Fees

The top part of the frame functions as a query frame. Available selection criteria are Unit, Employee, Department, Fee Code, Sub Fee, Location, Mandatory/Validated, Notifiable/Non-notifiable, and From and To Dates.

Note: This screen can be customized with Screen Designer functionality.

To run a query:

1. Enter your selection criteria and click the Retrieve button (at least piece of selection criteria must be entered to run the query). Options are Unit, Employee, Department, Fee Code, Mandatory/Validated, Notifiable/Non-notifiable, Sub Fee, From/To Dates, Fee Stage, and Fee Status.
2. Any results matching your filters will display on the iFrame below in the Query Results iFrame. Certain fields are editable while others are read-only.
3. To make any changes, update the applicable record details and click the Save button at the top of the frame.
4. To clear your results and run a new query, click the Clear button and enter in new selection criteria and click the Retrieve button.

The bottom part of the frame functions as both a display for query results and as a place to create and process new fee records.

To create a new record:

1. Click in the Fee Code field of the first empty row at the bottom of the iFrame.
2. Enter a Fee Identification Number. This is a free-form field that supports up to 30 alphanumeric characters.
3. Enter an Issuing Authority. This is a free-form field that supports up to 50 alphanumeric characters.
4. Enter a Violation, Receipt, and Due Date. The Receipt Date and Due Date field automatically populate with the current date/time.
5. Enter the Vehicle Speed and Speed Limit Values. This field is not required.
6. Select applicable values from the Mandatory/Validated and Notifiable/Non-notifiable drop-downs. Selection is not required. These fields will auto-populate based on sub-code setup if applicable and can be modified. Modification here on this frame will not override the sub-code setup.
7. Enter a valid M5 Unit Number. This field is not required and can be left blank.
8. Unit Description is read-only and will populate along with Year, Manufacturer, Make, Model, and Asset Type if a valid unit number is entered in the previous field.
9. Rec'd Fiscal Period - read-only, this value will be the fiscal period in which the Received Date actually occurs.
10. Billed Fiscal Period - read-only, this value will be the fiscal period in which the billing occurs.
11. Billed Fiscal Quarter - read-only, this value will be the fiscal quarter in which the billing occurs.
12. Enter a valid Sub Code if applicable. Must be valid for the fee type entered.
13. The Location field is a free-form field that supports up to 150 alphanumeric characters. This does not refer to an M5 location but rather the location in which the violation/fee charge was incurred.
14. Vehicle Registration is a free-form field that supports up to 30 alphanumeric characters.
15. Department will default to the unit's owning or using department (depends on flag 2019). If a unit is not entered but an employee is, it will default to the employee's department. If neither unit or employee are entered, it will default to the user's login location department.
16. The Department Description will populate automatically based on the value in the previous field.
17. Department Contact Email will also default based on the department selected but can be changed.
18. Department Contact Name follows the same logic as before.
19. Enter a Notified Date.
20. Select a Status from the drop-down menu:
• Open
• In Progress

• In Review

• Appealed

• Appeal Rejected

• Completed

• Closed

• Suspended

• Cancelled

• Note, this field will be read-only if the fees have been billed (auto-closed) by the Billing batch process.

• If manually set to CLOSED by a user, only the Status will be editable to allow for reopening.

• In all other instances, this value is able to be modified by the user at any time and to any value.

21. Contact information are free-form fields to add additional contact information and are not validated.

22. Employee is not a required field but must be a valid M5 employee if entered.

23. Last Updated date is read-only and displays the date/time of the last update to the record.

24. Next enter any applicable Fees. This is a currency field and though it is not required, if it is not entered it will be ignored by the billing batch program.

25. Late Fees is another currency field that allows you to define any late charges associated with the fee if it is not paid on time.
26. Stage refers to the Fee Stage.
27. Three Department business hierarchy fields:
• Read only, populated as per rules above.
• Only display the top three levels, as an example:
• Business Unit (level 1) = RM Letters
• Function level 2 = Central Service Delivery
• Function level 3 = C-SDL South Midlands
• Note: Using department code can be overwritten manually (due to the possibility of a vehicle movement by department on M5, but unit record and history will not be updated, billing will be based on the department listed on the entered fees, not the department on the unit, if the values differ.
28. Fleet Payment is a currency field.
29. Driver Payment is a currency field.
30. When finished entering/editing all applicable data for a new record, click the Save button at the top of the screen.

To delete an entry:

1. Click in the row of the entry you want to delete.

2. Click the Delete button at the top of the screen.

3. The selected row will turn red.

4. Click the Save button to confirm the action.

See also:

Fees Implementation Quick Guide

Last Updated 08/26/2021

NOTE: To view a list of System Flags and Role Privileges that may impact this screen, hover over the screen title in M5 to display the bubble help/tooltip. At the bottom of the bubble help/tool tip, there is a Settings hyperlink. Click that hyperlink to display the list of flags and privileges.

Additional training and technical documents on this subject may be available in the Resource Files area.