is pre-populated from “Insert Reporting Service Provider” The TIN is for the IFTA fleet and IRP fleet(s) must be the same.

· USDOT No. – Optional – if provided must be unique number

· Client Status – will be disabled and will always be Active status.

· Old IRP Account number – Optional field.

· Business name - This is a mandatory field and will be used by IFTA and IRP for the Reporting Service Provider.

· Contact name - This is an optional field for the contact name for the business.

· Phone number – optional – phone number for the business

· Fax number – optional – fax number for the business

· E-filer - An optional indicator if the carrier will receive email and renewal notifications by email rather than through the mail.

· Email Id - This field is used to store the email address for the business. This field is mandatory if e-filer is checked.

· Reporting Service – This is disabled.

· Escrow allowed Indicator – Optional. Iowa is allowing some carriers the ability to have an escrow account.

· Refund to escrow Indicator – This gets enabled if escrow allowed indicator is selected. This indicates that the carrier’s refund will go to an escrow account rather than the refund process.

· Place of Business address – Mandatory field. Each carrier must have a place of business address. All addresses will have street 1 (mandatory) address. If the state of Iowa is selected, the MCS will validate the zip, city and country combination.

· Comments - The user can entered comments about the Enterprise Client. These comments are not updateable or viewable by the WEB users.

Once the mandatory information is entered for the Client, the user will select “Proceed” button. The validation screen will display for the users review.

From the validation screen, the user can select “Proceed” to finalize the creation of the New Reporting Service Provider.

If information needs to be corrected, the user can select “Back”, make the required changes and proceed again.

Client Inquiry-Client Search Page

You may enter Client ID, TIN, USDOT No. or client name or combination of multiple fields to look for an client detail, followed by Proceed button.

System will fetch & display client information based on your search criteria.

If no related account information is found, it will display “No records found for your search criteria” message

If only partial client name is given, system will fetch & display a list of all accounts starting with given string. You will find to links ‘Select’ with each fetched records.

Select

Client ID

TIN

Client Name

App. Type

Click Select – it will display tree on left side, you may click on available links, and relevant information will be displayed on pop up window. After viewing, you can close the window or go back to IRP menu by clicking ‘Back” and “Quit” button respectively.

Account–Inquiry-Client Search Page

You may enter Client ID, TIN, and USDOT No. , Client Name or Zip Code or combination of multiple fields to look for an account detail, followed by ‘Proceed’ button.

System will fetch & display account information based on your search criteria.

If no related account information is found, it will display “No Records Found” message

If only partial client name is given, system will fetch & display a list of all accounts starting with given string. You will find to links ‘Select’ & ‘View” with each fetched records.

Select

Client ID

Client Name

View

Click Select – it will display tree on left side, you may click on available links, and relevant information will be displayed on pop up window.

Click View – to view account details. First time it will display ‘Add to Favorite’ button, by clicking it , you can add this account in “Favorite “

In Inquiry it also display two more fields “Last Updated Uid” and “Last Updated Time Stamp”

After viewing, you can close the window or go back to IRP menu by clicking “Back” and “Quit” button respectively.

Fleet Inquiry–Account Search Page

System will display screen with following fields, and you may enter either one of them or combination.

Client ID, Fleet No., Fleet Expiration Year, TIN, Registrant Name, USDOT No, Do Business As, Zip Code.

Enter one or more fields to enable system to find out fleet/s on basis of information entered. It may be noted that at least one field must be entered. Partial string can be given for Registrant Name and Do Business As (system will search fleet records starting with given string)

Select

Client ID

Fleet No.

Fleet Exp. Year

Registrant Name

View

System will display a list of fleets matching with your search criteria. You will find to links ‘Select’ & ‘View” with each fetched records.

Click Select – it will display tree on left side, you may click on available links, and relevant information will be displayed on pop up window.

Click View – to view fleet details. First time it will display ‘Add to Favorite’ button, by clicking it, you can add this fleet in “Favorite “

After viewing, you can close the window or go back to IRP menu by clicking ‘Back” and “Quit” button respectively.

Distance Inquiry–Fleet Search

System will display screen with following fields, and you may enter either one of them or combination.

Client ID, Fleet No., Fleet Expiration Year, TIN, Registrant Name, USDOT No.

Enter one or more fields to enable system to find out fleet/s on basis of information entered. It may be noted that at least one field must be entered. Partial string can be given for Registrant Name (system will search fleet records starting with given string )

Select

Client ID

Fleet No.

Fleet Exp. Year

Registrant Name

View

System will display a list of fleets matching with your search criteria. You will find to links ‘Select’ & ‘View” with each fetched records.

Click Select – it will display tree on left side, you may click on available links, and relevant information will be displayed on pop up window.

Click View – to view distance details. It will display ‘Back’ and ‘Close’ button.

After viewing, you can close the window or go back to IRP menu by clicking ‘Back” and “Close” button respectively.

Weight Group Inquiry

System will display screen with following fields, and you may enter either one of them or combination.

Client ID, Fleet No., Fleet Expiration Year, WgtGroupNo, TIN, Registrant Name, USDOT No.

Enter one or more fields to enable system to find out fleets on basis of information entered. It may be noted that at least one field must be entered. Partial string can be given for Registrant Name (system will search fleet records starting with given string)

Select

Client ID

Fleet No.

Effective from

Weight Group No.

TIN

Registrant Name

USDOT No.

No. of Active Vehicles

View

System will display a list of fleets matching with your search criteria. You will find to links ‘Select’ & ‘View” with each fetched records.

Click Select – it will display tree on left side, you may click on available links, relevant information will be displayed on pop up window.

Click View – to view weight group details. It will display ‘Back’ and ‘Add to Favorite’ button by clicking it , you can add this fleet in “Favorite”.

After viewing, you can close the window or go back to IRP menu by clicking ‘Back” and “Close” button respectively.

Vehicle Inquiry–Fleet Search

System will display screen with following fields, and you may enter either one of them or combination.

Client ID , Fleet No., Fleet Expiration Year , Plate, VIN , Title No., Unit No., Vehicle Status- Select from drop down Active or Deleted, USDOT No.

Enter one or more fields to enable system to find out fleet/s on basis of information entered. It may be noted that at least one field must be entered. If entered search criteria fetches too many records it gives warning: Too many records to be returned for given criteria. Please narrow down search criteria.

Select

Client ID

Fleet No.

Fleet Expiration Year

VIN

Unit No.

Plate

Title No.

Status

View

System will display a list of fleets matching with your search criteria. You will find to links ‘Select’ & ‘View” with each fetched records.

Click Select – it will display tree on left side, you may click on available links, relevant information will be displayed on pop up window.

Click View – to view vehicle details. First time it will display ‘Add to Favorite’ button, by clicking it , you can add this fleet in “Favorite “

After viewing, you can close the window or go back to IRP menu by clicking ‘Back” and “Quit” button respectively.

Vehicle Transaction Inquiry – Fleet Search

System will display screen with following fields, and you may enter either one of them or combination.

Client ID , Fleet No., Fleet Expiration Year , Supplement No., Plate, VIN, Title No., Weight Group, Unit No.

Select

Client ID

Fleet No.

Fleet Expiration Year

VIN

Unit No.

Supp No.

Supp Status

Supp Type

View

System will display a list of fleets matching with your search criteria. You will find to links ‘Select’ & ‘View” with each fetched records.

Click Select – it will display tree on left side, you may click on available links, relevant information will be displayed on pop up window.

Click View – to view vehicle details. First time it will display ‘Add to Favorite’ button, by clicking it , you can add this fleet in “Favorite “

After viewing, you can close the window or go back to IRP menu by clicking ‘Back” and “Quit” button respectively.

USDOT Vehicle Inquiry–Fleet Search

System will display screen with following fields, and you have to enter USDOT No. and Vehicle status or all three combination.

Vehicle Status ( Active or Deleted ), USDOT No., Fleet Expiration Year

It may be noted that at least two fields must be entered. If entered search criteria fetches no records it gives warning: No Records Found.

Select

Client ID

Fleet No.

Fleet Expiration Year

VIN

Unit No.

Plate

Title No.

Status

View

System will display a list of fleets matching with your search criteria. You will find to links ‘Select’ & ‘View” with each fetched records.

Click Select – it will display tree on left side, you may click on available links, relevant information will be displayed on pop up window.

Click View – to view vehicle details. First time it will display ‘Add to Favorite’ button, by clicking it , you can add this fleet in “Favorite “

After viewing, you can close the window or go back to IRP menu by clicking ‘Back” and “Close” button respectively.

TA Inquiry

System will display screen with following fields, and you have to enter Client ID. and all or any one combination.

Client Id, Fleet No., Fleet Expiration Year, VIN, Unit No., Supplement No., Plate

It may be noted that Client ID or combination of any other fields must be entered. If entered search criteria fetches no records it gives warning: No Records Found.

Client ID

Fleet No.

Fleet Expiration Year

Supp No.

VIN

Unit No.

Plate

View

System will display a list of fleets matching with your search criteria. You will find to links “View” with each fetched records.

Click View – to view TA Inquiry View Page. After viewing, you can close the window or go back to IRP menu by clicking ‘Back” and “Close” button respectively.

Vehicle Maintenance–Fleet Search

System will display screen with following fields, and you may enter either one of them or combination.

Client ID , Fleet No., Fleet Expiration Year , Plate, VIN, Title No., Unit No., Vehicle Status ( Active/Deleted ), USDOT No.

It may be noted that at least one fields must be entered. If entered search criteria fetches no records it gives warning: No Records Found.

Select

Client ID

Fleet No.

Fleet Expiration Year

VIN

Unit No.

Plate

Title No.

Status

View

System will display a list of fleets matching with your search criteria. You will find to links ‘Select’ & ‘View” with each fetched records.

Click Select – it will display tree on left side, you may click on available links, relevant information will be displayed on pop up window.

Click View – to view vehicle details. After viewing, you can close the window or go back to IRP menu by clicking “Done”, “Back” and “Close” button respectively.

Vehicle status can be changed from Change Vehicle Status : Active Registration to Suspended. And click on ‘Done’ to make these changes. Accordingly Registration Status Code : will change from ACT to SUP

Vehicle Cab Card Fail Inquiry

System will display screen with following fields, and you may enter either one of them or combination.

Client ID , Fleet No., Fleet Expiration Year , Supplement No., Cab Card Error Code ( drop down )

It may be noted that at least one fields must be entered. If entered search criteria fetches no records it gives warning: No Records Found.

Client Id

Fleet No.

Fleet Expiration Year

Supp No.

Cab Card Error Code

View

System will display a list of fleets matching with your search criteria. You will find to links ‘View” with each fetched records.

Click View – to view vehicle details. After viewing, you can close the window or go back to IRP menu by clicking “Back” and “Close” button respectively.

Supplement Inquiry–Fleet Search

System will display screen with following fields, and you may enter either one of them or combination.

Client ID , Fleet No., Fleet Expiration Year , Supplement No., Invoice No., TIN, USDOT No.

It may be noted that at least one fields must be entered. If entered search criteria fetches no records it gives warning: No Records Found.

Select

Client ID

Supplement No.

Supplement Type

Supplement Status

Fleet No.

Fleet Expiration Year

View

System will display a list of fleets matching with your search criteria. You will find to links ‘Select’ & ‘View” with each fetched records.

Click Select – it will display tree on left side, you may click on available links, relevant information will be displayed on pop up window.

Click View – to view supplement details along with Payment Details. After viewing, you can close the window or go back to IRP menu by clicking “Back” and “Close” button respectively.

Weight Group Supplement Base Inquiry

System will display screen with following fields, and you may enter either one of them or combination.

Client ID , Fleet No., Fleet Expiration Year , Supplement No., WgtGroup No.

It may be noted that at least one fields must be entered. If entered search criteria fetches no records it gives warning: No Records Found.

Select

Client ID

Fleet No.

Effective From

Supp. No.

WgtGroup No.

View

System will display a list of fleets matching with your search criteria. You will find to links ‘Select’ & ‘View” with each fetched records.

Click Select – it will display tree on left side, you may click on available links, relevant information will be displayed on pop up window.

Click View – to view weight group details along with list of jurisdictions and weights. It will display ‘Back’ and ‘Add to Favorite’ button by clicking it , you can add this fleet in “Favorite”.

After viewing, you can close the window or go back to IRP menu by clicking ‘Back” and “Close” button respectively.

Fees Schedule Inquiry

System will display screen with following fields, and you may enter either one of them or combination.

Irp Fee Type, Veh Type, Axles/Seats, Carrier Type (select from drop down ), Commodity Class ( select from drop down ), Year In Srvc, Jur., Veh Wgt, Fee Eff MM/CCYY ( select from drop down )

It may be noted that at least one fields must be entered. If entered search criteria fetches no records it gives warning: No Records Found.

Jur

Irp Fee Type

Veh Type

Carrier Type

Commodity Class

Veh Wgt

Axles Seats

Years In Srvc

Fee Eff MM/CCYY

View

System will display a list of fleets matching with your search criteria. You will find to link ‘View” with each fetched records.

Click View – to view Fees Schedule Inquiry View Page.

After viewing, you can close the window or go back to IRP menu by clicking ‘Back” and “Close” button respectively.

Factory Price Inquiry

System will display screen with Body Style select drop down field.

Body Style: Select any one from drop down BS/TK/ TR/ TT and click on “Proceed”

It may be noted that selection of any one vehicle type is mandatory.

Year

2- Axles

3 – Axles

Jur

System will display a list of fleets matching with your search criteria.

The factory price table will be accessed with the vehicle year, axles, and body style. There are two tables in the system for factory price: one for Colorado and one for Nevada. Colorado factory price is the default.

Jurisdiction Fee Inquiry

System will display screen with following fields, and you may enter either one of them or combination.

Client ID, Fleet No., Fleet Expiration Year, Supplement No., VIN

It may be noted that at least one fields must be entered. If entered search criteria fetches no records it gives warning: No Records Found.

Jur

Irp Fee

Credit Applied

Net Amount

System will display a list matching with your search criteria.

Reprint Renewal Notice

You may enter either Client Id (mandatory) , Fleet No., Fleet Expiration Year (mandatory) or combination of all three fields.

System will fetch & display account information based on your search criteria.

System will fetch & display a list of entered client. User may select one of them followed by Proceed button.

Will get message: Renewal notice successfully generated

System will generate display Renewal notice in pdf format.

Reprint Invoice

You may enter either Client ID (mandatory) , Fleet No.(mandatory), Fleet Expiration Year (mandatory ), Supplement No., Electronic Delivery Type ( PDF, Print, Fax, Email ), Invoice Report Type ( select one from drop down ) combination of multiple fields to look for client.

System will fetch & display account information based on your search criteria.

Select

Fleet No.

Fleet Expiry

Sup No.

Click on “Select” link and its corresponding details will get populated in Supplement No. field if it was not entered. Now click on “Proceed” after selecting Electronic delivery type ( PDF comes by default ).

Requested Invoice gets generated.

Will get message: Invoice successfully generated

Reprint CAB Card

You may enter either Client ID (mandatory) , Fleet No.(mandatory), Fleet Expiration Year (mandatory ), Supplement No., Plate, VIN, Unit No., Electronic Delivery Type ( PDF, Print, Fax, Email ), Reprint All Vehicle (check box ) and click on ‘Search’.

System will fetch & display account information based on your search criteria.

Check Box

Unit No.

VIN

Plate

Supplement No.

Click on check box against the Unit No. for which CAB card needs to be reprinted. And Now click on “Generate” after selecting Electronic delivery type ( PDF comes by default ).

Requested CAB Card gets generated.

Will get message: Cab Card successfully generated.

Reprint TA

Select TA type from drop down i.e. Reprint TA/ Extended TA/ Prerenewal TA

You may enter either Client ID (mandatory) , Fleet No.(mandatory), Fleet Expiration Year (mandatory ), Supplement No.(mandatory), Plate, VIN, Unit No., Electronic Delivery Type ( PDF, Print, Fax, Email ), Reprint All Vehicle (check box ) and click on ‘Search’.

System will fetch & display account information based on your search criteria.

Check Box

Unit No.

VIN

Plate

TA No. of Days

TA Effective Date

Click on check box against the Unit No. for which TA needs to be reprinted. And Now click on “Generate” after selecting Electronic delivery type ( PDF comes by default ).

Requested TA type gets generated.

Will get message: TA successfully generated.

Reprint Refund Letter

You may enter either Client ID (mandatory) , Fleet No.(mandatory), Fleet Expiration Year (mandatory ), Supplement No, Plate, VIN, Unit No., Refund Status ( from drop down Pending/Approved/Denied ), Electronic Delivery Type ( PDF, Print, Fax, Email ), Reprint All Vehicle (check box ) and click on ‘Proceed’.

System will fetch & display account information based on your search criteria.

Select

Unit No.

VIN

Plate

Supplement No.

Refund Status

Click on Select against the Unit No. for which Refund letter needs to be reprinted. Data against Supplement No., VIN, Unit No., and Refund status if not entered gets pre-populated. And Now click on “Proceed” after selecting Electronic delivery type ( PDF comes by default ).

Requested Refund Letter gets generated.

Will get message: Refund Letter successfully generated.

Reprint Delinquency

You may enter either Client ID (mandatory) , Fleet No.(mandatory), Fleet Expiration Year (mandatory ), Supplement No, Run Date (Defaulted to current date ), Electronic Delivery Type ( PDF, Print, Fax, Email ), Letter Type (select from drop down DELQ) and click on ‘Proceed’.

Reprint Proof of Prorate

Enter VIN and select Electronic delivery Type ( PDF, Print, Fax, Email )

Click on Proceed.

System will fetch & display client information based on your search criteria.

Select

Client ID

Fleet Number

Fleet Exp. Year

Supplement Number

Vehicle Id

Vehicle Status

Click on Select and Proceed.

Requested Proof of Prorate gets generated.

Will get message: Proof of Prorate letter generated successfully.

Add Vehicle by Transfer– Billing Details

Several of the Billing information fields will default to the values from the Client/ Fleet/ Vehicle information and cannot be changed. They are as follows :

Client ID,
Client Name,
Fleet No.,
Expires In,
Reg. Month,
No. of Vehicles,
Supplement No.,
Supplement Desc. – Add Vehicle W/ Transfer
Supplement Status. – O
Supplement Status Desc - Open
Supplement Effective date-
Invoice date – Default to current date
Application receipt date – Default to current date and can be changed.
Payment Date- Will be blank
Remittance Date – Will be blank
Escrow Balance – will display escrow balance if it exists.

Comment field: The “Comment” field allows the user to add any comments regarding the supplement.

Data against following fields gets populated and is disabled when clicked on “Proceed” for first time.
And Supplement status changes from ‘O’ Open to “I’ Invoiced.

IRP Fee
Cab Card Fee (Not applicable )
Penalty Fee (Not applicable )
Credit Applied Fee

Mailing Fee – ( Not applicable )
Administration Fee – 7.00 per vehicle
Replace Plate Fee (Not applicable )

Manual Adj. Base Jur.

Total Due
Net Amount Due
PrePayment Amount ( If applicable )

Once the supplement is invoiced, the user should do the following:

Select the Invoice Report type:

There are three choices for the type of invoice you can generate:

· Detail Fees for each Unit (default)

· Fees by Jur with Mileage

· Detail Fees for each Unit by Jurisdiction

Select the Electronic Delivery Type for the Invoice:

· PRINT

· FAX (default)

· EMAIL,

· View - PDF format.

The billing invoice will list all missing documentation.

Buttons:

Add Jurisdiction– Billing Details

Several of the Billing information fields will default to the values from the Client/ Fleet/ Vehicle information and cannot be changed. They are as follows :

Client ID,
Client Name,
Fleet No.,
Expires In,
Reg. Month,
No. of Vehicles,
Supplement No.,
Supplement Desc. – Add Jurisdiction
Supplement Status. – O
Supplement Status Desc - Open
Supplement Effective date-
Invoice date – Default to current date
Application receipt date – Default to current date and can be changed.
Payment Date- Will be blank
Remittance Date – Will be blank
Escrow Balance – will display escrow balance if it exists.

Comment field: The “Comment” field allows the user to add any comments regarding the supplement.

Data against following fields gets populated and is disabled when clicked on “Proceed” for first time.
And Supplement status changes from ‘O’ Open to “I’ Invoiced.

IRP Fee
Cab Card Fee – Will be charged @ 3.00 per vehicle
Penalty Fee (Not applicable )
Credit Applied Fee (Not applicable )
Mailing Fee (Not applicable )
Administration Fee (Not applicable )
Replace Plate Fee (Not applicable )

Manual Adj. Base Jur.

Total Due
Net Amount Due
PrePayment Amount (If applicable )

Once the supplement is invoiced, the user should do the following:

Select the Invoice Report type:

There are three choices for the type of invoice you can generate:

· Detail Fees for each Unit (default)

· Fees by Jur with Mileage

· Detail Fees for each Unit by Jurisdiction

Select the Electronic Delivery Type for the Invoice:

· PRINT

· FAX (default)

· EMAIL,

· View - PDF format.

The billing invoice will list all missing documentation.

Buttons:

Duplicate Cab Card– Billing Details

Several of the Billing information fields will default to the values from the Client/ Fleet/ Vehicle information and cannot be changed. They are as follows :

Client ID,
Client Name,
Fleet No.,
Expires In,
Reg. Month,
No. of Vehicles,
Supplement No.,
Supplement Desc. – Duplicate Cab Card
Supplement Status. – O
Supplement Status Desc - Open
Supplement Effective date-
Invoice date – Default to current date
Application receipt date – Default to current date and can be changed.
Payment Date- Will be blank
Remittance Date – Will be blank
Escrow Balance – will display escrow balance if it exists.

Comment field: The “Comment” field allows the user to add any comments regarding the supplement.

Data against following fields gets populated and is disabled when clicked on “Proceed” for first time.
And Supplement status changes from ‘O’ Open to “I’ Invoiced.

Manual Adj. Base Jur.

Total Due
Net Amount Due
PrePayment Amount (If applicable )

Once the supplement is invoiced, the user should do the following:

Select the Invoice Report type:

There are three choices for the type of invoice you can generate:

· Detail Fees for each Unit (default)

· Fees by Jur with Mileage

· Detail Fees for each Unit by Jurisdiction

Select the Electronic Delivery Type for the Invoice:

· PRINT

· FAX (default)

· EMAIL,

· View - PDF format.

The billing invoice will list all missing documentation.

Buttons:

Duplicate Plate– Billing Details

Several of the Billing information fields will default to the values from the Client/ Fleet/ Vehicle information and cannot be changed. They are as follows :

Client ID,
Client Name,
Fleet No.,
Expires In,
Reg. Month,
No. of Vehicles,
Supplement No.,
Supplement Desc. – Duplicate Plate/Sticker
Supplement Status. – O
Supplement Status Desc - Open
Supplement Effective date-
Invoice date – Default to current date
Application receipt date – Default to current date and can be changed.
Payment Date- Will be blank
Remittance Date – Will be blank
Escrow Balance – will display escrow balance if it exists.

Comment field: The “Comment” field allows the user to add any comments regarding the supplement.

Data against following fields gets populated and is disabled when clicked on “Proceed” for first time.
And Supplement status changes from ‘O’ Open to “I’ Invoiced.

IRP Fee
Cab Card Fee – Will be charged @ 3.00 per vehicle
Penalty Fee (Not applicable )
Credit Applied Fee (Not applicable )
Mailing Fee –Will be charged
Administration Fee (Not applicable )
Replace Plate Fee – Will be charged @ 5.00 per vehicle
Manual Adj. Base Jur.

Total Due
Net Amount Due
PrePayment Amount (If applicable )

Once the supplement is invoiced, the user should do the following:

Select the Invoice Report type:

There are three choices for the type of invoice you can generate:

· Detail Fees for each Unit (default)

· Fees by Jur with Mileage

· Detail Fees for each Unit by Jurisdiction

Select the Electronic Delivery Type for the Invoice:

· PRINT

· FAX (default)

· EMAIL,

· View - PDF format.

The billing invoice will list all missing documentation.

Buttons:

Duplicate Sticker– Billing Details

Several of the Billing information fields will default to the values from the Client/ Fleet/ Vehicle information and cannot be changed. They are as follows :

Client ID,
Client Name,
Fleet No.,
Expires In,
Reg. Month,
No. of Vehicles,
Supplement No.,
Supplement Desc. – Duplicate Sticker
Supplement Status. – O
Supplement Status Desc - Open
Supplement Effective date-
Invoice date – Default to current date
Application receipt date – Default to current date and can be changed.
Payment Date- Will be blank
Remittance Date – Will be blank
Escrow Balance – will display escrow balance if it exists.

Comment field: The “Comment” field allows the user to add any comments regarding the supplement.

Data against following fields gets populated and is disabled when clicked on “Proceed” for first time.
And Supplement status changes from ‘O’ Open to “I’ Invoiced.

IRP Fee
Cab Card Fee – Will be charged @ 3.00 per vehicle
Penalty Fee (Not applicable )
Credit Applied Fee (Not applicable )
Mailing Fee –Will be charged
Administration Fee (Not applicable )
Replace Plate Fee – (Not applicable )
Manual Adj. Base Jur.

Total Due
Net Amount Due
PrePayment Amount (If applicable )

Once the supplement is invoiced, the user should do the following:

Select the Invoice Report type:

There are three choices for the type of invoice you can generate:

· Detail Fees for each Unit (default)

· Fees by Jur with Mileage

· Detail Fees for each Unit by Jurisdiction

Select the Electronic Delivery Type for the Invoice:

· PRINT

· FAX (default)

· EMAIL,

· View - PDF format.

The billing invoice will list all missing documentation.

Buttons:

Amend vehicle with Fee– Billing Details

Several of the Billing information fields will default to the values from the Client/ Fleet/ Vehicle information and cannot be changed. They are as follows :

Client ID,
Client Name,
Fleet No.,
Expires In,
Reg. Month,
No. of Vehicles,
Supplement No.,
Supplement Desc. – Amend Vehicle - Fee Related
Supplement Status. – O
Supplement Status Desc - Open
Supplement Effective date-
Invoice date – Default to current date
Application receipt date – Default to current date and can be changed.
Payment Date- Will be blank
Remittance Date – Will be blank
Escrow Balance – will display escrow balance if it exists.

Batch Billing – Check Box

Comment field: The “Comment” field allows the user to add any comments regarding the supplement.

Data against following fields gets populated and is disabled when clicked on “Proceed” for first time.
And Supplement status changes from ‘O’ Open to “I’ Invoiced.

IRP Fee -- Will be charged
Cab Card Fee – Will be charged @ 3.00 per vehicle
Penalty Fee (Not applicable )
Credit Applied Fee – Will be charged
Mailing Fee –(Not applicable )
Administration Fee (Not applicable )
Replace Plate Fee – (Not applicable )
Manual Adj. Base Jur.

Total Due
Net Amount Due
PrePayment Amount (If applicable )

Once the supplement is invoiced, the user should do the following:

Select the Invoice Report type:

There are three choices for the type of invoice you can generate:

· Detail Fees for each Unit (default)

· Fees by Jur with Mileage

· Detail Fees for each Unit by Jurisdiction

Select the Electronic Delivery Type for the TA No. of Days and Invoice:

· PRINT

· FAX (default)

· EMAIL,

· View - PDF format.

The billing invoice will list all missing documentation.

Buttons:

Amend vehicle with No Fee related– Billing Details

Several of the Billing information fields will default to the values from the Client/ Fleet/ Vehicle information and cannot be changed. They are as follows :

Client ID,
Client Name,
Fleet No.,
Expires In,
Reg. Month,
No. of Vehicles,
Supplement No.,
Supplement Desc. – Amend Vehicle - No-Fee Related
Supplement Status. – O
Supplement Status Desc - Open
Supplement Effective date-
Invoice date – Default to current date
Application receipt date – Default to current date and can be changed.
Payment Date- Will be blank
Remittance Date – Will be blank
Escrow Balance – will display escrow balance if it exists.

TA issue date.—Defaulted to current date
If TA required check box is disabled - The TA number of days is also disabled.

Batch Billing is disabled.

Comment field: The “Comment” field allows the user to add any comments regarding the supplement.

Data against following fields gets populated and is disabled when clicked on “Proceed” for first time.
And Supplement status changes from ‘O’ Open to “I’ Invoiced.

IRP Fee -- (Not applicable )
Cab Card Fee – Will be charged @ 3.00 per vehicle
Penalty Fee (Not applicable )
Credit Applied Fee – (Not applicable )
Mailing Fee –(Not applicable )
Administration Fee (Not applicable )
Replace Plate Fee – (Not applicable )
Manual Adj. Base Jur.

Total Due
Net Amount Due
Prepayment Amount - (If applicable )

Once the supplement is invoiced, the user should do the following:

Select the Invoice Report type:

There are three choices for the type of invoice you can generate:

· Detail Fees for each Unit (default)

· Fees by Jur with Mileage

· Detail Fees for each Unit by Jurisdiction

Select the Electronic Delivery Type for the Invoice:

· PRINT

· FAX (default)

· EMAIL,

· View - PDF format.

The billing invoice will list all missing documentation.

Buttons:

Proceed: Stays back on same page when clicked for 1^st time. When clicked 2^nd time Takes to next logical step i.e Payment Detail. And also produces Invoice as required.
Cancel Bill: If clicked will cancel the calculation and supplement status will change from Invoiced to Open.
Quit: exit without saving data
Help: Will open this page.
Refresh: Will bring back screen to initial stage.

Change Carrier Type– Billing Details

Several of the Billing information fields will default to the values from the Client/ Fleet/ Vehicle information and cannot be changed. They are as follows :

Client ID,
Client Name,
Fleet No.,
Expires In,
Reg. Month,
No. of Vehicles,
Supplement No.,
Supplement Desc. – CHANGE CARRIER TYPE/COMM.CLASS
Supplement Status. – O
Supplement Status Desc - Open
Supplement Effective date-
Invoice date – Default to current date
Application receipt date – Default to current date and can be changed.
Payment Date- Will be blank
Remittance Date – Will be blank
Escrow Balance – will display escrow balance if it exists.

TA issue date.—Defaulted to current date
If TA required check box is disabled - The TA number of days is also disabled.

Batch Billing is disabled.

Comment field: The “Comment” field allows the user to add any comments regarding the supplement.

Data against following fields gets populated and is disabled when clicked on “Proceed” for first time.
And Supplement status changes from ‘O’ Open to “I’ Invoiced.

IRP Fee – Will be charged
Cab Card Fee – Will be charged @ 3.00 per vehicle
Penalty Fee (Not applicable )
Credit Applied Fee – Will be charged
Mailing Fee –(Not applicable )
Administration Fee (Not applicable )
Replace Plate Fee – (Not applicable )
Manual Adj. Base Jur.

Total Due
Net Amount Due
PrePayment Amount (If applicable )

Once the supplement is invoiced, the user should do the following:

Select the Invoice Report type:

There are three choices for the type of invoice you can generate:

· Detail Fees for each Unit (default)

· Fees by Jur with Mileage

· Detail Fees for each Unit by Jurisdiction

Select the Electronic Delivery Type for the Invoice:

· PRINT

· FAX (default)

· EMAIL,

· View - PDF format.

The billing invoice will list all missing documentation.

Buttons:

Change DBA Name– Billing Details

Several of the Billing information fields will default to the values from the Client/ Fleet/ Vehicle information and cannot be changed. They are as follows :

Client ID,
Client Name,
Fleet No.,
Expires In,
Reg. Month,
No. of Vehicles,
Supplement No.,
Supplement Desc. – CHANGE DBA NAME
Supplement Status. – O
Supplement Status Desc - Open
Supplement Effective date-
Invoice date – Default to current date
Application receipt date – Default to current date and can be changed.
Payment Date- Will be blank
Remittance Date – Will be blank
Escrow Balance – will display escrow balance if it exists.

TA issue date.—Defaulted to current date
If TA required check box is disabled - The TA number of days is also disabled.

Batch Billing is disabled.

Comment field: The “Comment” field allows the user to add any comments regarding the supplement.

Data against following fields gets populated and is disabled when clicked on “Proceed” for first time.
And Supplement status changes from ‘O’ Open to “I’ Invoiced.

IRP Fee – Will not be charged
Cab Card Fee – Will be charged @ 3.00 per vehicle
Penalty Fee (Not applicable )
Credit Applied Fee – Will not be charged
Mailing Fee –(Not applicable )
Administration Fee (Not applicable )
Replace Plate Fee – (Not applicable )
Manual Adj. Base Jur.

Total Due
Net Amount Due
PrePayment Amount (If applicable )

Once the supplement is invoiced, the user should do the following:

Select the Invoice Report type:

There are three choices for the type of invoice you can generate:

· Detail Fees for each Unit (default)

· Fees by Jur with Mileage

· Detail Fees for each Unit by Jurisdiction

Select the Electronic Delivery Type for the Invoice:

· PRINT

· FAX (default)

· EMAIL,

· View - PDF format.

The billing invoice will list all missing documentation.

Buttons:

Update Weight Group Weight– Billing Details

Several of the Billing information fields will default to the values from the Client/ Fleet/ Vehicle information and cannot be changed. They are as follows :

Client ID,
Client Name,
Fleet No.,
Expires In,
Reg. Month,
No. of Vehicles,
Supplement No.,
Supplement Desc. – Weight Group Change
Supplement Status. – O
Supplement Status Desc - Open
Supplement Effective date-
Invoice date – Default to current date
Application receipt date – Default to current date and can be changed.
Payment Date- Will be blank
Remittance Date – Will be blank
Escrow Balance – will display escrow balance if it exists.

Batch Billing – check box.

Comment field: The “Comment” field allows the user to add any comments regarding the supplement.

Data against following fields gets populated and is disabled when clicked on “Proceed” for first time.
And Supplement status changes from ‘O’ Open to “I’ Invoiced.

IRP Fee – Will be charged
Cab Card Fee – Will be charged @ 3.00 per vehicle.
Penalty Fee (Not applicable )
Credit Applied Fee – Will be charged
Mailing Fee
Administration Fee (Not applicable )
Replace Plate Fee (Not applicable )

Manual Adj. Base Jur.

Total Due
Net Amount Due
PrePayment Amount (If applicable )

Once the supplement is invoiced, the user should do the following:

Select the Invoice Report type:

There are three choices for the type of invoice you can generate:

· Detail Fees for each Unit (default)

· Fees by Jur with Mileage

· Detail Fees for each Unit by Jurisdiction

Select the Electronic Delivery Type for the Invoice:

· PRINT

· FAX (default)

· EMAIL,

· View - PDF format.

The billing invoice will list all missing documentation.

Buttons:

Fleet to Fleet Transfer– Billing Details

Several of the Billing information fields will default to the values from the Client/ Fleet/ Vehicle information and cannot be changed. They are as follows :

Client ID,
Client Name,
Fleet No.,
Expires In,
Reg. Month,
No. of Vehicles,
Supplement No.,
Supplement Desc. – Fleet To Fleet Transfer
Supplement Status. – O
Supplement Status Desc - Open
Supplement Effective date-
Invoice date – Default to current date
Application receipt date – Default to current date and can be changed.
Payment Date- Will be blank
Remittance Date – Will be blank
Escrow Balance – will display escrow balance if it exists.

Comment field: The “Comment” field allows the user to add any comments regarding the supplement.

Data against following fields gets populated and is disabled when clicked on “Proceed” for first time.
And Supplement status changes from ‘O’ Open to “I’ Invoiced.

IRP Fee- Will be charged
Cab Card Fee (Not applicable )
Penalty Fee – Will be charged if applicable
Credit Applied Fee – Will be charged
Mailing Fee – Will be charged
Administration Fee – Will be charged @ 7.00 per vehicle.
Replace Plate Fee (Not applicable )

Manual Adj. Base Jur.

Total Due
Net Amount Due
PrePayment Amount (If applicable )

Once the supplement is invoiced, the user should do the following:

Select the Invoice Report type:

There are three choices for the type of invoice you can generate:

· Detail Fees for each Unit (default)

· Fees by Jur with Mileage

· Detail Fees for each Unit by Jurisdiction

Select the Electronic Delivery Type for the Invoice:

· PRINT

· FAX (default)

· EMAIL,

· View - PDF format.

The billing invoice will list all missing documentation.

Buttons:

Renewal– Billing Details

Several of the Billing information fields will default to the values from the Client/ Fleet/ Vehicle information and cannot be changed. They are as follows :

Client ID,
Client Name,
Fleet No.,
Expires In,
Reg. Month,
No. of Vehicles,
Supplement No.,
Supplement Desc. – RENEW FLEET
Supplement Status. – O
Supplement Status Desc - Open
Supplement Effective date-
Invoice date – Default to current date
Application receipt date – Default to current date and can be changed.
Payment Date- Will be blank
Remittance Date – Will be blank
Escrow Balance – will display escrow balance if it exists.

Comment field: The “Comment” field allows the user to add any comments regarding the supplement.

Data against following fields gets populated and is disabled when clicked on “Proceed” for first time.
And Supplement status changes from ‘O’ Open to “I’ Invoiced.

IRP Fee- Will be charged
Cab Card Fee (Not applicable )
Penalty Fee – (Not applicable )
Credit Applied Fee – Will be charged
Mailing Fee – Will be charged
Administration Fee – (Not applicable )
Replace Plate Fee (Will be charged @ 5.00 per vehicle Deleted and Plate not returned )

Manual Adj. Base Jur.

Total Due
Net Amount Due
PrePayment Amount (If applicable )

Once the supplement is invoiced, the user should do the following:

Select the Invoice Report type:

There are three choices for the type of invoice you can generate:

· Detail Fees for each Unit (default)

· Fees by Jur with Mileage

· Detail Fees for each Unit by Jurisdiction

Select the Electronic Delivery Type for the Invoice:

· PRINT

· FAX (default)

· EMAIL,

· View - PDF format.

The billing invoice will list all missing documentation.

Buttons:

Delete Vehicle– Billing Details

Several of the Billing information fields will default to the values from the Client/ Fleet/ Vehicle information and cannot be changed. They are as follows :

Client ID,
Client Name,
Fleet No.,
Expires In,
Reg. Month,
No. of Vehicles,
Supplement No.,
Supplement Desc. – Delete Equipment
Supplement Status. – O
Supplement Status Desc - Open
Supplement Effective date-
Invoice date – Default to current date
Application receipt date – Default to current date and can be changed.
Payment Date- Will be blank
Remittance Date – Will be blank
Escrow Balance – will display escrow balance if it exists.

Comment field: The “Comment” field allows the user to add any comments regarding the supplement.

Data against following fields gets populated and is disabled when clicked on “Proceed” for first time.
And Supplement status changes from ‘O’ Open to “I’ Invoiced.

IRP Fee- will not be calculated
Cab Card Fee (Not applicable )
Penalty Fee (Not applicable )
Mailing Fee – ( Not applicable )
Administration Fee – ( Not applicable )
Replace Plate Fee – 5.00 per vehicle if Plate is Not returned.

Manual Adj. Base Jur.

Total Due
Net Amount Due
PrePayment Amount ( If applicable )

Once the supplement is invoiced, the user should do the following:

Select the Invoice Report type:

There are three choices for the type of invoice you can generate:

· Detail Fees for each Unit (default)

· Fees by Jur with Mileage

· Detail Fees for each Unit by Jurisdiction

Select the Electronic Delivery Type for the Invoice:

· PRINT

· FAX (default)

· EMAIL,

· View - PDF format.

The billing invoice will list all missing documentation.

Buttons:

Reinstatement– Billing Details

Several of the Billing information fields will default to the values from the Client/ Fleet/ Vehicle information and cannot be changed. They are as follows :

Client ID,
Client Name,
Fleet No.,
Expires In,
Reg. Month,
No. of Vehicles,
Supplement No.,
Supplement Desc. – Reinstatement
Supplement Status. – O
Supplement Status Desc - Open
Supplement Effective date-
Invoice date – Default to current date
Application receipt date – Default to current date and can be changed.
Payment Date- Will be blank
Remittance Date – Will be blank
Escrow Balance – will display escrow balance if it exists.

IRP Fee - Blank
Cab Card - Fee Blank
Penalty Fee- Blank
Mailing Fee – Blank
Administration Fee – Blank
Replace Plate Fee – Blank

Manual Adj. Base Jur.

Total Due
Net Amount Due
PrePayment Amount - Blank

Batch Billing – Check Box

Comment field: The “Comment” field allows the user to add any comments regarding the supplement.

Buttons:

Proceed: When clicked gives message: Reinstatement process successfully completed
Quit: exit without saving data
Help: Will open this page.
Refresh: Will bring back screen to initial stage.

VIN Correction– Billing Details

Several of the Billing information fields will default to the values from the Client/ Fleet/ Vehicle information and cannot be changed. They are as follows :

Client ID,
Client Name,
Fleet No.,
Expires In,
Reg. Month,
No. of Vehicles,
Supplement No.,
Supplement Desc. – VIN Correction
Supplement Status. – O
Supplement Status Desc - Open
Supplement Effective date-
Invoice date – Default to current date
Application receipt date – Default to current date and can be changed.
Payment Date- Will be blank
Remittance Date – Will be blank
Escrow Balance – will display escrow balance if it exists.

Comment field: The “Comment” field allows the user to add any comments regarding the supplement.

Data against following fields gets populated and is disabled when clicked on “Proceed” for first time.
And Supplement status changes from ‘O’ Open to “I’ Invoiced.

IRP Fee- Will not be charged
Cab Card Fee – Will be charged @ 3.00 per vehicle.
Penalty Fee – (Not applicable )
Credit Applied Fee (Not applicable )
Mailing Fee – (Not applicable )
Administration Fee (Not applicable )
Replace Plate Fee (Not applicable )

Manual Adj. Base Jur.

Total Due
Net Amount Due
PrePayment Amount (If applicable )

Once the supplement is invoiced, the user should do the following:

Select the Invoice Report type:

There are three choices for the type of invoice you can generate:

· Detail Fees for each Unit (default)

· Fees by Jur with Mileage

· Detail Fees for each Unit by Jurisdiction

Select the Electronic Delivery Type for the Invoice:

· PRINT

· FAX (default)

· EMAIL,

· View - PDF format.

The billing invoice will list all missing documentation.

Buttons:

Business Name Change– Billing Details

Several of the Billing information fields will default to the values from the Client/ Fleet/ Vehicle information and cannot be changed. They are as follows :

Client ID,
Client Name,
Fleet No.,
Expires In,
Reg. Month,
No. of Vehicles,
Supplement No.,
Supplement Desc. – BUSINESS NAME CHANGE
Supplement Status. – O
Supplement Status Desc - Open
Supplement Effective date-
Invoice date – Default to current date
Application receipt date – Default to current date and can be changed.
Payment Date- Will be blank
Remittance Date – Will be blank
Escrow Balance – will display escrow balance if it exists.

Comment field: The “Comment” field allows the user to add any comments regarding the supplement.

Data against following fields gets populated and is disabled when clicked on “Proceed” for first time.
And Supplement status changes from ‘O’ Open to “I’ Invoiced.

Manual Adj. Base Jur.

Total Due
Net Amount Due
PrePayment Amount (If applicable )

Once the supplement is invoiced, the user should do the following:

Select the Invoice Report type:

There are three choices for the type of invoice you can generate:

· Detail Fees for each Unit (default)

· Fees by Jur with Mileage

· Detail Fees for each Unit by Jurisdiction

Select the Electronic Delivery Type for the Invoice:

· PRINT

· FAX (default)

· EMAIL,

· View - PDF format.

The billing invoice will list all missing documentation.

Buttons:

Payment-Escrow Deposit

- You will have to enter Client ID (mandatory) , Application type Select from drop down (Enterprise) , Deposit Amount (mandatory ) and click on ‘Proceed’.

It takes to view page, and from there click on “Proceed” or “Back”. If clicked on Proceed it will take to Payment Collection page. Enter the exact amount to be deposited and click on Proceed.

Underpayment and Overpayment is not allowed in Escrow Deposit.

On Proceed from here, deposited amount will be visible against Current Escrow Balance in Payment Collection View Page.

Will get message: Escrow/Prepayment/Bond Deposit successful.

- You will have to enter Client ID (mandatory), Application Type ( IRP-prepayment ), Deposit Amount ( mandatory )

Fleet No.( mandatory ), Fleet Expiration Y ear ( mandatory ) and Supplement No. and click on ‘Proceed’.

It takes to view page, and from there click on “Proceed” or “Back”. If clicked on Proceed it will take to Payment Collection page. Enter the exact amount to be deposited and click on Proceed.

Underpayment and Overpayment is not allowed in Escrow Deposit.

On Proceed from here, deposited amount will be visible against Current Escrow Balance in Payment Collection View Page.

Will get message: Escrow/Prepayment/Bond Deposit successful.

-You will have to enter Client ID (mandatory), Application Type ( IFTA-prepayment ), Deposit Amount (mandatory )

Return year , Return Quarter, Amendment No., Fuel Type and click on ‘Proceed’.

It takes to view page, and from there click on “Proceed” or “Back”. If clicked on Proceed it will take to Payment Collection page. Enter the exact amount to be deposited and click on Proceed.

Underpayment and Overpayment is not allowed in Escrow Deposit.

On Proceed from here, deposited amount will be visible against Current Escrow Balance in Payment Collection View Page.

Will get message: Escrow/Prepayment/Bond Deposit successful.

-You will have to enter Client ID (mandatory), Application Type ( IFTA Bond ) and click on ‘Proceed’.

It takes to view page, and from there click on “Proceed” or “Back”. If clicked on Proceed it will take to Payment Collection page. Enter the exact amount to be deposited and click on Proceed.

Underpayment and Overpayment is not allowed in Escrow Deposit.

On Proceed from here, deposited amount will be visible against Current Escrow Balance in Payment Collection View Page.

Will get message: Escrow/Prepayment/Bond Deposit successful.

Payment – Cancel Pre-Payment

You will have to enter Client ID (mandatory) , Application type Select from drop down (IRP-Prepayment, IFTA-Prepayment)

If IFTA-Prepayment selected- You either have to enter Return Year, Return Quarter ( select from drop down ), Amendment No., Fuel Type ( select from drop down ). Click on Proceed.

Records if exists will get displayed below. Click on Select it will take to view page. Verify all details , if ok click on “Proceed” button.

Will get message: Escrow/Prepayment/Bond cancellation successful.

If IRP-Prepayment selected- You have to enter Fleet No., Fleet Expiry Year, Supplement No. and Click on Proceed.

Records if exists will get displayed below. Click on Select it will take to view page. Verify all details , if ok click on “Proceed” button.

Will get message: Escrow/Prepayment/Bond cancellation successful.

Payment-Escrow Fund Transfer

You will have to enter Client ID and select Application Type from drop down ( IRP-Prepayment, IFTA-Prepayment, IFTA- Bond, Escrow Refund )

And click on Proceed.

If record exists it will display record below click on Select link.

It will take to View Page, if all records are correct click on “Proceed “ button or “Back”. If clicked on “Proceed” will get message: Prepayment transferred to Enterprise Escrow. ( If IFTA-Prepayment was selected )

Escrow Inquiry – Escrow Search

You may enter either Client ID , USDOT No., TIN, Client Name and click on “Proceed”.

It may be noted that at least one fields must be entered. If entered search criteria fetches no records it gives warning: No Records Found.

System will fetch & display client information based on your search criteria.

Select

Client ID

TIN

Client Name

System will display a list of fleets matching with your search criteria. You will find to links ‘Select’ with each fetched records.

Click Select – it will display tree on left side, you may click on available links, relevant information will be displayed on pop up window. Back and Quit button will be displayed and can be clicked accordingly.

Escrow Balance, IFTA-Prepayment, IRP-Prepayment and Bond Inquiry can be made from here.

Payment – Refund Approval

To begin the refund approval process, the user can enter either to process refund for the IFTA program, for a specific carrier, or for a specific carrier and invoice number. Based on the information provided, the user will be provided a list of “pending” refund requests that match the criteria. The list will include the tax id number, carrier name, transaction description, and refund amount. The user will be able to deny or approve the refund. Approved refunds will be sent to the Accounts Payable system through a batch process.

Select Application Type from drop down (IFTA Tax Return, IFTA Supplement, Escrow, IRP, Delete Vehicle )
Refund Status select from drop down (Pending, Approved, Denied)
Client ID
Invoice No.

And Click on Proceed.

System will fetch & display client information based on your search criteria.

If Application type is IFTA Tax Return/ Escrow:

Client ID

Tax ID

Carrier Name

Transaction Description

Refund Amount

Refund Status (drop down)

Current Status

From Refund Status change Status if required and click on “Update Refund Status”. And it will take to view page with changed status record. Click on “Back” if more refund status has to be changed. Or click on “Proceed”, it will take back to “Refund Approval” page with message: Records updated successfully.

If Application type is Delete Vehicle:

Additional fields needs to be entered, Client ID (mandatory), Fleet No., Supplement No., Registration Year, Unit No. Click on Proceed.

Payment – Refund Inquiry

Select Application Type from drop down (IFTA Tax Return, IFTA Supplement, Escrow, IRP, Delete Vehicle )
Refund Status select from drop down (Pending, Approved, Denied)
Client ID
Invoice No.
Status From Date
Status To Date

And Click on Proceed.

System will fetch & display client information based on your search criteria.

Client ID

Tax ID

Transaction Description

Refund Amount

Status

Status Date

Approved UserId

Created Timestamp

Can also click on “View Reports” button, to view reports.

Escrow Report

Report Type- Select from drop down either one

Escrow current balance report
Escrow detail report
Escrow current balance summary report.

Click on either View or Print. And click on “Generate” button. If view is selected report type will get generated in pdf format.

And will get message: Report Generated.

User Activity

Select any one report type:
Summary- Internal User
Summary- External User
Summary- Individual User
Daily Summary
Detail
Payment Cancellation Detail
Tax Return- External User

Enter From Date To Date and select either ‘view’ or ‘print’ and click on “Generate”.

Requested, report will get populated below.

If Summary –Individual User/ Detail / Payment Cancellation Details is selected than one more field has to be entered i.e. User Id.

Transaction Log

Under Search, you have to enter Client ID, Fleet No., Fleet Expiration Year, Supplement No., Transaction Id and select either IRP or IFTA.

Under Additional Criteria have to select Backout from drop down( both, yes, no ), User Id ( from drop down list ), From HH/MM/SS and To HH/MM/SS

And select either one or more than one tables i.e. Fleet, Supplement, Tax Return or All.

Update Admin Fees

Select Application Type from drop down either IFTA or IRP.

If Application type selected is IFTA:
Base Jur will display IA and it cant be changed.
Have to select Admin Fee Type from drop down.

As per the Fee type selected data will get populated against Service Effective Date, Service Expiry Date and Fee Amount.

Service Effective Date, Service Expiry Date and Fee Amount can be changed/ updated. And Click on Proceed. It will take to view page. If everything is Ok click on ‘Proceed’ or go ‘Back’ to update again or quit. If clicked on Proceed will get message: Updated Successfully.

If Application type selected is IRP:
You can either select Administrative Fees or Exchange Rate.

Base Jurisdiction will be IA.
Select Admin Fee Type from drop down.
As per the Admin Fee Type selected, data against Service Effective Date, Service Expiry Date and Fee Amount will get populated.

Click on Add button to Update Fee Amount of selected Admin Fee type. It will take to ‘Update/Delete Administrative fee’, make desired changes in fees and click on Proceed button. It will take to view page. Clicking Proceed from there will take back to ‘Admin Fee’ page.

Click on “Update/Delete” button to change Fee Amount of the record updated or to delete record added today .It will take to ‘Update/Delete Administrative Fees’.

System will fetch & display admin fee information based on your selected criteria.

Edit/ Delete

Admin Fee Type

Eff. Date

Exp. Date

Admin Fee

There will be ‘Back’ button which allows user to go back to Admin Fees Page.

Click on Edit link and it will take to Update/Delete Administrative Fees , where Fee Amount field can be updated. Change the Fee and click on Proceed. It will go to view page and than to ‘Admin Fee’ page.

Click on Delete link and it will take to Update/Delete Administrative Fees , where Fee record can be deleted. Click on Proceed. It will go to view page and than to ‘Admin Fee’ page.

To edit or delete any fees record they should be inserted in current date.

Admin Fees Inquiry

Select Application Type ( IFTA )
Select one from Admin Fee Type.

System will fetch & display admin fee information based on your selected criteria.

Fee Type

Amount

Effective Date

Expiry Date

Select Application Type ( IRP )
Select either Administrative Fees or Exchange Rate.
Select one from Admin Fee Type.

System will fetch & display admin fee information based on your selected criteria.

Fee Type

Amount

Effective Date

Expiry Date

If either Application type selected is IRP/IFTA.
Exchange Rate is selected.

System will fetch & display exchange rate information based on your selected criteria.

Country Code

Eff. Date

Exchange Rate

There is ‘Refresh’ and ‘Quit’ button. Click on Refresh to remove the system fetched and displayed inquired data. And Quit to exit from Admin Fees Inquiry.

Upload Zip Code

Have to select the IOWA counties file by clicking on Browse button and click on ‘Proceed’.

File selected has to be Text file and in proper format, or it will not allow to ‘Proceed’.

Update Jurisdiction

Select Application Type either IFTA or IRP

Select Jurisdiction Code from drop down. If IRP is selected there will come option to select Additional Address Type. i.e. Transmittal or Refund.

And as per the Jurisdiction selected details in all the fields will get populated.

This information can be added or updated here and after updating click on ‘Proceed’. It will take to view page. From view page click on Proceed it will give message: Jurisdiction updated successfully

Jurisdiction Inquiry

Select Application type either IFTA or IRP from drop down.

Select from list for which Jurisdiction inquiry is to be made.

As per the Jurisdiction selected, all the related details will get populated.

Click on ‘Refresh’ if you want to view any other Jurisdiction details or ‘Quit’ to exit.

Inventory New/Insert

Select Application Type: IFTA
Select Inventory Type from drop down. IFTA Decals. ( mandatory )
Select Year from drop down for which Inventory is to be inserted. ( mandatory )
From No. will get populated from system and To No. has to be inserted. It should be 5 digits. ( mandatory )
Select Inventory status ie. Available in Office or Ready to Use. ( mandatory )
Status Effective Date comes current date by default.
User Id ( optional )
Issue Location (optional)

Click on Proceed it will take to view/validation page. If data inserted is ok click on Proceed it will give message: Inventory has been inserted

Click on ‘Back’ button to go back to Inventory Insert page or Quit to exit.

Select Application Type: IRP
Select Inventory Type from drop down. ( mandatory )
- A- Sticker
- B-Sticker
- D- Sticker
- P- Sticker
- T- Trailer
- U- Power
Select Year from drop down for which Inventory is to be inserted. ( mandatory )
Insert From No.and To No. has to be inserted. It should be 6 digits for all type of Stickers and 4 digits for Trailer and Power. ( mandatory )
Select Inventory status ie. Available in Office or Ready to Use. ( mandatory )
Status Effective Date comes current date by default.
User Id ( optional )
Issue Location (optional)
Prefix will get populated as per the Inventory type selected. But if T- Trailer or U-Power is selected it has to be inserted manually and is mandatory.

Click on Proceed it will take to view/validation page. If data inserted is ok click on Proceed it will give message: Inventory has been inserted

Click on ‘Back’ button to go back to Inventory Insert page or ‘Quit’ to exit.