Guide Overview

This help guide applies to Fee Tracker app and Intouch integration. This guide is designed to give Incident IQ administrators an overview of 

  • How to apply Payment and Fees using bulk actions and while working a ticket.
  • Viewing Payment and Fees under the user and asset profiles.
  • How to generate statements and invoices.

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.

  1. Bulk Applying Payment and Fees
  2. Applying Payment and Fees While Working a Ticket
  3. Viewing Users Profile
  4. Viewing Asset Details 
  5. Custom Payment and Fees Filters 
  6. Generate Statements & Invoices
  7. Applying Rules with Fee Tracker & Intouch

 

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 in the grid based on the filters. 

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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.

Bulk_action_payment_and_fees.png

Click Create Transaction. Now the payment, fee, or adjustment will be applied to that user(s) account.

When applying bulk actions within the different views:
  • Tickets - The payment, fee, or adjustment you select will be assigned to the requestor of the ticket, as well as being associated with the ticket and any asset on the ticket.
  • Assets - The payment, fee, or adjustment you select will be assigned to the owner of the asset, as well as being associated with the asset. If the asset does not have an owner the transaction will be skipped. 
  • Users - The payment, fee, or adjustment you select will be assigned to the users account. 

Please see the following help guides on article on how to add fee items and categories.
Fee Tracker
Intouch 

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Applying Payment or Fee While Working a Ticket

Administrators or agents can apply a payment or fee when working a ticket. On the left hand side is the Payment and Fees widget. Click +Add  and then select with transaction type (payment, fee, or adjustment)

Adding_Payment_or_fee.png

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. 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 Payment and Fees widget.

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Send an email of the fee, payment or adjustment by selecting Generate in the bottom left corner. When selecting this option you can send an email to the user that the transaction is being applied too. As well as, adding external email address(es). 

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After applying the transaction, 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. 

Gear_Icon.png

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Viewing User Profile

When viewing a user's profile there is the Payment and 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

User_Profile.png

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. 

Gear_Icon.png

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Viewing Asset Details

When viewing an Asset's details page, there is the 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

Asset_View.png

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. 

Asset_View_Gear.png

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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.

Filter_Payment.gif

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 app or Intouch integration (i.e. course fees, library fines, device insurance, athletics). 

  • Balance
  • Last Activity Date
  • Oldest Past Due Balance
  • Past Due Amount

Fee_Tracker_filters.png

Please see the following help guides on article on how to add fee items and categories.
Fee Tracker
Intouch 

Also, you can create a custom view and add these custom columns for payment and fees. 

Fee_Tracker_Columns.png

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Generate Statements & Invoices  

You can generate statements when viewing the Payment and Fees widget. Clicking on the Generate Statement button will create a PDF of all transactions.

Generate_statement.png

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. 

Generate_Invoice_.png

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 Email Statement and Invoice

When you are applying a fee, payment or adjustment to individual user or ticket within iiQ. You can send an email of the fee, payment or adjustment by selecting Generate in the bottom left corner. When selecting this option you can send an email to the user that the transaction is being applied too. You can also add external email address(es). 

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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. 

Print_Statement.png

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 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. 

Email_Statement.png

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Applying Rules with Fee Tracker

You can apply rules and automations for Fee Tracker and Intouch integration. Left sidebar go to Administration and then Rules. Here you can create a new rule and apply different filters for Fee Tracker and Intouch.

Please review the Rules Engines article for more details on creating rules.  

Fee_Tracker_filters.png

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