Guide Index
You can use the following links below to quickly navigate to a specific section in this document. To quickly return to this index simply use the “Return to Index” link located at the end of each section.
Bulk Applying Payment and Fees
From any ticket, asset or user view you can bulk apply a fee or payment. When you select one or more users in any users view you will see a set of options appear beneath the column titles. Click Other and select Perform Payment & Fees Operations.
Next, select whether you want to Create Transaction or Generate Statement. Select Create Transaction. Then select whether you want to perform this action to the selected users or all users based on the filters.
Next, select a Transaction Type (payment, fee, or adjustment). Then select which fee or category should be applied to the user’s account. This will automatically enter in the following fields:
- Name
- Description
- Amount
These fields can be edited while performing the bulk action. When applying a Fee, you will need to select the Due Date. Also, you can add Internal Notes if needed.
Click Create Transaction For User(s). Now the payment, fee, or adjustment will be applied to that user(s) account.
Please see the Incident IQ Payment and Fees Management article on how to add fee items and categories.
Applying Fee Tracker While Working a Ticket
Administrators or agents can apply a payment or fee when working a ticket. On the left hand side is the Incident IQ Payment and Fees widget. Click +Add and then select with transaction type (payment, fee, or adjustment).
Under the Associate With section: user, asset, and location will be pre-populated based on the information pulled from the ticket. You can change this information if necessary.
Next, select which item needs to be added to the users accounts. This will automatically enter in the following fields:
- Name
- Description
- Amount
These fields can be edited while performing the bulk action. When applying a Fee, you will need to select the Due Date. Also, you can add Internal Notes if needed.
Click Save. Now the payment or fee will be applied to that user’s account. A new line item will appear under the Incident IQ Payment and Fees widget.
The timeline will be updated when applying a fee or payment when working a ticket. Also, you can Edit, Delete or Generate Invoice by clicking on the gear icon on each transaction. If the transaction type is for a Fee, you have the option to a Create Payment for that transaction.
Viewing User Profile
When viewing a user’s profile there is the Incident IQ Payment Fees widget. Here you can see all the fees, payments or adjustments that have been applied to this user. Clicking on the Generate Statement button will create a PDF of all transactions. Also you can add additional transactions by clicking on +Add.
Click on the gear icon to Edit, Delete, or Generate Invoice for transactions. If the transaction type is for a Fee, you have the option to a Create Payment for that transaction. When generating an invoice it will download a PDF for that transaction.
Viewing Asset Details
When viewing an Asset’s details page, there is the Incident IQ Payment and Fees widget under the assets details tab. Here you can see all the fees, payment or adjustment that have been applied to this asset. Clicking on the Generate Statement button will create a PDF of all transactions. Also you can add additional transactions by clicking on +Add.
Click on the gear icon to Edit, Delete, or Generate Invoice for transactions. If the transaction type is for a Fee, you have the option to a Create Payment for that transaction. When generating an invoice it will download a PDF for that transaction.
Custom Payment and Fees Filters
You can apply filters for payment and fees on any ticket view, asset view, or user view. Click on Filter in the top right corner. Next, click the Application Filters folder.
Here, you can apply the following filters based on the Item Categories. These are the fines for fees categories that are set up when installing Fee Tracker apps (i.e. course fees, library fines, device insurance, athletics).
- Balance
- Last Activity Date
- Oldest Past Due Balance
- Past Due Amount
Please see the Incident IQ Payment and Fees Management article on how to add items and item categories.
Also, you can create a custom view and add these custom columns for payment and fees.
Generate Statements & Invoices
You can generate statements when viewing the Incident IQ Payment and Fees widget. Clicking on the Generate Statement button will create a PDF of all transactions.
You can generate invoices for any transaction by clicking on the gear icon and clicking Generate Invoice. This will create a PDF for that transaction.
Print Statement and Invoice
After selecting either Generate Statement or Generate Invoice, you have the option to print or email. Click Print. This will download a PDF of the statement or invoice.
Email Statement and Invoice
After selecting either Generate Statement or Generate Invoice, you have the option to print or email. Click Email. Here, you can send the statement or invoice to the user. Also, you have the option to send the statement or invoice to additional email addresses. Click Generate. Now an email containing the statement or invoice has been sent.
Applying Rules with Fee Tracker
You can apply rules and automations for Fee Tracker. Left sidebar go to Administration and then Rules. Here you can create a new rule and apply different filters for Fee Tracker.
Please review the Rules Engines article for more details on creating rules.
